HARASSMENT POLICIES & PROCEDURES
TRINITY STAFFING SERVICES Harassment Policies & Procedures
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HARASSMENT POLICIES & PROCEDURES
TABLE OF CONTENTS
STATEMENT OF PURPOSE ....................................................................................................................................3 DEFINITION OF HARASSMENT ...........................................................................................................................3 TRINITY STAFFING CORPORATE RESPONSIBILITES ..................................................................................3 EMPLOYEE HANDBOOK ..............................................................................................................................................3 NEW-HIRE EMPLOYEE ORIENTATION .........................................................................................................................3 POSTING HARASSMENT POLICIES AND PROCEDURES..................................................................................................4 HARASSMENT INVESTIGATION PROCESS ......................................................................................................4 PRE-INVESTIGATION PROCESS....................................................................................................................................4 PRE-INVESTIGATION FINDINGS...................................................................................................................................5 WRITTEN INVESTIGATION PROCESS ...............................................................................................................5 WRITTEN INVESTIGATION STATEMENT: CLAIMANT IS A TRINITY EMPLOYEE ...........................................................5 WRITTEN INVESTIGATION STATEMENT: WITNESS IS A TRINITY EMPLOYEE ..............................................................7 WRITTEN INVESTIGATION STATEMENT: ALLEGED HARASSER IS A TRINITY EMPLOYEE............................................9 FINDINGS OF THE INVESTIGATION ................................................................................................................ 10 CLOSURE OF THE INVESTIGATION ................................................................................................................ 11 CLAIMANT CLOSURE PROCESS ................................................................................................................................. 11 ALLEGED HARASSER CLOSURE PROCESS ................................................................................................................. 11 TRINITY STAFFING DISCIPLINARY ACTION ................................................................................................ 11 EXAMPLES OF DISCIPLINARY ACTIONS .................................................................................................................... 11 SUPPLEMENTAL FORMS ..................................................................................................................................... 12 ATTACHMENT 1: ATTACHMENT 2: ATTACHMENT 3: ATTACHMENT 4: ATTACHMENT 5: ATTACHMENT 6: ATTACHMENT 7: TRINITY STAFFING EMPLOYEE HARASSMENT POLICY ............................................................... 13 PRE-INVESTIGATION NOTES ...................................................................................................... 14 WRITTEN INVESTIGATION STATEMENT ...................................................................................... 15 POST-INVESTIGATION STATEMENT NOTES ................................................................................ 17 DETERMINATION NOTES ........................................................................................................... 18 CONFERENCE RECORD FORM 1 .................................................................................................. 19 CONFERENCE RECORD FORM 2 (SAMPLE WORDING)................................................................. 20
The information contained in this pamphlet is a guide to follow when completing a harassment investigation. This harassment investigation meets the standards of the Equal Employment Opportunity Commission (EEOC) and the investigative standards set by the legal system. This harassment investigation process must be completed with accuracy, care and concern, and within a timely manner. Deviation from any of the procedures in this guideline may cause the entire investigation to be declared invalid by the EEOC or the legal system. Should there be a necessity to make any changes to the following guidelines, it must be done with the approval of a Trinity Corporate Principal. Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES STATEMENT OF PURPOSE It is the employer’s responsibility to provide a work place that is free of harassment. It is of the utmost importance to make sure that harassment of any nature stops immediately and that there is no form of retaliation to any party. Should harassment occur in the workplace, the following information provides the investigator the proper investigative steps to conduct a fair and impartial investigation for all parties involved in the harassment claim.
