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Registration Number: {{org_field_registration_no}}

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Handling and Prevention of Bullying and Harassment Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} provides a safe, respectful, and inclusive working environment where all staff, service users, and visitors are treated with dignity and respect. This policy sets out the organisation’s zero-tolerance approach to bullying and harassment and ensures compliance with Care Inspectorate Wales (CIW) regulations and relevant employment laws.

{{org_field_name}} is committed to:

• Preventing bullying and harassment in the workplace.
• Providing a clear reporting structure for concerns related to bullying and harassment.
• Ensuring that all complaints are taken seriously, investigated promptly, and handled fairly.
• Complying with legal and regulatory obligations to protect staff and service users from harm.
• Promoting a positive work culture based on respect, professionalism, and inclusivity.

2. Scope

This policy applies to:

• All employees (full-time, part-time, temporary, agency, and contract workers).
• Volunteers, trainees, and students on placements.
• Service users and their families or representatives.
• Contractors and third parties interacting with the organisation.

It covers incidents of:

• Bullying – Repeated and intentional behaviour that intimidates, humiliates, or undermines an individual.
• Harassment – Unwanted conduct that creates a hostile, intimidating, or offensive environment based on race, gender, religion, disability, or other protected characteristics.
• Discrimination – Unequal treatment based on protected characteristics under the Equality Act 2010.
• Cyberbullying – Online harassment, including inappropriate emails, social media messages, or malicious rumours.

3. Legal and Regulatory Framework

This policy aligns with:

• The Regulation and Inspection of Social Care (Wales) Act 2016, which mandates the protection of staff and service users.
• The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, which require a safe and well-managed working environment.
• The Equality Act 2010, which protects individuals from harassment and discrimination.
• The Employment Rights Act 1996, ensuring fair treatment at work.
• The Health and Safety at Work etc. Act 1974, which places a duty on employers to protect employees from workplace harm.
• CIW’s Safeguarding and Well-Being Standards, which emphasise respect and dignity in care settings.

4. Definition of Bullying and Harassment

4.1 Bullying

Bullying is repeated, offensive, intimidating, malicious, or insulting behaviour that undermines an individual’s confidence and self-esteem. Examples include:

• Verbal abuse – Insults, shouting, persistent criticism, or belittling comments.
• Exclusion – Deliberately isolating an individual from meetings, social events, or work activities.
• Unfair workload distribution – Assigning unrealistic tasks to set an individual up for failure.
• Misuse of power – Managers or colleagues using their position to intimidate or undermine others.

4.2 Harassment

Harassment is any unwanted behaviour that creates a distressing, humiliating, or offensive environment for an individual. This includes:

• Sexual harassment – Unwanted advances, inappropriate touching, or sexually explicit comments.
• Racial harassment – Discriminatory remarks, jokes, or exclusion based on race or ethnicity.
• Disability harassment – Mocking or belittling someone’s physical or mental condition.
• Cyber harassment – Sending threatening or abusive messages online.

4.3 Discrimination

Discrimination occurs when an individual is treated unfairly because of a protected characteristic under the Equality Act 2010. These include:

• Age
• Gender
• Race
• Disability
• Religion or belief
• Sexual orientation

5. Prevention Strategies

5.1 Creating a Positive Workplace Culture

• Leaders set an example by demonstrating respect, fairness, and inclusivity.
• Regular team meetings promote open communication and collaboration.
• Diversity and inclusion training ensures that all staff understand appropriate workplace behaviour.

How we manage this efficiently:

• Annual staff surveys assess workplace culture and identify areas for improvement.
• A confidential employee feedback system allows concerns to be raised anonymously.

5.2 Staff Training and Awareness

• All employees receive anti-bullying and harassment training during induction.
• Managers receive additional training on handling complaints sensitively.
• Regular refresher courses reinforce the importance of respectful workplace behaviour.

How we manage this efficiently:

• E-learning modules provide flexibility for staff to complete training at their own pace.
• Case studies and role-play scenarios help staff recognise and address bullying behaviour.

5.3 Policies and Procedures Enforcement

• A clear Code of Conduct outlines expected workplace behaviour.
• Any staff member found engaging in bullying or harassment will face disciplinary action.
• Service users and visitors are informed of their responsibility to treat staff with respect.

How we manage this efficiently:

• Policy reminders are issued through internal communications.
• Quarterly audits ensure policy compliance.

6. Reporting and Investigation Process

6.1 How to Report Bullying or Harassment

Staff or service users experiencing or witnessing bullying should:

1. Attempt to address the behaviour informally by speaking to the person involved (if they feel safe to do so).
2. Report the issue to their line manager or the Registered Manager.
3. Use the organisation’s formal grievance procedure if the issue persists.
4. Escalate concerns to the Responsible Individual or external bodies (CIW, ACAS, or trade unions) if necessary.

6.2 Investigation Process

1. Acknowledgement of the complaint within 48 hours.
2. A neutral investigator is assigned to gather evidence, interview witnesses, and assess the case.
3. A formal investigation report is completed within 10 working days.
4. Findings and actions are communicated to the complainant and accused.

How we manage this efficiently:

• Investigations follow a structured and impartial process.
• Mediation is offered where appropriate to resolve conflicts amicably.

7. Support for Employees and Service Users

7.1 Support for Complainants

• Confidential counselling services are available for affected employees.
• HR provides guidance on additional support options.

7.2 Support for Accused Individuals

• If the complaint is unproven, the accused receives support to reintegrate into the team.
• If misconduct is proven, appropriate disciplinary action is taken, including training or dismissal.

7.3 Third-Party Mediation

• Independent mediators may be brought in to resolve disputes before formal procedures escalate.

8. Related Policies

This policy aligns with:

• Staff Conduct and Code of Ethics Policy (DCW28).
• Equality, Diversity, and Inclusion Policy (DCW30).
• Whistleblowing (Speaking Up) Policy (DCW29).
• Disciplinary and Grievance Policy (DCW31).

9. Policy Review

This policy will be reviewed annually or sooner if required due to changes in legislation, business needs, or CIW regulations. The Registered Manager and Responsible Individual are responsible for ensuring its accuracy and implementation.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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