Complaint Policy

This policy applies to: LTP Verified™ Pageant Systems LTP Verified™ Businesses Applicants seeking verification Individuals acting on behalf of an LTP Verified™ organization or business while representing that organization This policy does not govern personal disagreements or matters unrelated to an organization’s participation in the LTP Verified™ Program. III. Types of Complaints Complaints may include, but are not limited to: Ethical misconduct Misrepresentation of services Fraud or deceptive business practices Failure to follow published rules or policies Unprofessional conduct Discrimination or harassment Unsafe event conditions Financial misconduct Misuse of the LTP Verified™ name, badge, seal, or logo Failure to maintain published verification standards IV. Complaints That Will Not Be Considered LTP Verified™ will not investigate complaints that are: Anonymous (unless accompanied by credible evidence) Frivolous or malicious Personal disputes unrelated to accreditation standards Based solely on dissatisfaction with pageant results or judging outcomes Matters currently pending before a court of law, unless directly related to accreditation Submitted without sufficient information for review V. Filing a Complaint Complaints must be submitted using the official LTP Verified™ Complaint Form. Each complaint should include: Name of complainant Contact information Name of organization or business Description of the concern Date(s) of occurrence Supporting documentation Witness information (if applicable) Complaints should be submitted within 90 calendar days of the alleged incident whenever possible. VI. Initial Review Upon receipt of a complaint: The Executive Secretary shall acknowledge receipt within 10 business days. The complaint will be reviewed for completeness. If additional information is needed, the complainant will be contacted. Complaints that fall outside the scope of this policy may be dismissed without further review. VII. Investigation If accepted for review, the Accreditation Council may: Review submitted documentation Request additional records Interview involved parties Obtain written statements Review publicly available information Consult subject matter experts when appropriate The Accreditation Council may suspend an investigation if additional information is required. VIII. Rights of the Respondent Organizations or businesses named in a complaint have the right to: Receive written notice of the complaint Review the allegations Submit a written response Provide supporting documentation Identify witnesses Cooperate throughout the investigation No determination will be made until the respondent has been given a reasonable opportunity to respond unless extraordinary circumstances exist. IX. Confidentiality LTP Verified™ will make reasonable efforts to maintain the confidentiality of complaint proceedings. Information will be shared only with individuals directly involved in the investigation or as required by law. Both complainants and respondents are expected to maintain the confidentiality of the process while an investigation is pending. X. Possible Outcomes Following investigation, the Accreditation Council may recommend one or more of the following: No Action Educational Guidance Written Warning Corrective Action Plan Probation Temporary Suspension Revocation of LTP Verified™ Status Referral to appropriate authorities when required by law Corrective actions may include deadlines for compliance. XI. Corrective Action When deficiencies are identified but immediate revocation is not warranted, the Council may require a written Corrective Action Plan. The plan may include: Policy revisions Staff training Updated documentation Operational improvements Additional reporting requirements Failure to complete required corrective actions may result in probation or revocation. XII. Retaliation Prohibited Retaliation against any individual who submits a complaint in good faith or participates in an investigation is strictly prohibited. Verified organizations or businesses found to have engaged in retaliation may be subject to disciplinary action, including revocation of accreditation. XIII. False or Malicious Complaints Individuals who knowingly submit false, fraudulent, or malicious complaints may: Have their complaint dismissed Be prohibited from filing future complaints Be referred for additional action if warranted Good faith complaints that are ultimately unsubstantiated shall not be considered false complaints. XIV. Notification of Decision Upon conclusion of the investigation, both the complainant and respondent will receive written notification that the matter has been resolved. To protect confidentiality, LTP Verified™ may limit the amount of information shared regarding disciplinary actions. XV. Appeals Organizations or businesses subject to disciplinary action under this policy may appeal the decision in accordance with Policy LTP-V-007-2026 (Appeals Policy). XVI. Record Retention Complaint records shall be maintained by the Executive Secretary for a minimum of seven (7) years following the closure of the matter unless a longer retention period is required by law or organizational policy. XVII. Guiding Principles The LTP Verified™ Complaint Process is guided by the following principles: Fairness – Every complaint receives impartial consideration. Integrity – Decisions are based on facts and evidence. Confidentiality – Sensitive information is handled responsibly. Transparency – Procedures are clearly communicated. Due Process – All parties have the opportunity to be heard. Continuous Improvement – Whenever possible, corrective action and education are encouraged before disciplinary action. LTP Verified™ exists to recognize excellence, promote accountability, and strengthen trust within the pageant community. Complaints are handled not to punish, but to protect the integrity of the program and encourage the highest standards of professionalism.