Checklist Investigating Complaints Of Harassment – Hr-Format Template, Download Free Doc Pdf File Example

(Last Updated On: October 31, 2022)

Checklist Investigating Complaints Of Harassment – Hr Format Template, Download Free Doc Pdf File Example

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Checklist Investigating Complaints Of Harassment – Hr Word Text Document Format

CHECKLIST INVESTIGATING 

COMPLAINTS OF HARASSMENT 

 

The purpose for the Checklist Investigating Complaints of Harassment is to provide and assist the Human Resource Officer in carrying out the investigation. The Checklist is provided by the Company so that proper and thorough investigation will be carried out by the Human Resource Manager. The Checklist also provides the things that are directed to the subject matter, the purpose of which is for a speedy investigation. The checklist will save the time and effort of both Parties – the Human resource manager, the party being investigated and the person who made the complaint 

 

The Checklist Investigating the Complaints of Harassment in the workplace is merely a guideline on what to do. The person complaining may still seek assistance from any Lawyer and other law enforcers that take these kinds of matters into consideration.

• In the instance when the Human Resource Manager received a complaint of harassment from any of the Employees in [YOUR COMPANY NAME], he or she must adhere to the following:

 

1. Make sure that the person who made the complaint is not within the vicinity of the alleged harasser. The Human Resource Manager shall make sure that the alleged harasser cannot approach the alleged victim while investigations are still ongoing. The Alleged harasser must be given proper notice and proper warning while the investigation is still ongoing between the parties. The Human Resource Manager must make sure that the alleged victim must be free from any imminent danger.

 

1. The Human Resource manager must make sure to identify and determine the persons of interest. The investigation must include any witnesses and or any person who can attest to the claims of the alleged victim against the alleged harasser.

 

1. The Human Resource Manager must make sure that any discussions made by the persons of interests must be made in a confidential meeting and not to disclose any discussion to any party who is not involved in the situation.

• The Chronological Order in which the Investigation must be made: 

 

1. The investigation must start with the alleged victim or the complainant of the harassment case.

 

1. The person next to be investigated is the alleged harasser.

 

1. The next person or people to be interviewed and or investigated will be the Co-workers to support and or not support the claims of the alleged victim.

 

1. Another round of interview of the alleged victim upon the issues arising out from the investigation conducted by the Human Resource Manager to the persons of interest.

 

1. Another round of interview of the alleged harasser upon the issues arising out from the investigation conducted by the Human Resource Manager to the persons of interest. 

• The Interview Process: 

 

1. In conducting the interview, the location must be in a confidential area wherein the alleged victim and the alleged harasser are separated. The Human Resource Manager must also make sure that either party cannot hear or listen to the ongoing investigation between the Human Resource Manager and the person being Investigated.

 

1. At least two high ranking officials must participate in the ongoing investigation. Those managers and or any high ranking officials that will participate must be knowledgeable of the laws especially the laws on harassment issues. One high ranking official must be designated to interview the persons of interest in the alleged harassment case, the other manager and or other high ranking official must be taking and or jotting down important information that will arise during the course of the investigation.

 

1. Before any investigation will take place, the person who will facilitate must make sure that the alleged people involved in the harassment case are fully aware of the situation. The person conducting the investigation must make necessary introductions and connections between the alleged victim and the alleged harasser.

 

1. The person who is facilitating the investigation must not in any way hint what are the complaints or give any leading questions. He or she must facilitate it in a manner wherein the alleged victim and or the alleged harasser can disclose information on what really happened. Most of the time the questions prepared are open ended questions so that more information will flow out from the investigation that is being conducted.

 

1. The person who is facilitating the investigation must thoroughly explain the gravity or the seriousness of the offense being committed. The person who facilitates must also explain the importance in giving attention to this subject matter.

 

1. The facilitator must explain to the people involved in the investigation that after conducting such they will determine what happened and that the decision will be based upon the result of the conducted investigation.