DEFINITION OF HARASSMENT Trinity is committed to providing a workplace free of sexual harassment (which includes harassment based on gender, pregnancy, childbirth, or related medical conditions), as well as harassment based on such factors as race, color, religion, national origin, ancestry, age physical disabilities, mental disability, medical condition, marital status, sexual orientation, family care or medical leave status, or veteran status. Harassment includes verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile working environment or that interferes with work performance. Such conduct constitutes harassment when: Submission to the conduct is made either an explicit or implicit condition of employment Submission to rejection of the conduct is used as a basis for an employment decision The harassment interferes with an employee’s work performance or creates an intimidating, hostel, or offensive work environment. Harassing conduct can take many forms and includes, but is not limited to, the following: Slurs, jokes, statements, gestures, assault, impeding or blocking and other’s movement or otherwise interfering with normal work, pictures, drawings, or cartoons based upon an employee’s sex, race, color, national origin, religion, age, physical disability, mental disability, medical condition, ancestry, marital status, sexual orientation Sexual harassing conduct in particular includes all of these prohibited actions as well as other unwelcome conduct such as requests for sexual favors, conversations containing sexual comments, and unwelcome sexual advances. A company with 15 or more employees is subject to the laws set forth by the Federal Government. However, all Trinity Staffing clients, regardless of size, must follow the federal guidelines when dealing with harassment in the workplace.
TRINITY STAFFING CORPORATE RESPONSIBILITES It is the responsibility of Trinity Staffing to have the following procedures in place prior to a harassment claim: Employee Handbook The Employee Handbook must have an updated formal Harassment Policy in place for all employees of the company. The Trinity Staffing Employee Harassment Policy must address the Federal and State definition of harassment. See Attachment #1. New-Hire Employee Orientation All employees must receive a copy of the Trinity Staffing Employee Handbook during orientation. All employees must receive a “verbal explanation” of Trinity Staffing’s Harassment Policies and Procedures with emphasis on how to report suspected harassment. Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES New-hire employees must be told of Trinity Staffing’s Zero Tolerance Policy for harassment in the workplace. All new employees must sign a release form indicating that employment orientation included information about Trinity Staffing’s Harassment Policies and Procedures. See Attachment #1.
Company Investigation Procedures The Equal Employment Opportunity Commission (EEOC) suggests that formal harassment investigation procedures be in place for investigating harassment in the workplace. The following materials meet the EEOC definition of a formal investigative process. Posting Harassment Policies and Procedures Trinity Staffing’s Harassment Policies and Procedures must be clearly posted for employees to read. It must be posted in the registration/office area and at onsite facilities. Trinity Staffing’s Harassment Policies and Procedures must include company policies, claimant reporting procedures, specific persons to contact (a male and female contact) and an explanation of the Zero Tolerance Policy. Trinity Staffing’s Harassment Policies and Procedures must be written in a way that will be understood by all employees in the employer’s workforce.
HARASSMENT INVESTIGATION PROCESS Every observation of harassment or employee’s complaint of harassment must be taken very seriously. As soon as management observes harassment or learns of alleged harassment from an employee, Trinity Staffing must immediately take steps to investigate. Specific procedures must be followed in order to ensure that the investigation meets the requirements of the EEOC. Pre-Investigation Process PLEASE NOTE: Upon observing possible harassment or on receipt of the initial complaint, it is important to: Respectfully listen if receiving a reported complaint Observe actions and demeanor of the all parties who might be involved Step 1 Immediately separate the claimant and alleged harasser while completing the Pre-Investigation Process. For example, offer the claimant the opportunity to assist another department during the Pre-Investigation Process OR have the claimant take an early lunch. Step 2 Immediately call the Trinity Staffing office to inform Sue Jones OR Mark O’Connor that possible harassment has taken place or that a claim has been reported. Conduct the Pre-Investigation Process immediately. This process should take approximately 15 minutes to complete. Do not gather any verbal information about the complaint while conducting the Pre-Investigation Process. The PreInvestigation Process includes the following: Visit the site of the incident to view the area Look for any evidence that might substantiate or deny a claim Look into employment files of all parties involved to see if there is a history of reporting harassment or of being a harasser
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HARASSMENT POLICIES & PROCEDURES Pre-Investigation Findings Evaluate information gathered during the Pre-Investigation Process and determine if potential harassment has or has not occurred as defined by the definition of harassment. NO Findings of Harassment in the Workplace. Step 1 Step 2 Step 3 Step 4 Step 5 Complete the Determination Notes. See Attachment #5. Complete a Conference Report. See Attachment #6 or #7. Meet privately with the claimant Briefly explain the findings If corrective actions were taken, you may indicate that corrective actions have been taken, but do not discuss the actions Step 6 Secure a signature on the Conference Report, which indicates that the investigation has been completed and that the claimant has been informed of the findings Step 7 Continue monitoring the situation Findings of Harassment in the Workplace. Step 1 Proceed immediately to the Written Investigation Process.
