SAFSA WP

1. PURPOSE

As SAFSA WP we are committed to supporting every skater, parent, coach and official involved in our sport. In the interest of improving communication, managing expectations and streamlining the flow of information, we kindly ask that our members follow a structured communication channel when raising matters.

All communication should be first addressed and directed to SAFSA WP, who will then liaise with SAFSA HQ on your behalf should it be necessary. This ensures that all provincial structures remain strong and that all queries or concerns are handled in an organised and consistent manner.

We understand that at times members may feel that their concerns are not being addressed promptly. To support effective communication and build trust, we recommend the following:

• Address correspondence to our secretary, karin.safsawp@gmail.com and do not copy the whole world in.
• The secretary will ensure that your correspondence is either tabled at our next committee meeting (usually at the end of the month) or forward it to the committee member whose portfolio it falls under for their attention.
• If you know who to approach on the SAFSA WP Committee you may email them directly.
• If the correspondence needs to be forward to HQ our secretary will do that, on your behalf, and inform our committee so all committee members are informed
• We will endeavour to reply within 3 working days, confirming that the matter has been received and will be tabled if necessary.
• A formal response to the member should be provided within 30 working days from the time of acknowledgement, except over the holiday period where committee meetings do not take place.
• If a matter requires escalation to a higher body (such as EXCO or the ISC) we will inform you of this step and advised on the anticipated timeframe for feedback
• If in the rare instance that NO response is received from the provincial committee within the timeframe provided, members may escalate their query to the SAFSA National Secretary at secretary@safsa.org.za

By consistently following this structure, we can ensure that queries are directed appropriately, responded to respectfully and resolved promptly.

2. A MESSAGE FROM OUR PRESIDENT

We must categorically state that all communication with external stakeholders (including consulates, embassies, government departments, international federations and SASCOC) must be conducted through the Executive.

Any unauthorised engagement with these entities:

• Compromises formal arrangements being put in place by the organising team
• Risks the credibility and professionalism of the Federation
• Has already resulted in complaints from the Government and SASCOC, who have expressed frustration at being contacted directly by individuals outside of the official structures

This type of action, though often well meaning, undermines our processes, causes unnecessary confusion and negatively affects the Federation's reputation and standing. It may also impact future support from these key stakeholders.

As a general rule, avoid sending non urgent emails over the weekends, holidays or long weekends. Most people use this time to disengage from work and sending emails during these periods can imply an expectation of an immediate response.

If something is truly urgent state that in your message and a committee member will attend to it.

SAFSA WP closes over the December school holidays and we return to business when the new school year commences. Obviously for skaters competing internationally we will be available over this period.

We thank you in advance for your co-operation and for helping us maintain a constructive and accountable communication process that benefits the entire SAFSA WP community.