Workplace Harassment Framework

Standard Operating Procedure: Workplace Harassment Framework

1. Document Control & Revision History

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2. Executive Summary & Scope

This framework establishes the mandatory institutional protocol for the reporting, investigation, and resolution of workplace harassment. It adheres to EEOC guidelines, Title VII of the Civil Rights Act, and local labor mandates.

Scope: This procedure applies to all employees, contractors, consultants, and third-party vendors. It covers conduct occurring on-site, during remote work, at off-site company functions, and via digital communication channels. Zero-tolerance benchmarks apply to all substantiated claims.

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3. Prerequisites & Tool Requirements

• Access Protocols: Secure access to the "Grievance Management System" (GMS) restricted to HR Business Partners (HRBP) and Legal Counsel.
• Documentation Tools: Encrypted digital logging software; non-editable audit trail interface.
• Certifications: Investigative personnel must hold current "Workplace Investigation Certification" or equivalent legal/HR certification.
• Safety Equipment: Access to a neutral, private, and secure conference facility for hearings; secure document shredding protocols for physical evidence.

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4. Roles & Responsibilities (RACI Matrix)

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5. Step-by-Step Operational Procedure

Phase I: Intake & Immediate Safeguarding

• Receive formal complaint via GMS portal or verified direct communication.
• Conduct immediate risk assessment to determine if interim protective measures (e.g., paid administrative leave, physical separation) are required.
• Issue formal "Non-Retaliation Notice" to all parties involved.

Phase II: The Investigative Process

• Secure all digital evidence (emails, chat logs, server access data) via IT forensic team.
• Execute interviews: Conduct structured, documented interviews with Complainant, Accused, and identified witnesses.
• Map timelines and correlate testimony against collected digital artifacts.

Phase III: Adjudication & Remediation

• Synthesize findings into a final Investigative Summary Report.
• Legal Counsel reviews findings for regulatory compliance.
• Execute disciplinary action or exoneration based on the preponderance of evidence.
• Deliver formal outcome notices to both parties.

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6. Quality Assurance & Verification Criteria

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7. Practical Troubleshooting Scenarios

Scenario A: Accused refuses to participate in the interview process.

• Corrective Action: Provide one written warning indicating that the investigation will proceed based on available evidence. If refusal continues, finalize the report noting the accused’s refusal to provide testimony, and proceed with disciplinary action based on the weight of the evidence collected from other sources.

Scenario B: Evidence suggests a conflict of interest involving the assigned HRBP.

• Corrective Action: Immediate recusal of the assigned HRBP. The Chief People Officer shall appoint an independent third-party investigator or an HRBP from a non-related department to ensure objectivity. All prior findings must be re-verified by the new lead.

Scenario C: Complainant requests that no action be taken after filing the report.

• Corrective Action: Inform the complainant that the organization has an independent duty to provide a safe environment. Escalate to Legal Counsel to determine if the nature of the allegation mandates a formal investigation regardless of the complainant’s preference to prevent ongoing institutional liability.