Document Control
| Field | Value |
|---|---|
| Document Title | Sexual Harassment Prevention Policy |
| Document Owner | Human Resources |
| Version | 1.0 |
| Effective Date | {{effective_date}} |
| Review Cycle | Annual |
| Classification | Internal Use |
Purpose & Scope
Maintain a workplace free from sexual harassment by setting clear standards, providing accessible reporting channels and ensuring fair investigations.
Definitions
| Term | Definition |
|---|---|
| Sexual Harassment | Unwanted conduct of a sexual nature that has the purpose or effect of violating dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment. |
| Quid Pro Quo | Conditioning employment outcomes on submission to or rejection of sexual conduct. |
| Hostile Environment | A pattern of conduct that creates an abusive working environment. |
Examples (non-exhaustive)
- Unwelcome physical contact
- Sexual jokes, innuendo or imagery
- Persistent unwanted advances
- Sharing sexual content through any channel
- Stalking or surveillance
Reporting Channels
| Channel | Contact |
|---|---|
| Line Manager | Direct |
| HR Confidential Inbox | {{hr_confidential_email}} |
| Whistleblowing Hotline | {{whistleblower_line}} |
| Independent Ombudsperson | {{ombudsperson_contact}} |
Investigation
- Acknowledge report within 48 hours.
- Assign trained investigator independent of those involved.
- Conduct interviews; collect and preserve evidence.
- Complete within {{investigation_sla}} days; extend with written justification.
- Issue written outcome and right of appeal.
Non-Retaliation
Retaliation against anyone who reports in good faith or participates in an investigation is itself a disciplinary offence up to and including dismissal.
Disciplinary Outcomes
| Severity | Indicative Outcome |
|---|---|
| Substantiated — minor | Final written warning + training |
| Substantiated — serious | Dismissal for gross misconduct |
| Malicious complaint | Disciplinary action |
Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Employee | Comply with the policy and complete required forms accurately. |
| Line Manager | Review, approve and document decisions in line with this policy. |
| HR Business Partner | Provide guidance, monitor adherence and maintain records. |
| Department Head | Ensure department-level compliance and resourcing. |
Review Workflow
| Stage | Owner | SLA |
|---|---|---|
| Submission | Employee | Day 0 |
| Manager Review | Line Manager | 2 business days |
| HR Review | HR Business Partner | 3 business days |
| Final Decision | Department Head | 5 business days |
| Communication | HR | Within 1 business day of decision |
Notes
Use this space to capture additional context, attachments referenced, or any deviations from standard process. All notes form part of the official record.
Governing Law & Jurisdiction
This document is governed by the laws of {{jurisdiction}} and any disputes will be resolved in the competent courts of that jurisdiction. Where local statute or collective agreement provides more favourable terms to the employee, those terms prevail.
Confidentiality & Data Protection
All personal data captured under this document is processed in accordance with {{company_name}}'s Data Protection & Privacy Policy and applicable data-protection legislation (including GDPR/UK GDPR where relevant). Records are retained for {{retention_period}} and accessed only on a need-to-know basis.
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