Anti-Harassment Policy
Introduction
ActionAid International USA prohibits harassment of applicants and employees by other employees, supervisors, Board Members, or third parties on the basis of race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, political affiliation, disability, gender identity, veterans status or any other status protected by applicable law.
An employee or applicant cannot be forced to submit to harassing conduct as a basis for any employment decision, and AAIUSA does not tolerate conduct which creates an intimidating, hostile, or offensive work environment for our employees.
No employee or applicant should be subjected to unsolicited and unwelcome sexual overtures, nor should any employee or applicant be led to believe that an employment opportunity or benefit will in any way depend upon “cooperation” of a sexual nature.
Definitions
Harassment includes, without limitation, verbal harassment (epithets, derogatory statements, slurs, threats, intimidation), physical harassment (assault, physical interference with normal work), visual harassment (posters, cartoons, drawings), innuendo, and sexual harassment.
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact and other verbal or physical conduct, or visual forms of harassment of a sexual nature when submission to such conduct is either explicitly or implicitly made a term or condition of employment, or is used as the basis for employment decisions, or when such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.
Sexual harassment is behavior that is not welcome and that is intimidating, hostile, or offensive. However, because of the difficulties of determining that verbal or physical conduct is unwelcome and communicating that to other staff members, conduct of a sexual nature is strongly discouraged at AAIUSA offices and events among staff members and between staff members and clients, donors, volunteers, and visitors.
Conduct that is not harassment:
Sexual harassment does not include occasional compliments of a socially acceptable nature, or consensual personal and social relationships without a discriminatory employment effect.
Scope
This policy prohibiting harassment extends to interactions with Board Members, volunteers, clients and other third parties. No employee shall ever subject any client or prospective client of AAIUSA to harassment of any nature, including the conduct described above. Conversely, no employee of AAIUSA need tolerate harassment by any Board Member, volunteer, client or third party.
Because of the potential for conflict, harassment or retaliation, intimate relationships between supervisors and subordinates or Board and staff are strongly discouraged.
Complaints
Any employee who feels that he or she is a victim of harassment based on categories outlined in this policy or protected by federal, state, or local law should report the matter immediately, following the procedures outlined in the personnel manual. Employees may bypass any part of the complaint procedure where they would be required to complain to the alleged harasser. Employees are encouraged to report harassing conduct before it becomes severe or pervasive. Managers who become aware of harassing conduct that may violate this policy must report such conduct immediately to the Chief Financial Officer or Executive Director or to the Board Chair, if the complaint concerns the Executive Director.
AAIUSA will investigate all allegations of harassment as promptly and confidentially as possible. All employees should act responsibly and truthfully in making allegations, responding to allegations, and providing information in an investigation. Any employee who is determined, after an investigation, to have engaged in harassment in violation of this policy shall be subject to immediate discipline, up to and including termination.
Non-Retaliation
AAIUSA will not retaliate against an employee for making a complaint under this policy or participating in an investigation of a violation of this policy. Employees are strongly encouraged to report incidents as quickly as possible.
Complaint and Appeal Procedure
An employee who has a complaint regarding any aspect of employment should normally first discuss it with his/her immediate supervisor or the immediate supervisor of the person who is giving rise to the concern within two weeks of the concern arising. The supervisor should attempt to resolve grievances at that level. If the problem cannot be resolved with the immediate supervisor, or if the employee believes that the supervisor is not the appropriate person to resolve the dispute (e.g., where the supervisor is alleged to be the perpetrator of harassment or discrimination), the employee should orally notify the Chief Financial Officer or Executive Director of the complaint. The employee should notify the Chief Financial Officer Director or Executive Director, usually within two weeks of the occurrence of the problem. The Chief Financial Officer or Executive Director will investigate the complaint to the extent he/she deems appropriate. Under normal circumstances (e.g., when not traveling or absent from work), the Chief Financial Officer or Executive Director will attempt to issue an oral decision within 2 weeks of receiving the complaint.
Where the Executive Director is alleged to be the perpetrator of harassment or discrimination, the employee need not follow the procedure set forth above. Instead, the employee may make a written complaint to the Chair of the Board of Directors, usually within two weeks of the occurrence of the alleged harassment or discrimination. The written appeal should fully describe the problem and any previous efforts that the employee has taken to resolve it. At least one Board Member will investigate the complaint, to the extent he or she deems appropriate, and issue a final written decision, usually within 4 weeks of receiving the complaint.
Where a Board Member is alleged to be the perpetrator of harassment or discrimination, the employee should make a written complaint to the Executive Director who will contact appropriate members of the Board to investigate the complaint. The Board Member who is alleged to be the perpetrator will be disqualified from participating in the investigation other than as a subject.
Appeals
If the employee is dissatisfied with the Chief Financial Officer or Executive Director’s oral decision, the employee may formally appeal to the Executive Director in writing. Such an appeal should be made within five (5) business days of the Chief Financial Officer or Executive Director’s oral decision. The written appeal should fully describe the problem and any previous efforts that the employee has taken to resolve it. The Executive Director may conduct a further investigation, if any, to the extent he/she deems appropriate and take steps to resolve the complaint. Under normal circumstances (e.g., when not traveling or absent from work), the Executive Director will attempt to issue a written decision, usually within 4 four weeks of receiving the appeal.
If the employee is dissatisfied with the Executive Director’s written decision (or where complaints are filed directly with the Board Chair), the employee may make a written appeal to the Chair of the Board of Directors. If the original complaint is to the Board Chair, any appeal must contain new material information for it to be considered. Such an appeal should be made within five (5) business days of receipt of the Executive Director’s or the Board written decision. The written appeal should fully describe the problem and any previous efforts that the employee has taken to resolve it. At least one of the Board Members will investigate the complaint, to the extent he or she deems appropriate, and issue a final written decision, usually within 4 weeks of receiving the appeal.
General Provisions
Confidentiality of complaints will be maintained to every extent possible. No employee will be retaliated against for making a complaint or assisting with the investigation of a complaint.
