KCAA Conflict Resolution Policy

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Purpose: KCAA & Discover Circus aim to create the conditions for all students and staff to enjoy an inclusive, enjoyable and harm free environment. As a student and active member of our community you are equally responsible to uphold these standards.

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Code of Conduct

Code of Conduct

Conflict Resolution Policy

At Discover Circus and in KCAA, we are committed to fostering a positive, respectful, and inclusive environment. In the event of a conflict, our goal is to resolve issues promptly and fairly, ensuring all parties feel heard and respected.

We believe in maintaining a supportive and harmonious community, and we expect everyone to approach conflicts with mutual respect and a willingness to find a solution. Failure to do so is a breach of the Code of Conduct.

What is the difference between a Conflict vs Complaint?

The organization recognizes a distinction between conflict and formal complaints.

Conflict

A conflict is a disagreement, tension, or breakdown in communication between individuals. It does not necessarily involve a breach of policy. Conflicts are typically addressed by following the Conflict Resolution Policy.

Formal Complaint

A complaint is an allegation that organizational policy, the Code of Conduct, employment standards, or applicable law has been violated. Complaints trigger a formal review process and may result in corrective or disciplinary action.

Where there is uncertainty, the organization will conduct an initial assessment to determine the appropriate process.

For Conflicts, all individuals are encouraged to address concerns directly with the involved party through open, respectful conversation. Avoid gossip, speak directly with those involved and respect the confidentiality of everyone involved.

KCAA members and affiliates are responsible for addressing conflicts within their own organizations or groups. If you need additional support in resolving or reflecting on conflicts involving individuals, staff, management or Board, please follow these guidelines:

Step 1: Self-Reflection & Direct Communication

• Consider the impact of the situation and your needs.
• If there is a conflict with a fellow participant, Instructor or KCAA Staff, if you feel comfortable, approach the person involved in a private, respectful manner.

• Try to use “I” statements (e.g., “I felt uncomfortable when…”) to clarify impact and work together to try and find solutions. Aim for mutual understanding and try to remember that impact and intention are different.

Step 2: Request Peer or Faculty Support (a neutral third party)

• If direct communication is not possible or unsuccessful, reach out to a trusted instructor, staff member, or peer mediator—you will receive a response within 5-10 business days from your designated contact for this matter via email.
• They can help facilitate a respectful, informal conversation to resolve the issue.

• If the conflict or concern is with a peer student: Please bring your concerns to your class instructor if you feel comfortable to do so.  
• If the conflict or concern is with an Instructor, KCAA Staff or KCAA Board members: Please bring your concerns to the Executive Director jake@discovercircus.ca
• If the conflict is with the ED, please bring your concerns to a member of the HR Committee: hr@discovercircus.ca

Step 3: Facilitated Support

• For ongoing or complex issues, contact the Executive Director or HR committee member—you will receive a response within 5-10 business days from your designated contact for this matter via email.
• A facilitated meeting will be arranged with all parties, with clear agreements set around expectations, communication, and next steps.
• Please note: a complex ongoing interpersonal conflict does not automatically escalate to a Formal Complaint if unresolved—Formal Complaints are for situations regarding organizational policy, the Code of Conduct, employment standards, or law violations.

Step 4: Formal Review (if needed)

• If the conflict remains unresolved after the facilitated meeting, a review panel (composed of school leadership and, if appropriate, a neutral third party) may be convened—the end resolution determined by the review panel is final. If you feel this is necessary, you must reach out to your designated contact to request a review panel—they will respond within 5-10 business days.
• The goal is resolution and restoration, not punishment—though in rare cases, corrective action may be necessary to uphold our community standards.

After Resolution

• All parties may be offered support, including access to mentorship or available resources.
• Follow-up check-ins will be scheduled and agreed upon to ensure agreements are being honoured and the relationship is healing.

See next page for Conflict Resolution Pathways Chart.