How to use this policy
(1) Copy this template in its entirety and edit as necessary to align with your organizational context. (2) Remove the supplemental guidance text in blue boxes and replace the yellow highlighted text with the actual details of your organization.
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Introduction
The Harassment, Discrimination, & Retaliation Policy of [Insert organization name] reflects our commitment to creating and maintaining a work environment free from harassment, discrimination, and retaliation. This policy is designed to uphold the standards of respect, safety, and dignity for all employees, volunteers, clients, and partners associated with our organization.
Scope
This is to be used by all personnel of [Insert organization name], regardless of their position, tenure, or status, and extends to harassment, discrimination, & retaliation arising within the workplace and in any work-related context, including business trips, external work engagements, and office social events.
The policy covers harassment, discrimination, & retaliation against colleagues, management, and external parties such as clients, suppliers, or visitors, and applies irrespective of an employee’s protected status.
Protected Characteristics
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Harassment
Harassment is unwelcome conduct, verbal or physical, including intimidation, ridicule, insult, comments, or physical conduct, that is based on an individual's protected characteristics, when the behavior can reasonably be considered to adversely affect the work environment. Employment decisions affecting an employee based upon the employee's acceptance or rejection of such conduct may also constitute harassment.
Harassment becomes unlawful where enduring the offensive conduct becomes a condition of continued employment, or the conduct is severe or pervasive enough to create a work environment that a reasonable person would consider intimidating, hostile, or abusive. Sexual harassment is a specific form of harassment that is articulated in the Sexual Misconduct Policy.
All harassing conduct, as defined above, is a violation of this policy.
Employees are subject to disciplinary action, up to and including termination, for engaging in harassing conduct while in the workplace or in any work-related situation, including while on official travel. Contractors are subject to terminations of contract for the same reasons.
Off-duty misconduct may subject the employee to potential discipline if the misconduct is likely to have an adverse effect on the [Insert organization name] (e.g., harassing a co-worker, visitor, contractor, or volunteer during off-duty hours).
Harassing conduct can occur in person, through phone calls or in writing, through the use of social media, or other forms of technology.
Discrimination
Discrimination is the differential treatment of an individual or group of people based on protected characteristics.
Discrimination can take on many forms, like being denied a job, promotion, or pay raise; being demoted; having your wages or hours cut, or being terminated - when such actions are based on protected characteristics.
All forms of discrimination are prohibited.
Retaliation
Retaliation is treating applicants, employees or former employees, or people closely associated with these individuals, in an adverse manner for engaging in activity protected by anti-discrimination and or whistleblower laws.
Some examples of these activities may include: reporting misconduct, harassment, or discrimination on behalf of yourself or another; taking a job-protected medical or disability leave; complaining about being asked to engage in illegal conduct; criticizing the organization for engaging in illegal activity; asking for unpaid wages; participating in a discrimination investigation or lawsuit; opposing discriminatory behaviors; and complaining to legal authorities as well as internal complaints.
[Insert organization name] is committed to ensuring that no individual faces any form of retaliation. All reports, allegations, and complaints regarding misconduct, harassment, & discrimination, will be received with sensitivity to confidentiality concerns, regarded with seriousness and subject to prompt, thorough investigation.
Any form of retaliation against someone who has expressed concern about any form of misconduct, refused to partake in such misconduct, or made a complaint or cooperated with an investigation regarding misconduct, is strictly prohibited.
A complaint made in good faith will under no circumstances be grounds for disciplinary action. Individuals who make complaints that they know to be false may be subject to disciplinary action, up to and including termination.
Reporting an Incident of Harassment, Discrimination or Retaliation
Individuals who believe they have been the victims of conduct prohibited by this policy or believe they have witnessed such conduct are encouraged to inform the person(s) responsible for the conduct that it is unwelcome and offensive, and request that it cease.
If the conduct continues, is severe, or if the employee is uncomfortable addressing the responsible person(s) about the conduct, the employee is encouraged to discuss their concerns with their immediate supervisor, human resources, or senior management as described in the Escalation Matrix of the Grievance Policy.
Accountabilities & Role of Staff
The Executive Director has operational responsibility for this policy and must ensure that all managers and other staff as described in the Escalation Matrix under this policy receive regular and appropriate training.
All staff are responsible for the success of this policy and should use it to disclose any and all harassment, discrimination, & retaliation.
Amendments & Additions
This policy will be reviewed annually and may be amended as necessary to address new ethical challenges and evolving standards.
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