Appendix 2.07D - Guide for Investigators
Example Interview Process & Procedure for Policy 2.07 – Investigation Procedure
1. Purpose of the Interview Process
● The interview process is a critical step in SHA’s investigation procedure under Policy 2.07, ensuring that complaints are handled fairly, impartially, and thoroughly. Interviews are conducted to:
○ Collect first-hand accounts from the complainant, respondent, and witnesses.
○ Assess credibility and consistency of statements.
○ Gather supporting details and evidence to assist in the investigation process.
2. Interview Process Overview
● The interview process consists of four key stages:
○ Preparation & Scheduling
○ Conducting the Interview
○ Documenting & Analysing Statements
○ Follow-Up & Clarifications
3. Step-by-Step Interview Procedure
Step 1: Preparation & Scheduling
● The investigator (SHA Discipline Panel member or designated authority) will:
○ Identify who needs to be interviewed (complainant, respondent, witnesses).
○ Schedule interviews in a neutral and confidential setting (in-person, phone, or video call).
○ Provide the interviewee with a brief explanation of the investigation (without revealing sensitive details).
○ Ensure a second investigator or SHA official is present for accountability (Two-Deep Policy).
● Sample Notification Message for Interview:
📩 Subject: SHA Investigation [Insert Incident ID] – Interview Request
Dear [Interviewee’s Name],
As part of the ongoing investigation regarding [brief mention of incident], we would like to schedule an interview with you. Your cooperation will help ensure a fair and thorough review of the situation.
Details:
📅 Date & Time: [Insert Scheduled Time]
📍 Location: [In-Person Meeting/Virtual Call]
🔒 Confidentiality: This interview is private and should not be discussed outside of this process.
Please confirm your availability or suggest an alternate time. If you have any questions, feel free to contact me.
Sincerely,
[Investigator’s Name]
[Title]
Sarnia Hockey Association
Step 2: Conducting the Interview
● During the interview, the investigator will:
○ Explain the Purpose:
■ Begin with a neutral, fact-based introduction.
■ Emphasize confidentiality and impartiality.
○ Ask Open-Ended Questions:
■ Encourage the interviewee to describe events in their own words.
■ Avoid leading or suggestive questions.
○ Remain Neutral & Professional:
■ Listen without interrupting or reacting emotionally.
■ Take detailed notes or record the interview (if permitted).
○ Clarify & Confirm Details:
■ Ask follow-up questions to ensure accuracy.
■ If the interviewee’s statement contradicts another account, ask for clarification without accusation.
● Sample Interview Questions:
○ For Complainant:
■ Can you describe the incident in your own words?
■ Where and when did this occur? Who was present?
■ How did the respondent behave before, during, and after the incident?
■ Did you report this to a coach, referee, or SHA official at the time?
■ Do you have any witnesses who can confirm what happened?
○ For Respondent:
■ What do you recall about the incident in question?
■ Were there any prior interactions or conflicts leading up to this?
■ How do you respond to the allegation that you [describe alleged behaviour]?
■ Do you have any witnesses or evidence supporting your account?
■ Have you been involved in similar complaints or misunderstandings in the past?
○ For Witnesses:
■ Can you describe what you saw or heard related to the incident?
■ How close were you to the individuals involved?
■ Were there other people who also witnessed this?
■ Have you discussed this incident with the complainant or respondent?
■ Is there anything else you think SHA should know?
Step 3: Documenting & Analysing Statements
● All statements must be accurately recorded and securely stored.
● The investigator should compare statements for consistency and identify gaps or discrepancies.
● If conflicting information arises, follow-up interviews may be required.
● Statements are added to the final investigation report with timestamps and interviewee signatures (if applicable).
● Sample Statement Summary Format:
📄 Interview Summary – SHA Investigation (Incident ID)
📅 Date: [Insert Date]
👤 Interviewee: [Name & Role]
🎤 Conducted By: [Investigator Name]
Summary of Key Points:
● [Detailed account of what the interviewee stated.]
● [Any supporting details, evidence, or witness names provided.]
● [Clarifications or inconsistencies noted.]
✔ Statement Verified by Interviewee: ☐ Yes ☐ No
Signature (if applicable): _______________
Step 4: Follow-Up & Clarifications
● If needed, additional follow-up interviews can be conducted to:
○ Address inconsistencies between statements.
○ Obtain new witness testimony that may have emerged.
○ Review new evidence (e.g., video footage, referee reports).
● Once all interviews are complete, the investigator finalizes the report and submits findings to the SHA Discipline Panel/President.
4. Special Considerations
● Minors: If a player under 18 years old is being interviewed, a parent, guardian, or team official must be present.
● Anonymous Witnesses: If a witness requests anonymity, their statement can be used without revealing their identity to the respondent.
● Non-Cooperation: If an individual refuses to participate, the investigator will proceed with available evidence and document their non-participation.
5. Conclusion
● This interview process ensures that all parties involved in an investigation under SHA Policy 2.07 are:
○ Treated fairly and respectfully.
○ Given a full opportunity to provide their account.
○ Protected under confidentiality and due process.