Severn Vale Housing Society

Policy Statement

Severn Vale Housing Society is committed to promoting diversity and practicing equality of opportunity. The organisation aims to create a culture and environment for staff to be treated equitably regardless of race, ethnic origin, nationality, gender, disability, age, sexual orientation, transgenderism, religion or other philosophical belief.

Purpose

Severn Vale aspires to be an organisation that is truly inclusive; where people understand, appreciate and value the diversity of each individual and where practices make people feel valued and able to participate and achieve their full potential. However, the organisation recognises that occasionally working relationships break down and that such an environment cannot be created or sustained, if individuals are subject to harassment, intimidation, aggression or bullying.

This Harassment Policy and Procedure is for use by employees in all cases of harassment and bullying. The purpose of this policy and procedure is to create a climate in which:

• Employees can challenge all forms of harassment and bullying;
• Incidents can be dealt with quickly and effectively;
• Individuals have the confidence and support to bring complaints without fear of ridicule or reprisal;
• Everyone takes a personal responsibility to ensure that the dignity of employees is not abused or demeaned.

This harrassment policy and procedure extends to any environment where work-related activities take place including social gatherings such as work parties or outings and it is expected that on these occasions, as in the workplace, all employees maintain their commitment to promiting an open and non-threatening environment.

Definitions

Harassment is any unwanted behaviour that violates dignity or creates an intimidating, humiliating or offensive environment. Harrassment can take many forms and occur for a variety of reasons. It may be related to race, ethnic origin, nationality, gender, disability, age, religion, sexual orientation, transgenderism, political belilef, social/economic group or any personal characteristic of an individual. It may be directed at one person or many people. Often it takes place when there are no witnesses, but not always. It can be persistent behaviour over a period of time, but a one-off act may also amount to harassment.

Bullying is also a form of harassment and can be defined as the persistent demeaning of an individual through malicious or insulting behaviour, which attempts to undermine an individual or group of employees causing them to suffer stress.

Legal Implications

UK discrimination law was amended in 2003 to cover harassment on a variety of grounds including disability, colour, ethnic or national origin, race, religious belief or other similar philosophical belief, and sexuality. Since October 2005 implementation of the Equal Treatment Amendment Directive means the Sex Discrimination Act contains a specific prohibition against harassment and sexual harassment. It should be noted that both the Society and the harasser may be held liable for any unlawful actions and be required to pay damages.

Forms of Harassment

Harassment and bullying can range from extremes such as physical violence to less obvious forms like ignoring someone. Forms of harassment can include:

• Physical contact.
• Jokes, offensive language, gossip, slander, sectarian songs and letters.
• Posters, graffiti, obscene gestures, flags, bunting and emblems.
• Isolation or non-cooperation and exclusion from social activities.
• Coercion for sexual favours.
• Pressure to participate in political/religious groups.
• Intrusion by pestering, spying and stalking.
• Failure to safeguard confidential information.

It is important to note that there is no one checklist of what defines harassment as it is often specific to the person, relating to their feelings of respect and dignity.

Implementation

Implementation of the policy is the duty of all managers and directors and it is a condition of employment that all employees comply with this policy. It is also important that every employee understands that they are responsible for their behaviour. It is recognised that individuals may require support when making complaints of harassment and such support may be available from a union representative, staff association representative, work colleague or alternatively you may wish to discuss the matter in confidence with a member of the HR Team. Disciplinary proceedings could be instigated in circumstances involving harassment allegations and Severn Vale will take reasonable steps to protect employees from further harassment once a complaint has been made. This could mean changing an individual's work location.

Procedure

Informal Stage

Employees who suffer harassment which they consider to be of a minor nature are advised to make it clear to the person who is harassing them that their behaviour is unacceptable and must stop. The employee is advised to keep a record of any such conversation and may wish to ask a colleague to attend as a witness. If the employee feels unable to do this then a written request should be handed to the harasser. The employee should keep a copy of this written request. It is advisable that employees briefly explain to their Manager what action has been taken.

Formal Stage

Making a complaint - where informal methods fail, or serious harassment occurs, employees are advised to bring a formal complaint. The complaint should be made in writing addressed either to the Manager or to the HR Manager and should include the following:

• Name of the harasser.
• Nature of the harassment.
• Date and times of incidents.
• Name of witnesses.
• Any action already taken in an attempt to stop harassment.

The complaint should be sent in confidence to the employees Manager or HR Manager. However if the complaint is against the Manager then the letter may be sent directly to the HR Manager. Any Manager receiving a complaint will make the HR Manager aware of this and an acknowledgement of the complaint will be sent and an investigation initiated by an appropriate Manager.

As soon as a complaint is received, where possible, action will be taken to separate the individuals concerned. The alleged harasser will be made aware of the allegation, and instructed not to make any contact with the complainant.

Investigating the Complaint

An appropriate Manager or Director will be requested to investigate the complaint. This will be done as quickly as possible and maintaining confidentiality as far as is possible. In potentially serious cases it is possible that the alleged harasser may be suspended from work on full pay pending the outcome of a full investigation, and any subsequent disciplinary hearing. The seriousness of any one incident will depend on the surrounding circumstances but harassment may result in dismissal including summary dismissal in the case of gross misconduct.

Action Following Investigation

If on completion of the investigation there is found to be a case to be answered the HR Team will make arrangements for a disciplinary hearing to take place. The procedure relating to disciplinary hearings will apply as laid down in the disciplinary policy and procedures.

Counselling

The HR Team will be responsible for giving access to counselling for both complainants and alleged harassers.