WRITTEN INVESTIGATION PROCESS If it has been determined that possible harassment has occurred in the workplace, a formal fact-finding investigation is necessary. An assigned Trinity Staffing Investigator from the corporate office must launch it immediately. Step 1 Speak privately with the claimant to explain that a formal investigation will begin promptly. Speak privately with the alleged harasser to explain that a complaint has been filed and an investigation will begin promptly. Do not get into a discussion about any details. Separate the claimant and the alleged harasser. For example, place the alleged harasser in another work area or place him/her on leave of absence, with/without pay, pending the conclusion of the investigation. The claimant should not be forced or asked to transfer to another area because this may show retaliation by the employer for filing a claim. Schedule meetings for the Written Investigation Statement. Separate meeting times should be established in an area with facilities for writing. Arrange for an independent observer to sit in on each investigation. Claimant is a Trinity Employee
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Written Investigation Statement:
If the claimant is an employee of Trinity, and the alleged harasser is an employee of the client company, Trinity must ask the client Human Resources Department if Trinity can conduct a Written Investigation with their employee. Someone from the client HR may sit in as an observer to the process. If the client HR denies a Trinity Investigator access to their employee, careful documentation of the conversation must be recorded and saved with the file of the Trinity employee. Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES Administering the Written-Investigation Statement: Step 1 Step 2 Meet with the claimant in a private area with facilities for writing Ask an observer to join the meeting as the written statement is taken from the claimant. The observer is there to witness the proceedings and is not to take part in any phase of the investigation. Begin the process by reading the following statement to the claimant: “Trinity Staffing is conducting this interview so that we can thoroughly investigate your complaint. You may choose to leave at any time and not continue with your statement. To start, I will write down questions and you will answer them in written form. We cannot communicate verbally from that point on. It will all have to be in writing. This is to protect you and to make sure that an accurate account of your statement is documented. Also, a witness will be present to make sure that you are treated fairly. Please be honest and tell me anything that you think will be relevant to this investigation. If you need a break at any time please feel free to let me know.” “We will do our best to ensure confidentiality, for yourself, as well as anyone else involved in this investigation. Only those individuals who need to know any information will have access. Please be assured that no retaliatory measures will be taken.” Step 4 Use the Written Investigation Statement, carefully following the format. See Attachment #3. Ask the claimant to verbally tell you about the situation. Ask basic questions that will help to develop an understanding of what took place during the alleged harassment. Hold the conversation to less than 15 minutes. Read the first page of the Written Investigation Statement and help the claimant to fill in the information. Begin the “non-verbal” process on the second page. At the end of each page of the Written Investigation Statement, the claimant, investigator and observer must sign and date the page. After completion of the statement and once the claimant has left, complete Post Interview Notes. See Attachment #4.
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Key question areas that must be covered at some point during the Written Investigation Statement: Who? Who committed the alleged harassment? What? What exactly occurred? What was said? When? When did it occur and is it still ongoing? Where? Where did it occur? How? How often did it occur?
