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WISE is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in an atmosphere that is physically and emotionally safe. These policies extend to external stakeholders who conduct themselves in a way that harasses or discriminates against any WISE member. WISE has a zero-tolerance policy for all forms of harassment or discrimination. Any team member who requires help or is subjected to discrimination or harassment is encouraged to seek assistance early through the pathways described below.
The purpose of these policies is to communicate all staff, trainees, interns, and volunteers’ basic responsibility to interact in a respectable manner and contribute to a work environment that is free from harassment and discrimination. These policies also establish our reporting procedures and processes for responding to claims of inappropriate behaviour, discrimination, and perceived harassment, so that issues can be identified and remedied internally, promptly, thoroughly and effectively.
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Reporting and investigation procedures
We understand that individuals subject to discrimination or harassment have to do what is best to prioritise their well-being, protect themselves and heal. Â WISE is in the process of instituting procedures and processes for individuals who wish to seek redress through WISE.
WISE has instituted the following procedures and processes for individuals who wish to seek redress through these channels. We understand that individuals subject to discrimination or harassment have to do what is best to prioritise their well-being, protect themselves and heal. Confidentiality will be maintained throughout the investigation procedure. If you feel that the following procedures could be improved, please reach out to us through the WISE Feedback Form. Â
If you prefer to utilise third-party channels to seek redress, we have included some resources below.
It should be noted that these processes may not be appropriate in every circumstance. Therefore, the processes should be considered flexible and modified by the investigation team as appropriate to the situation.
Overview of
Procedureprocedure and
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Steps for the affected individual who experiences discrimination or
harassmentÂharassment
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Steps for the investigation
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Reaching out to the affected individual or person who reported the claim
Initial Email/Slack Message
Subject
(If sent via email)
Your Submission to WISE’s Harassment and Discrimination Form
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. We received your Google form submission regarding a [STATE WHAT WAS REPORTED] incident happening within WISE.Â
We would like to check when will be a good date/time to speak to you and find out more information?Â
We appreciate you stepping forward and bringing this to our attention. Meanwhile, we ask that you keep this arrangement confidential to ensure that our investigation is conducted safely and fairly.
If you require any support, kindly refer to our additional resources (page link tbc) or inform us of anything that we could help you with.
Look forward to hearing from you.
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Reaching out to other individuals involved in the investigation
- Harasser(s), witnesses, supporter of harasser(s)
Initial Email/Slack Message
Subject
(If sent via email)
Request for Support With WISE’s Harassment/Discrimination InvestigationÂ
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. We recently received a report regarding a harassment and discrimination incident in WISE. You have been identified as an individual involved in the incident and we would like to find out more information.Â
Kindly let us know when will be a good date/time to speak to you.
We ask that you keep this arrangement confidential to ensure that our investigation is conducted safely and fairly.
Look forward to hearing from you.
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Step 4 - Decide on Action and Closure
- Once the relevant information has been gathered, depending on the findings of the investigation, disciplinary action will be taken and/or the reported incident will be closed (Refer to the Action and Closure section for more details). Â
- Inform relevant stakeholders of the decision, and if there are no objections within 7 days, the incident is closed (Refer to templates under Step 5).
Step 5 - Appeal
- If stakeholders would like to appeal the decision, they have to write in within one week requesting an appeal. Stakeholders are then given one week to submit any additional documentation or information.Â
- An appeal committee consisting of 2 individuals will be assembled to review the same case. They have access to all information, including the original decision which is to be reviewed by them.Â
- The appeal committee will decide within 14 days, and this decision is final.Â
- Inform relevant stakeholders of the decision, and the incident is closed (Refer to Step 5).
Step 6 - Reporting the Investigation and Outcome
Informing the affected individual or person who reported the claim on the outcome / Informing the accused/harasser of the outcome
Result on Investigation Outcome
Subject
(If sent via email)
Investigation Outcome of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident from your report.Â
After much consideration, the investigation team has decided to [STATE DECISION(S)]. The decision(s) were made based on the following reason(s) [STATE REASON(S)].
