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Dignity at Work Policy

Policy Statement

{{org_field_name}} is committed to providing a working environment for its entire staff which respects employees’ dignity and which is free from all forms of bullying and harassment, including that by third parties.

{{org_field_name}}’s approach to bullying and harassment is one of zero tolerance. Any instance of bullying or harassment or other inappropriate behaviour at work that is likely to cause offence or breach the dignity and respect of colleagues will be regarded as serious misconduct. Employees responsible for such behaviour will be subject to disciplinary action, up to and including summary dismissal, depending on the nature and seriousness of the behaviour.

Employees

1. All workers and employees have a responsibility at all times to behave in a way that is courteous, respectful and reasonable towards their colleagues.
2. Swearing and using other offensive terms during the course of employment will be viewed as a disciplinary offence. Similarly, the telling of jokes, engagement in banter or making remarks that could reasonably cause offence to any person, including anything that is sexual in nature, sexist, racial, racist, homophobic, ageist, connected to religion or belief, or related to an individual’s disability will also be viewed as a disciplinary offence, potentially leading to disciplinary action up to and including summary dismissal.
3. This policy also applies to organised work-related events regardless of the fact that these may be held outside the organisation’s premises and in employees’ own time.
4. All complaints from employees under this policy will be treated seriously and investigated and dealt with promptly, fairly and objectively and, insofar as is possible, in confidence.
5. No employee will be penalised, victimised or subjected to any detriment for complaining that their dignity has been breached through a colleague’s words or actions.
6. If at any time there are grounds to believe that an employee has bullied, harassed or otherwise caused offence to another employee, {{org_field_name}} will instigate an investigation into the alleged behaviour. This will be the case whether or not there has been a formal complaint.
7. In these circumstances, {{org_field_name}} reserves the right to suspend temporarily or re-deploy either the employee suspected of acting in breach of this policy, or the employee who has made a complaint of bullying or harassment, if it is considered in the interests of the individual(s) or {{org_field_name}} to do so. Suspension in these circumstances will be on full pay. Suspension does not mean that the employee has been found guilty of misconduct and does not constitute disciplinary action.
8. 8. Any employee who believes that their dignity has been violated or that another employee’s conduct amounts to bullying or harassment or that such conduct has otherwise created an uncomfortable environment for themself or others, has the right to complain to {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}. Such a complaint may be informal or formal, as the employee thinks appropriate (see below).
9. Furthermore, any employee who witnesses an incident that may reasonably be viewed as offensive is obliged to report in factual terms what they saw or heard to {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} so that {{org_field_name}} can investigate and resolve the matter.
10. If an employee wishes to make an informal complaint, they may choose either to speak:
    a. directly to the person whose behaviour has caused, or is likely to cause, offence, pointing out to that person in a reasonable and factual way why their conduct may be inappropriate, why it may be perceived as objectionable or unacceptable, and asking for it to stop
    b. to [job title, eg HR manager] in order to seek support or guidance on an appropriate course of informal action to resolve the matter.
11. If an employee’s behaviour is such that it represents a serious breach of {{org_field_name}}’s dignity policy (for example severe bullying or harassment), or if the employee has tried to resolve the matter informally but without success, the employee may choose to raise a formal complaint.
12. A formal complaint must be put in writing, although the employee may consult [job title] first to ask for guidance on how to present the written complaint.

Managers

As soon as a manager becomes aware that an employee’s conduct or behaviour may be in breach of this policy, or as soon as a complaint (whether formal or informal) is received, the manager will take the following action.

1. Consider whether it would be appropriate to suspend or temporarily re-deploy the employee suspected of acting in breach of this policy (and/or the employee who made the complaint) to allow the investigation to proceed without impediment.
2. Talk informally and in confidence with the employee who made the complaint to establish all their evidence, including specific examples of the words and actions of the other employee. During the course of such a meeting, the employee will be asked to disclose:
   a. the name of the person alleged to have committed a breach of this policy
   b. what specifically the employee personally observed, including the words said, tone of voice, manner and surrounding circumstances, as far as the employee can remember
   c. the times and dates of any alleged incidents
   d. the names of anyone else who was present.
3. Seek if possible to obtain written statements from any such employees.
4. Write to the employee who is alleged to have acted in breach of this policy, setting out the details of the complaint against them and inviting them to attend an investigative meeting.
5. (Optional) Allow the employee the right to be accompanied to the meeting by a work colleague or trade union official.
6. At the interview, allow the employee a full and fair opportunity to answer the allegations and to put forward their version of events.
7. Assess objectively and fairly whether the employee’s conduct appears to have amounted to bullying or harassment or otherwise to an infringement of this policy.
8. Decide, in conjunction with the manager , what action to take. This may include informal counselling, discussions with both parties with a view to conciliation, or disciplinary action.
9. Communicate the decision both to the employee who made the complaint and to the employee accused of breaching the policy as soon as possible following the conclusion of this procedure.
10. If disciplinary action is taken, allow the employee the right to appeal against the disciplinary decision.
11. Keep records of the investigation and all meetings held and ensure these are treated as confidential and in accordance with the relevant provisions of the Data Protection Act 2018.

Mediation (Optional Clauses)

1. Independent and impartial mediation conducted by a qualified mediator will be made available to assist in the resolution of the dispute between the person who is being bullied or harassed and the perpetrator.
2. If either party wishes to request third party mediation, they may do so by speaking to {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}. However mediation will only be considered where both parties agree to enter in to the process.

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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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