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HARASSMENT POLICIES & PROCEDURES As the question/answer process develops, ask questions pertinent to the harassment issue in order to secure as much information as possible. Follow a behavioral interview format. For example, one question leads to the relevance of another. Refrain from offering an opinion or swaying the conversation in any direction. Additional information that might be helpful: How did you react to the harassment? What response did you make during and afterwards? How did the harassment affect you? Has your job been affected in any way? Has the harasser threatened you in any way: demotion, discipline, etc? If so, What? When? Has the alleged harasser promised you anything? What? When? Did the person who harassed you harass anyone else? Do you know whether anyone complained about harassment by that person? Are there any persons who have relevant information? Was anyone present when the alleged harassment occurred? Did you tell anyone about it? Did anyone see you immediately after the episode(s) of alleged harassment? Are there any notes, physical evidence or other documentation regarding the incident(s)? How would you like to see the situation resolved? Do you know of any other relevant information? The Written Investigation Process is difficult for some people. Conduct the process in a reasonable amount of time. Written Investigation Statement: Witness is a Trinity Employee
If the Witness(s) is an employee of Trinity, and the alleged harasser is an employee of the client company, Trinity must ask the client Human Resources Department if Trinity can conduct a Written Investigation with their employee. Someone from the client HR may sit in as an observer to the process. If the client HR denies a Trinity Investigator access to their employee, careful documentation of the conversation must be recorded and saved with the file of the Trinity employee. The witness investigation interview is conducted in almost the same manner as the claimant’s interviews. However, the process is not as in-depth and fewer questions should be asked. All identified witness must be interviewed. To take statements from a select number of witnesses will legally invalidate the investigation process with the EEOC. Administering the Written Investigation Statement: Step 1 Step 2 Meet with the witness in a private area with facilities for writing Ask an observer to join the meeting as the written statement is taken from the witness. The observer is there to witness the proceedings and is not to take part in any phase of the investigation. Begin the process by reading the following statement to the claimant: “Trinity Staffing is conducting this interview so that we can thoroughly investigate your complaint. You may choose to leave at any time and not Realize the power of people.
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Step 3
HARASSMENT POLICIES & PROCEDURES continue with your statement. To start, I will write down questions and you will answer them in written form. We cannot communicate verbally from that point on. It will all have to be in writing. This is to protect you and to make sure that an accurate account of your statement is documented. Also, a witness will be present to make sure that you are treated fairly. Please be honest and tell me anything that you think will be relevant to this investigation. If you need a break at any time please feel free to let me know.” “We will do our best to ensure confidentiality, for yourself, as well as anyone else involved in this investigation. Only those individuals who need to know any information will have access. Please be assured that no retaliatory measures will be taken.” Step 4 Use the Written Investigation Statement, carefully following the format. See Attachment #3. Ask the witness to verbally tell you about the situation. Ask basic questions that will help to develop an understanding of what took place during the alleged harassment. Hold the conversation to less than 15 minutes. Read the first page of the Written Investigation Statement and help the witness to fill in the information. Begin the “non-verbal” process on the second page. At the end of each page of the Written Investigation Statement, the witness, investigator and observer must sign and date the page. After completion of the statement and once the claimant has left, complete Post Interview Notes. See Attachment #4.
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Key question areas that must be covered at some point during the Written Investigation Statement: What? What did you witness? Who? Who committed the alleged harassment? What? What exactly occurred or was said? When? When did it occur and is it still ongoing? Where? Where did it occur? How? How often did it occur? As the question/answer process develops, ask questions pertinent to the harassment issue in order to secure as much information as possible. Follow a behavioral interview format. For example, one question leads to the relevance of another. Refrain from offering an opinion or swaying the conversation in any direction. Additional information that might be helpful: Has the claimant stated anything to you? What? When? Has the alleged harasser threatened you in any way? Has the harasser promised you anything? What? When? Are there any other possible witnesses to the harassment? Have you witnessed any other harassment of other employees by the same harasser? Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES Do you know of any other relevant information? Are there other persons who may have relevant information?
