Any action taken by an Ambassador that:

1. reflects poorly on USAP,
2. is inconsistent with USAP policies, including the Ambassador Code of Conduct, or
3. is a direct hindrance to the effective performance of USAP’s volunteer or job functions may lead to Conduct action, up to and including immediate termination of the Ambassador’s position.

Corrective Actions

Corrective actions include, but are not limited to:

• Oral warnings
• Written warnings (with or without conditions or restrictions)
• Probations
• Suspension (with or without conditions or restrictions)
• Termination

Conduct Review Procedure

This Conduct Review Procedure is designed to establish the facts quickly and address conduct issues consistently.

Receipt of Complaint

The matter or complaint will be referred to the Ambassador Conduct email for action.

The PACE (Panel for Ambassador Conduct and Evaluation) Liaison will present the complaint to the Ambassador Engagement team.

The Ambassador Engagement team will conduct a preliminary review to determine whether the alleged behavior or neglect meets the threshold of:

• reflecting poorly on USAP
• violating USAP policies or codes
• hindering the effective performance of Ambassador duties

Preliminary Administrative Action

During the preliminary investigation, the Ambassador Engagement Team may temporarily suspend the Ambassador pending further investigation.

Determine Appropriate Review Process

The Ambassador Engagement Team may:

• resolve a complaint administratively without appointing PACE when, based on the nature, severity, or circumstances of the complaint, a formal review by PACE is not warranted; or
• activate the Panel for Ambassador Conduct and Evaluation (PACE), a review board of fair and impartial USAP members with expertise in conducting investigations.

Administrative Review (Not Referred to PACE)

Complaints not referred to PACE will be handled by the appropriate Ambassador Engagement Manager.

Corrective actions may include:

• Oral warning
• Written warning
• Probation

Administrative Review (Referred to PACE)

Complaints referred to PACE will be reviewed through the Panel for Ambassador Conduct and Evaluation. PACE will conduct an impartial administrative review, gather relevant information, provide the Ambassador an opportunity to respond, and make findings and recommendations for appropriate corrective action when warranted. Corrective actions may include but are not limited to:

• Oral warning
• Written warning
• Probation
• Suspension with or without conditions or restrictions
• Removal from specific Ambassador duties
• Required training or coaching
• Termination of the Ambassador’s position

PACE will submit their conclusions to the Liaison who will then meet with the Ambassador Engagement Team to discuss if any modifications to the ruling are needed.

Notification & Investigation

The PACE Liaison will notify the Ambassador that a complaint has been filed.

The Ambassador will be given the opportunity to provide a written or oral response to the allegations.

The PACE Liaison will gather information from all relevant parties.

Investigations will be kept confidential to the extent possible, subject to the need to investigate and follow up appropriately.

The investigation is administrative in nature rather than criminal or judicial. Neither the complainant nor the Ambassador has the right to confront the other party. This investigative function is part of USAP's internal review process and is governed by USAP policies rather than federal or state law.

Dismissal of Complaints

At any point during the review process, the Ambassador Engagement team or PACE evaluates may dismiss all of part of the complaint if they determine that

• there has been excessive delay in filing;
• the complaint is trivial, frivolous, or not made in good faith;
• the complaint is grossly illogical or improbable;
• the complaint was not submitted by someone with a direct relationship to the incident;
• the matter has already been reviewed and decided;
• the alleged conduct occurred while the individual was acting as a private citizen rather than as a USAP Ambassador;
• the complainant has a history of filing unfounded complaints;
• required complaint procedures were not followed;
• the individual is no longer serving as an Ambassador;
• the Ambassador cannot be identified;
• the complaint concerns a policy rather than Ambassador conduct;
• the complaint seeks monetary damages or an apology rather than alleging misconduct; or
• USAP lacks jurisdiction or the alleged conduct does not violate applicable laws, rules, policies, or procedures.

Findings

Upon completion of the investigation and fact-finding process, PACE (or the Ambassador Engagement Team when PACE is not utilized) will determine whether the complaint is:

1. Substantiated
2.  Unsubstantiated
3. Unfounded

If substantiated, the review will include a recommendation regarding appropriate corrective action.
The findings and recommendations will be communicated to the PACE Liaison.

Final Review

The Ambassador Engagement Team will review the findings and determine the final decision.

This decision will be final, pending reconsideration by the complainant.

Communication of Decision

The PACE Liaison will communicate the final decision to:

• the Ambassador who is the subject of the complaint;
• the complainant, including a summary of the outcome to the extent appropriate while maintaining confidentiality;
• the Ambassador Engagement Team;
• the USA Pickleball Grievance Committee.

Request for Reconsideration

The complainant or the Ambassador who is the subject of the complaint may request reconsideration within five (5) days after receiving the decision if new, relevant, and material information becomes available that was not previously considered.

The PACE Liaison, along with the Ambassador Engagement Team, may, at its discretion:

• reopen the investigation;
• consider the additional information; and
• issue a revised decision or affirm the original decision.

The Ambassador Engagement Team’s reconsidered decision shall be final.

Record Retention

USAP will maintain records of conduct review decisions for at least three (3) years.