Prevention and Reduction of Workplace Sexual Harassment policy template

Overview

[Company Name] is committed to maintaining a safe and inclusive work environment that is free from all forms of sexual harassment. We acknowledge our duty to prevent and reduce incidents of sexual harassment and to provide appropriate support to those affected.

This policy outlines our commitment, responsibilities, and procedures for addressing workplace sexual harassment.

Scope

This policy applies to all employees, contractors, volunteers, interns, and any other individuals who interact with our organisation (third parties). It covers all locations and situations associated with the workplace, including remote work environments, client sites, social gatherings, and business events.

General Principles

Definitions of Harassment

• Sexual Harassment: Any unwanted conduct of a sexual nature, including physical contact, verbal comments, non-verbal gestures, or digital communications, that creates an intimidating, hostile, or offensive environment.

• Third-Party Harassment: Harassment by non-employees, such as clients, customers, or other external parties, towards our employees. This includes any actions that create a hostile, intimidating, or offensive environment for the individual.

Proactive Measures and Responsibilities

Training and Awareness

• All employees will receive mandatory anti-harassment training upon joining and will participate in refresher courses at least annually. This training will include recognising harassment, understanding personal responsibilities, and knowing how to respond.

• Leadership and managers will receive additional training on managing harassment complaints, handling third-party harassment, and taking preventive action.

Clear Reporting Channels

• Employees who experience or witness harassment are encouraged to report the incident to their line manager, the HR department, or through an anonymous reporting system.

• Reports will be handled confidentially, respectfully, and promptly. No action will be taken without a thorough investigation.

Policy Accessibility and Awareness

• This policy will be accessible in the employee handbook, on the organisation’s intranet, and in shared areas within the workplace.

• Regular communications (such as reminders, newsletters, and staff meetings) will reinforce the importance of maintaining a harassment-free workplace.

Procedures for Handling Complaints

• Complaint Process: Any employee experiencing or witnessing harassment should report it via the designated channels. All reports will be taken seriously and addressed in a timely manner.

• Investigations: HR will conduct a thorough, impartial investigation in response to all complaints, ensuring that all parties are treated with respect and fairness.

• Support Services: The organisation will provide access to support services (such as counselling and HR support) for individuals affected by harassment.

• Protection Against Retaliation: Any individual who reports harassment or participates in an investigation will be protected from retaliation.

Responding to Third-Party Harassment

• Where harassment involves third parties, such as customers or clients, we will take reasonable steps to protect our employees, which may include issuing warnings to the third party or, in serious cases, terminating business relationships.

• Employees should report any third-party harassment incidents immediately so the organisation can respond appropriately.

Reasonable Steps to Prevent Harassment

To meet our legal duty to take all reasonable steps to prevent harassment, we commit to the following:

• Conducting risk assessments to identify and mitigate potential harassment risks in all work environments, including customer-facing and remote workspaces.

• Reviewing and updating this policy annually or more frequently as required by law or organisational needs.

• Encouraging an open and respectful workplace culture where all employees are empowered to speak up against harassment and advocate for a safe environment.

Consequences of Policy Breach

• Harassment by any employee will be regarded as gross misconduct and may lead to disciplinary action, up to and including termination of employment.

• Non-compliance with this policy’s preventive measures, such as failing to complete mandatory training, may also result in disciplinary action.

[Company Name] is committed to continuously improving our efforts to prevent and address workplace sexual harassment. We encourage open dialogue, respect for diversity, and a shared responsibility to create a safe and inclusive work environment.