The Written Investigation Process is difficult for some people. Conduct the process in a reasonable amount of time. Written Investigation Statement: Alleged Harasser is a Trinity Employee
If the alleged harasser is an employee of Trinity, and the claimant is an employee of the client company, Trinity must ask the client Human Resources Department if Trinity can conduct a Written Investigation with their employee. Someone from the client HR may sit in as a witness to the process. If the client HR denies a Trinity Investigator access to their employee, careful documentation of the conversation must be recorded and saved with the file of the Trinity employee. Administering the Written Investigation Statement: Step 1 Step 2 Meet with the alleged harasser in a private area with facilities for writing Ask an observer to join the meeting as the written statement is taken from the witness. The observer is there to witness the proceedings and is not to take part in any phase of the investigation. Begin the process by reading the following statement to the claimant: “Trinity Staffing is conducting this interview so that we can thoroughly investigate your complaint. You may choose to leave at any time and not continue with your statement. To start, I will write down questions and you will answer them in written form. We cannot communicate verbally from that point on. It will all have to be in writing. This is to protect you and to make sure that an accurate account of your statement is documented. Also, a witness will be present to make sure that you are treated fairly. Please be honest and tell me anything that you think will be relevant to this investigation. If you need a break at any time please feel free to let me know.” “We will do our best to ensure confidentiality, for yourself, as well as anyone else involved in this investigation. Only those individuals who need to know any information will have access. Please be assured that no retaliatory measures will be taken. Step 4 Use the Written Investigation Statement, carefully following the format. See Attachment #3. Explain the accusations. And as required by EEOC guidelines, release the name of the claimant to the alleged harasser. You are not required to release the name of a witness to the alleged harasser unless a witness has given accusing information during the Witness Investigation Statement. In a conversational tone, ask the alleged harasser for his/her overview of the event. Verbally gather basic information. Keep the conversation to less than 15 minutes.
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HARASSMENT POLICIES & PROCEDURES Step 7 Read the first page of the Written Investigation Statement and help the witness to fill in the information. Begin the “non-verbal” process on the second page. Advise the alleged harasser that any and all harassment pertaining to the claimant or any other employee must stop, and that any harassment or retaliation is grounds for discipline/termination. Advise the alleged harasser that he/she is not to make contact with the claimant unless it is absolutely necessary for work or production purposes. At the end of each page of the Written Investigation Statement, the alleged harasser, investigator and observer must sign and date the page. After completion of the statement and once the alleged harasser has left, complete Post Interview Notes. See Attachment #4.
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As the question/answer process develops, ask questions pertinent to the harassment issue in order to secure as much information as possible. Follow a behavioral interview format. For example, one question leads to the relevance of another. Refrain from offering an opinion or swaying the conversation in any direction. Suggested questions to ask the alleged harasser during the interview: What is your response to the allegations? Does you agree or disagree with the allegations? If the harasser claims that the allegations are false, ask why the complainant might lie. Are there witnesses to support alleged harasser’s version of the story? Are there any persons who might have relevant information? Are there any notes, physical evidence, or other documentation regarding the incident(s)? Does he/she have any other relevant information? The Written Investigation Process is difficult for some people. Conduct the process in a reasonable amount of time.
FINDINGS OF THE INVESTIGATION Review all materials gathered during the entire investigation process Begin the evaluative process, considering the following points: o Do the facts gathered in the Pre-Investigation Notes match findings in the Written Investigation Statement? o Did the complainant appear to be honest and forthcoming with the facts? o Did the alleged harasser appear to be honest and forthcoming with the facts? o Did the witnesses confirm the information given by the claimant? o Did the witnesses confirm the statements of the alleged harasser? o What was the demeanor of the claimant during the investigation process? o What was the demeanor of the alleged harasser during the investigation process? o Did either party have reason to lie? o Does the claimant have a history of filing harassment complaints? o Does the alleged harasser have a history of being accused of harassing co-workers?
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HARASSMENT POLICIES & PROCEDURES Make a determination to the best of your ability and with the facts that you have gathered pertaining to this specific investigation Complete the Determination Notes. See Attachment #5.
