How to Provide Feedback
Families should always refrain from providing feedback to coaches and staff members on the field before or after games and practices. The delivery of all feedback should be arranged away from the field and in a planned fashion. There are times when feedback is best directed to the organization at large and the information documents that process.
Purpose
The successful operation of the QVRA organization depends heavily upon the feedback from those in the community it serves. The purpose of this process is to create a structured way to document, analyze and address your feedback to QVRA so that it can better respond to the needs of its players, families, staff and donors.
Desired Outcomes from the Feedback Process
To create a repository that documents the feedback and the actions taken by the club in response to that feedback.
To document and communicate (if required) the rationale for why a particular decision was made by the organization. The hope is this action will help the entire organization better understand the logic and constraints evaluated prior to making the decision, especially if it is a one that is not unanimously supported by all the QVRA stakeholders.
To provide a single authoritative source of information to parents on decisions affecting the organization thereby reducing the need for parents to have to ask other parents to discover answers to their questions.
What is Feedback?
Feedback is defined as positive or constructive comments on...
- The existing procedures
- Observed behaviors exhibited during execution of those procedures
- Requests for clarification about decisions or procedures
Delivery of Form
All feedback should first be provided to those individual(s) directly involved with the process or situation toward which the feedback is directed. Please do not provide this feedback before, during or after any particular event. Schedule a time away from the venue and event to discuss. This helps remove any of the emotion of the moment so the feedback has a greater chance of success. In the case of feedback concerning officiating representatives, all feedback should be provide to the QVRA Board of Director Sport Representatives directly and not the referees or umpires themselves.
If after discussing the feedback with the individual(s) involved it is felt by either party that this feedback and response should be documented, then please fill out the QVRA Feedback Form and deliver it to the QVRA Board of Director Sport Representatives. In the case of broader QVRA issues, please send the QVRA Feedbback Form to QVRA Board of Directors Vice President. If delivery is sent via email, please confirm receipt of that email by phone. The contact information for the necessary representatives can be found on the QVRA Board of Directors page on this website.
Response Time
A response confirming receipt of the Feedback Review Form will by provided within 96 hours of receipt. The Feedback will be presented at the following QVRA Board meeting, discussed and any action deemed warranted will be documented at that time. However, the QVRA recognizes that sometimes there are situations that require a response within 24 hours. In such a case, please contact the QVRA Board of Directors President directly by email or phone. The appropriate next steps will be determined at that time. We have defined such situations as follows:
- A child’s physical health is at risk
- An activity will occur before the next board meeting that requires an answer to the feedback before the activity can be completed.
What do I do now?
Complete the "Feedback Template" and deliver to the appropriate point of contact listed above.
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