If you require any clarification, please do not hesitate to reach out to us. If you would like to appeal this decision, please reply to this email within 7 calendar days of this email. We will proceed with the above action if we do not receive an appeal in the timeline stated.
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Informing other individuals (eg. witnesses) involved on the outcome
Result on Investigation Outcome
Subject
(If sent via email)
Investigation Closure of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident you assisted with previously.Â
We would like to inform you that the investigation team has concluded the incident and we would like to thank you for your time for helping us reach a fair decision. This notification is for your information and no further action is needed. [A report may be posted to the wider organization, kindly refrain from discussing the incident with other members.] Thank you
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Informing the affected individual/person and the accused about the appeal being lodged
Subject
(If sent via email)
Investigation Appeal of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident from your report.Â
An appeal has been lodged regarding the initial decision. If you have additional documents or information regarding the incident, please submit them within the next 7 days. After which, the appeal committee will review the incident and a final decision will be made within the next 14 days.Â
If you require any clarification, please do not hesitate to reach out to us.
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Informing other individuals (eg. witnesses) about the appeal being lodged
Subject
(If sent via email)
Investigation Appeal of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident you assisted with previously.Â
An appeal has been lodged regarding the initial decision. We may reach out to you within the next month if we require further information and we seek your kind understanding and assistance.Â
If you require any clarification, please do not hesitate to reach out to us.
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
Informing the affected individual or person who reported the claim on the appealed outcome / Informing the accused/harasser of the appealed outcome
Result on Investigation Outcome
Subject
(If sent via email)
Investigation Closure of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident from your report.Â
After much consideration, the appeal team has decided to [STATE DECISION(S)]. This decision is final. The above-stated decision will be effected in 2 working days.
If you require any clarification, please do not hesitate to reach out to us.Â
Take care,
[YOUR NAME]
Notes
If the person has multiple emails, contact all of them
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Informing other individuals (eg. witnesses) involved on the appealed outcome
Result on Investigation Outcome
Subject
(If sent via email)
Investigation Closure of WISE’s Harassment and Discrimination Incident
Message
Dear {{MEMBER’S NAME}},
I am [YOUR NAME] from the HR team. This message is a follow up on the investigation outcome regarding the harassment/discrimination incident you assisted with previously.Â
We would like to inform you that the appeal team had concluded the incident and we would like to thank you for your time for helping us reach a fair decision. This incident is now closed and no further action is needed. Thank you
Take care,
[YOUR NAME]
Notes
Action and Closure
The individual who has harassed the other party, participated in an act of harassment, or encouraged such conduct by others, shall be subject to rehabilitation and/or punitive action as meted out by the organisation. Â Â
In determining the appropriate punitive actions, the organisation will consider the totality of the case including, but not limited to, the following factors:- Â
a) the nature and seriousness of the offence; Â
b) prior misconduct by the harasser, both at the organisation or elsewhere; Â
c) the role/seniority of the harasser
d) the impact or implications of the misconduct on the wider organisation; and
e) any mitigating, aggravating, or compelling circumstances in order to reach a just and appropriate resolution in each case. Â
f) the affected individual’s desired outcome or closure of the incident incident
To properly close the incident, WISE may take further actions that include but are not limited to:
- Monitoring the well-being of the affected individual  individual
- Rehabilitating the harasser through counselling
- Publish a notification report (anonymize. Focus on facts, timeline, outcome and punishment)
Providing support to the affected individual
- An assigned member of the investigation team to check-in on the affected individual once a week for 2 months
- If the affected individual needs some time off, the investigation team to discuss with the team lead/supervisor/HR on a possible arrangement
Additional resources for the affected individual individual
Association of Women for Action and Research (AWARE)
References
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Annex
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