CLOSURE OF THE INVESTIGATION Claimant Closure Process Prepare the Conference Report, which will clearly explain the findings of the investigation. See Attachment #6 or #7. In a private meeting, inform the claimant of the findings of the investigation Explain that corrective measures have been taken. Specific disciplinary measures do not have to be released. Ask the claimant to read and sign the Conference Report If the claimant asks about his/her rights to speak to the EEOC, they should be told that it is permitted to go to the EEOC Lost benefits and/or wages must be paid to the claimant at the conclusion of the investigation process Closely monitor the treatment of the employee to ensure that he/she is not subjected to any type of retaliation by the harasser or others in the work place and that any other harm caused by the harassment is corrected Alleged Harasser Closure Process Prepare the Conference Report, which will be addressed to the alleged harasser. See Attachment #6 or #7. In a private meeting, inform the alleged harasser that a determination has been mad Disclose the findings and ask the alleged harasser for any questions he/she may have Discuss the corrective measures that will be taken Ask the alleged harasser to read and sign the Conference Report If the alleged harasser asks about his/her rights to speak to the EEOC, they should be told that it is permitted to go to the EEOC If appropriate for the alleged harasser, lost benefits and/or wages must be paid to the alleged harasser at the conclusion of the investigation process
TRINITY STAFFING DISCIPLINARY ACTION It is important for Trinity Staffing to take immediate and appropriate corrective action. Disciplinary measures should be proportional to the seriousness of the offense. In some cases, disciplinary action may be as simple as an apology from the harasser to the claimant or as extreme as termination. Examples of Disciplinary Actions Required apology to be given to the claimant Oral &/or written warning Training or counseling Transfer or reassignment Demotion Reduction of wages Suspension Discharge Monitoring of harasser to ensure that harassment stops Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES SUPPLEMENTAL FORMS Attachment #1 Attachment #2 Attachment #3 Attachment #4 Attachment #5 Attachment #6 Attachment #7 Trinity Staffing Employee Harassment Policy Pre-Investigation Notes Written Investigation Statement Post-Investigation Notes Determination Notes Conference Record Form Conference Record Form 2 (Sample Wording)
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HARASSMENT POLICIES & PROCEDURES Attachment 1: Trinity Staffing Employee Harassment Policy
Trinity Staffing is committed to providing an atmosphere free of any type of sexual harassment. All employees are entitled to work in an environment free of any sexual harassment from supervisors, subordinates, co-workers, contractors or vendors. Because of Trinity Staffing’s strong disapproval of offensive or inappropriate sexual behavior at work, all employees must avoid any action or conduct which could be viewed as sexual harassment including, but not limited to: Unwelcome sexual advances Request for sexual acts or factors Other verbal, physical or visual conduct of harassing nature, which creates an offensive or hostile working environment for that person Harassment or intimidation based on other characteristics such as race, religion, age, color, disability or veteran’s status is also prohibited by this policy. Violators of this policy will be subject to severe discipline up to and including dismissal. An employee, who believes that he or she has been subjected to sexual or other harassment at work by anyone including supervisors, co-workers or visitors, must report the matter property to Trinity Staffing Management. No employee will be subjected to retaliation or reprisal for making a good faith complain It is important for employees to report such incidents, because without the employee’s assistance, violations may go undetected, all complaints will be promptly investigated and appropriate action will be taken depending upon the circumstances. If the harassment occurred on client premises, the investigation will be coordinated between Trinity Staffing and the client. Confidentiality will be maintained to the extent allowed by the investigation of the situation.
Employee Signature
Date
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HARASSMENT POLICIES & PROCEDURES Attachment 2: Pre-Investigation Notes
Name of Trinity Investigator: Name of Claimant: Date: Complaint:
What was the demeanor of the claimant? Upset? Crying? Clothing in disarray/torn? Cuts/bruises? Was behavior consistent? Other? Please describe:
Did the claimant seem to be telling the truth? Yes/No Ability to answer questions and make eye contact? Changing the story? Visible anger? Cooperative? Nervousness/knee bouncing/shifting of positions?
Was there any physical evidence?
Other observations:
What temporary measures were taken to immediately separate the claimant from the alleged harasser while the Pre-Investigation Process was taking place? For example, claimant takes an early lunch.
