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WISE ActSEA 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 ActSEA member. WISE ActSEA 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 ActSEA is in the process of instituting procedures and processes for individuals who wish to seek redress through WISEActSEA.
WISE ActSEA 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 ActSEA 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
ProcessesImage Removed
Steps for the affected individual who experiences discrimination or harassmentÂ
Step 1 - Gather evidence (Reporting Guidelines)
When reporting an incident of workplace discrimination or harassment, presenting evidence will help strengthen your case. Possibilities include:Â
- Documents or screenshots like emails, messages, or comments made on any communication platformÂ
- Eye witness accounts from anyone who saw the incident took place or have been treated in a similar way (Eye witnesses will be kept anonymous from the harasser if requested/possible for safety reasons)
- A log detailing your harassment and/or discrimination eventsÂ
For individuals (eg. bystander/eye witness) who are reporting an incident on behalf of the affected individual, the reporting individual should connect with the affected individual to get their agreement before reporting the incident. Do understand that affected individuals have to do what is best to prioritise their well-being, protect themselves and heal, and sometimes, reporting an incident may not be a priority or an action they would like to take at that point in time.Â
Step 2 - Fill up the WISE Harassment and Discrimination Report Form
The affected individual, a witness, or someone acting on behalf of an individual or witness reports and submits a complaint via Google Forms. If the person submitting the complaint wishes to name any persons involved (besides the accused), they should seek consent from the persons to be named.Â
Step 3 - Wait for the Investigation TeamÂ
- Wait for the investigation team to reach out within 7 days to notify the reporter that form is received. Investigation team to advise on the next steps.
Step 4 - Monitor the Investigation Progress
If investigation not completed and resolved within 21 days from receipt of form, individuals are encouraged toÂ
- Report and talk to the investigation team.
- If the individual did not receive any follow up after 5 days, escalate to the HR/Board/Core team.
If needed, the following third-party support helplines can be used to report an incident:
Singapore
General workplace harassment and discrimination
Hotline: +65 6950 9191
National Anti-Violence and Sexual Harassment Helpline
Violence and sexual harassmentÂ
Hotline: 1800-777-0000
Indonesia
Serikat Pekerja Nasional (Note that WISE is not eligible to register with SPN as we do not have enough employees)
General workplace harassment and discrimination
Kementrian Tenaga Kerja dan Transmigrasi
Ministry of Manpower and transmigration
Better Work IndonesiaÂ
General workplace harassment and discrimination
SAPA 129Â Hotline: +62 821 2575 1234
Hotline: 021 129
Whatsapp: 08111-129-129
General workplace harassment and discrimination
Cambodia
Cambodian Center for Human Rights
All kinds of discrimination
(+855) 17 50 50 50
Steps for the investigation teamÂ
Step 1 - Forming the investigation team
- The Monitor monitors the inbox for any reports. In case of a report, the Monitor will put together an investigation team from an established namelist. Investigation team should consist of:
Role (1 each)
Responsibility
Name/(s)
Monitor
- Monitor the inbox and google form responses for any reports
- Formation of the investigation team (ensure representation of country and gender)
FebaÂ
Investigator from the Core Team or Board Member
Investigator from the accused’s country
(or another country if survivor and accused are from the same country)
Investigator from the affected individual’s country
- To conduct the investigation by communicating with and gathering information from the affected and involved parties.Â
- Be involved in the decision making, appeal, and closure process
- Providing support to the relevant parties
To be allocated by the Monitor
- Initial investigation should resolve the incident within 21 days of receipt of the incident report.
Step 2 - Assessing the situation
The Monitor who received the reported claim should identify the affected individual, supporter(s) of the harasser, or harasser(s) involved, wherever possible. Refer to theGoogle Form for submitted information and responses.Step 3 - Investigating the incident (Investigation Guidelines)
- Each individual involved in the incident should be spoken to about what happened, gathering as much information as possible. The affected individual ought to be responded to sensitively by practising the following points:
- Listening to and believing affected individualsÂ
- Prioritising their well-beingÂ
- Emphasising confidentiality in the information shared
- Check in with them on what they want or hope for in the investigation outcome
- Connect them to someone (not involved in the incident) that they can to talk to about it
- When preparing or speaking to the respective individuals, the following guidelines are to be followed:
- Arrange the questions or topics in an organised manner
- Set the tone for the conversation, establish rapport, explain the purpose of the session and what will be discussed
- Ask follow up questions if needed
- Explain the investigation procedure, timeline, and follow-upsÂ
- If the claim was submitted on behalf of the affected individual, approach the formfiller first before the affected individual (To ensure safety).
- Introduce the investigation team, double check with the individual if anyone from the team is a harasser.Â
- Document the entire process and keep a record of findings using the investigation template eg. details of specific harassment or discrimination behaviours, summary of interviews with involved individuals etc
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
processes
Image Added
If you are looking to report an incident, refer to the "Procedures for report an incident" page. If you are part of the investigation team, please refer to the "Procedures for investigating an incident" page.
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
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
If the person has multiple emails, contact all of them
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
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 incidentÂ
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 Â
- 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 individualÂ
Association of Women for Action and Research (AWARE)
References
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Annex
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