Submission
National Headquarters receives the complaint
The written and signed complaint is mailed to USJA National Headquarters. This is the required first step before the complaint can proceed.
Standards and Ethics
Ethics Complaint Procedure
A clear overview of how a written complaint moves from submission through investigation and final disposition.
Before you begin
A complaint must be written, signed, and mailed
The complaint must be mailed to USJA National Headquarters. Phone calls, emails, notes, and unsigned messages are not accepted as a formal complaint. If the complainant is unwilling to put the charges in writing and sign the complaint, the process stops.
Written
Signed
Mailed to National Headquarters
The full process
What happens after a complaint is submitted
This summary follows the Standards and Ethics procedure defined in the USJA bylaws.
Initial contact
The Executive Director contacts the complainant
After the National Office receives the complaint, it goes to the Executive Director. The Executive Director explains the committee process, makes sure the complainant feels supported by USJA, and explains that the case will go to the Standards and Ethics Committee chairman and an assigned investigator.
Initial call within 2 business days Investigator contact within the next 20 business daysWritten confirmation
The conversation and governing documents are mailed
The Executive Director sends the complainant a letter summarizing the conversation, a copy of the bylaws ethics section (Article V, Section D, Part II), and a copy of the USJA Code of Ethics. The package is sent by Certified Mail.
Case file
Original documents are secured
The Executive Director creates a case file containing all original documentation. Appropriate confidentiality and document security must be maintained. The committee chairman receives copies rather than the originals.
Unable to reach complainant
A Certified Mail notice is sent when phone contact is unsuccessful
If the Executive Director cannot reach the complainant by phone within two days of receiving the complaint, a Certified Mail letter summarizes the information normally provided by phone. The complainant must contact the Executive Director, or the Executive Director’s representative, by phone to continue. If the complainant does not respond, the matter ends.
Board disposition
The completed investigation goes to the Board of Directors
After the investigation is complete, the case and the Standards and Ethics Committee’s recommendations are presented to the Board of Directors for disposition. The Board may dispose of the case or call a formal hearing that could include testimony from the complainant, respondent, and witnesses.
Final notification
The parties are notified of the disposition
After the case is completed and a disposition is reached, the complainant and respondent are notified of the disposition by Certified Mail.
Records
The complete case file is archived
All material collected by the committee—including phone and email records, notes, documents, testimony, and witness accounts—is sent to National Headquarters for the case file. The file is archived for the period specified by the Board and destroyed when that period ends.