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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Definitions

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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. 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. 

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 Procedure and Processes

Steps for the affected individual who experiences discrimination or harassment 

Step 1 - Gather evidence (Reporting Guidelines)

When reporting an incident of workplace discrimination or harassment, presenting evidence will help strengthen your case. Possibilities include: 

• Documents or screenshots like emails, messages, or comments made on any communication platform 
• 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 events 

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. 

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. 

Step 3 - Wait for the Investigation Team 

• 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 to 

• 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:

Steps for the investigation team 

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:

• 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 the Google Form for submitted information and responses.
• Investigation team to decide on next steps for the affected individual and harasser(s) during the investigation, depending on the severity of the incident and whether safety has been compromised. Examples of other possible actions include: Paid leave, reallocation of work, degree of contact involved etc.

• • The supporter(s) or harasser(s) identified will be placed on suspension 
  • If the identified individual(s) is an employee, refer to the labour law and guidelines
  • The affected individual is to be asked if they require time off or any assistance (Investigation team to check on safety and well-being).

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 individuals 
  • Prioritising their well-being 
  • 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-ups 
  • 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. 
• 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

Reaching out to other individuals involved in the investigation

• Harasser(s), witnesses, supporter of harasser(s)

Initial Email/Slack Message

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).  
• 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. 
• 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. 
• The appeal committee will decide within 14 days, and this decision is final. 
• 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

Informing other individuals (eg. witnesses) involved on the outcome

Result on Investigation Outcome

Informing the affected individual/person and the accused about the appeal being lodged

Informing other individuals (eg. witnesses) about the appeal being lodged

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

Informing other individuals (eg. witnesses) involved on the appealed outcome

Result on Investigation Outcome

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.  

In determining the appropriate punitive actions, the organisation will consider the totality of the case including, but not limited to, the following factors:- 

a) the nature and seriousness of the offence; 

b) prior misconduct by the harasser, both at the organisation or elsewhere; 

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. 

f) the affected individual’s desired outcome or closure of the 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  
• 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 

Samaritans of Singapore (SOS)

Association of Women for Action and Research (AWARE)

References