 

1. The alleged victim and the harasser must be well informed by the officer who facilitated the investigation on any consequences it may happen after the investigation and after there is a result arrived upon.

 

1. Any co-worker or any person not directly involved in the issue must be properly instructed by the facilitator and or the Human Resource Manager not to discuss matters within the office and must keep any information confidential especially throughout the investigation process. 

 

1. Other person not directly involved in the case must be properly oriented especially if they have already obtained very confidential information as a result from the investigation being conducted. The facilitator must explain the gravity or the seriousness of the subject matter.

 

1. All people involved directly or indirectly must make sure to safeguard any information acquired as a result of any of the investigation that is being conducted. In order to protect the name and uphold still the goodwill of the Company.

 

1. If anyone will breach the policy on confidentiality matters, the facilitator must extend extra efforts to orient about the consequences that it will entail. The facilitator must make sure that the people involved in the investigation are well aware of the retribution attached to any aggressive and careless actions.

• Keeping Records of the investigation conducted:

 

1. Always ask open-ended questions in order to obtain more information from the harassment event. Facilitators must not ask any leading questions. Ask in a manner wherein the persons involved in the case will open up.

 

1. Use proper investigation forms (if applicable). Facilitators must be unbiased towards the persons of interest. He or she must not show any favouritism among the people involved in the harassment case. 

 

1. Facilitators must make use of a camcorder and or a sound recorder to record all bodily actions of the people involved. The Facilitator must make sure to jot down notes also.

 

1. Never jump into conclusions right away without a strong basis.

 

1. The facilitator must never ask the credibility of a witness.

 

1. Upon every interview, the interviewee must make his or her own report. This is made in order to reconcile what happened and also to make sure that whatever happened during the investigation is being consolidated as with the reports of the facilitator and of the persons involved. 

 

1. The facilitator must make sure to get a signed statement or affidavit of all the witnesses involved in the harassment case.

 

1. In the event that a witness will not give any sworn statement, make him or her record while he or she will tell the details on what he or she know about the harassment case.

• After the completion of the investigation:

 

1. The managers together with those officials who conducted the investigation, shall discuss the matter. They should arrive at a definite decision and ay action on this particular harassment case.

 

1. The discussion that must be made by the facilitators and other managers must be limited only as among them. They should also discuss different factors in arriving at a file and executory decision. 

 

1. The factors that must be in consideration include: (1) the result of the investigation; (2) the psychological capacity of either party, (3) the arrangement of the facts uncovered and as told by different persons of interest. 

 

1. Check and review office materials that can help with the investigation like cctv footages, the bodily language of either person, the language or how the event was told. Mannerism of the persons involved, biometrics or time card of the people involved.

 

1. Consider appropriate actions to the alleged harasser. The harasser if found guilty must make sure to be subject under the disciplinary code of the company and if ever the gravity of the offense is very serious enough as it amounts to a crime committed, the facilitator and other Officials of the company may disclose the event and or circumstance to the rightful law enforcers so as the harasser will be penalized.

 

1. The facilitator shall make use also of the factors in determining the character of the harasser. The factors include (1) the credibility of the alleged harasser; (2) the prior conduct shown in and outside the company’s premises; (3) the sanctions and or any violations that he or she has committed

• Findings of the Investigation Conducted and the communication of those findings:

 

1. The final decision by the Company’s officials must be communicated to the people involved.

 

1. The retribution or the punishment must be communicated as well to all person who deserved to receive such punishment.

 

1. Findings and or other decisions of the Company’s Officials must be communicated to the people involved in the harassment case.

 

1. Documentation must be made and be finalized by the facilitator. It must be filed within the Company’s records and that it will be a basis of records if the person found guilty will commit the same offense whether outside the Company’s premises or within the Company’s premises. 

 

1. The facilitator must make sure that the action must be properly communicated to all the people involved. He or she must determine the appropriate retaliation that must be given to the person found guilty.

 

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