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HARASSMENT POLICIES & PROCEDURES Attachment 3: Written Investigation Statement
Trinity Staffing is aware of your complaint, and will begin the investigation immediately. We will also do our best to ensure confidentiality for yourself as well as anyone else involved in this situation. Only those individuals who need to know any information will have access. Name of the Investigator: Date:
Employee Name: SS#: Job Title: Department: Supervisor: Address: Telephone Number:
Name of Accused: SS# Job Title:
Have you been told that you do not have to make a written statement and are free to leave at any time?
How long have you worked at ________________________?
Describe your relationship to the accused:
Name of Witnesses (if any):
Date and Time of Incident:
Location of Incident:
I HEREBY GIVE THIS VOLUNTARY STATEMENT TO ____________________________________ ON ______/______/_______ AT _________ AM/PM. THIS STATEMENT IS MADE BY ME, OF MY OWN FREE WILL, WITHOUT THREAT OR INDUCEMENT OF ANY KIND. I UNDERSTAND THAT I DO NOT HAVE TO MAKE A STATEMENT AND THAT I AM FREE TO LEAVE AT ANY TIME. Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES Attachment 3: Written Investigation Statement, Cont’
SIGNED _____________________ TIME _______:______ AM/PM DATE_______/______/______ WITNESS____________________ TIME_______:_______AM/PM DATE_______/______/______ WITNESS____________________ TIME_______:_______AM/PM DATE_______/______/______ (PAGE _____OF______) Realize the power of people.
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HARASSMENT POLICIES & PROCEDURES Attachment 4: Name of Employee: Name of Trinity Investigator: Date: Overview of the _________________ (claimant, witness, or alleged harasser) investigation statement.
Post-Investigation Statement Notes
Upset? Crying? Frustration with the writing process? Angry? Cooperative? Nervous?
Written Overview:
Did the claimant or alleged harasser seem to be telling the truth? Yes/No
Comments:
Other observations?
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HARASSMENT POLICIES & PROCEDURES Attachment 5: Determination Notes
Pre-Investigation Notes: Name of the Claimant: Name of Alleged Harasser:
Written Investigation Statements: Name of the Claimant: Name of Witnesses: Name of Alleged Harasser:
Post-Investigation Notes: Name of the Claimant: Name of Witnesses: Name of Alleged Harasser: Overview of the investigation of the claimant’s position:
Overview of the investigation of the witness(s) position:
Overview of the investigation of the alleged harasser’s position:
Final Determination:
Investigator Signature
Date
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HARASSMENT POLICIES & PROCEDURES Attachment 6: Conference Record Form 1
Employee: Date of Conference: Time of Conference: Conference Attendees:
Reason for Conference:
Conference Notes:
Action:
Consequences for recurring incidences, i.e. termination, leave without pay, etc.:
Employee Signature
Date
HR Signature
Date
Attendee Signature
Date
Position
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HARASSMENT POLICIES & PROCEDURES Attachment 7: Conference Record Form 2 (Sample Wording)
Conference Record from Carmun International, A Division of IMI Cornelius Employee: Date of Conference: Time of Conference: Conference Attendees: Name August 21, 2005 3pm Sue Jones & Mark O’Connor
Reason for Conference: To complete the investigation of allegations that Name was involved in a harassment charge sometime in August 2001 involving Name, a Trinity Staffing employee. Conference Notes: The investigation revealed that Name was neither sexually harassed nor discriminated against. The investigation also revealed that the Supervisor did not make any inappropriate comments to Name or other employees during the orientation policies. The Supervisor also indicated that he met with the Claimant for the purpose of addressing Name’s performance and the issue of helping him/her to get another position at Carmun. The Supervisor denied any unwelcome sexual remarks or advances towards Name. Action: The Supervisor was reminded about Carmun International’s and Trinity Staffing’s Sexual Harassment Policies and proper new employee orientation procedures. Consequences for recurring incidences: Termination.
Employee Signature
Date
HR Signature
Date
Attendee Signature
Date
Position
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