(c) CGI Employee Benefits Group 2008 Conducting Harassment Prevention Training and Harassment Investigations Presented by Ron Page Human Resources Consultant CGI Employee Benefits Group

(c) CGI Employee Benefits Group 2008 What do you want to know?

(c) CGI Employee Benefits Group 2008 Agenda Harassment Training Trends – Business skills vs. job skills – General harassment – Need for training Investigations – Handling complaints properly – Who to involve – Train supervisors

(c) CGI Employee Benefits Group 2008 Ground Rules Training environment – It’s all about me! – For this training to be helpful, I need to _______. – Talk about specific people after with trainer or HR. – Keep confidences.

(c) CGI Employee Benefits Group 2008 Harassment Prevention Training Determine your audience Develop content Review policies – EEO – Sexual harassment – Respectful workplace – Safety Internal or external resources

(c) CGI Employee Benefits Group 2008 Where to Start? Who’s who?

(c) CGI Employee Benefits Group 2008 Making the Team Machine Different individuals Different backgrounds Different experiences Different viewpoints

(c) CGI Employee Benefits Group 2008 Tell me About This Company

(c) CGI Employee Benefits Group 2008 What Makes a Good Place to Work? Provide a work environment where employees: – Are treated with respect, – Are treated fairly, and – Feel safe. Without this employees will look for jobs elsewhere.

(c) CGI Employee Benefits Group 2008 Why are we here? It is our responsibility to provide a safe environment. Harassment continues to be a problem in the workplace. Need to be vigilant in preventing harassment from occurring.

(c) CGI Employee Benefits Group 2008 Training Objectives Understand what harassment is. Know how to deal with it. Learn that it may be unlawful. Understand that it will not be tolerated. Know how complaints are handled.

(c) CGI Employee Benefits Group 2008 What is Harassment? A form of discrimination. Behavior that is both unwelcome and offensive. Severe and pervasive. Verbal, Non-Verbal, Physical

(c) CGI Employee Benefits Group 2008 Definition of Legal Harassment Unwelcome comments or other conduct that… – Affects employment decisions. – Interferes with work performance. – Creates an intimidating, hostile or offensive work environment. “Quid Pro Quo”

(c) CGI Employee Benefits Group 2008 Protected Classes Age Race Color Sex and sexual orientation National Origin Religion Citizenship Marital Status Disability Veterans Status

(c) CGI Employee Benefits Group 2008 Types of Behavior – Is It or Isn’t It? Unwanted advances. Racial or religious jokes. Comments on ethnic background. Talking about sexual topics. Displaying suggestive objects, pictures, or cartoons. Leering, whistling, and suggestive comments.

(c) CGI Employee Benefits Group 2008 General Guideline Would you say it or do it in front of: Your Parent? Your Child? Your Significant Other? If you would not, than you probably should not.

(c) CGI Employee Benefits Group 2008 What if you feel you are being harassed? Tell the person. Tell your supervisor. Tell human resources. Tell someone.

(c) CGI Employee Benefits Group 2008 Employee’s Role Do: – Speak up and tell the person you do not like their behavior and to stop. – Request what you want by saying : What the behavior is that bothers you. How it makes you feel. – Go to a supervisor or human resources.

(c) CGI Employee Benefits Group 2008 Employee’s Role Don’t: – Assume it will go away if you ignore it. – Try to deal with severe harassment alone. – Participate in inappropriate behavior. – Allow someone else to treat people poorly.

(c) CGI Employee Benefits Group 2008 If a Complaint is Made It will be taken seriously. It will be investigated promptly. Interviews will be conducted to gather information. Findings will be based on fact. Action will be taken to stop harassment if it is determined it has occurred.

(c) CGI Employee Benefits Group 2008 Summary People want a work environment where they are treated with respect. Where they are treated fairly. Where they feel safe.

(c) CGI Employee Benefits Group 2008 Management Responsibility What can you do to Prevent and Stop harassment? – Take it seriously – Deal with it directly and immediately – Understand the how to handle a complaint – Maintain open door policy – Be aware of the work environment – Communicate with your employees – Set an example Act when you know or should have known.

(c) CGI Employee Benefits Group 2008 When an Employee Complains Get Specifics – Who? – What? – When? – Where? – How? Get Help Document, document, document

(c) CGI Employee Benefits Group 2008 Did I Say….. Document!

(c) CGI Employee Benefits Group 2008 Less Severe Problem Coach employee on do’s and don'ts. Provide education. Follow up with employee. Monitor situation. Involve HR if situation is not resolved. Document.

(c) CGI Employee Benefits Group 2008 More Severe Situations Consult with HR to determine action plan: – Who will conduct investigation? – Who does interviews? – Review policy and personnel files. – Make determination. – Determine if discipline or other action is warranted. – Follow-up with complainant and harasser.

(c) CGI Employee Benefits Group 2008 Prevention Steps A good policy Education Acting appropriately Commitment Be aware and lead by example

(c) CGI Employee Benefits Group 2008 Investigations Initial Steps – Acknowledge complaint. – Relay intent to investigate promptly. – Create action plan. – Determine if interim action needed. – Do I need help?

(c) CGI Employee Benefits Group 2008 Investigations Set up “Confidential Investigative File” Determine if there may be physical evidence that needs to be protected. Coordinate efforts with supervisor.

(c) CGI Employee Benefits Group 2008 Conduct Interviews Complainant Witnesses and others. Subject of complaint. Additional witnesses and follow-ups. In person – by phone.

(c) CGI Employee Benefits Group 2008 Preparation Prepare outline of questions. Conduct in private. If possible, have another member of management present. Use open-ended questions. Limit to business related matters. Let employee tell the story.

(c) CGI Employee Benefits Group 2008 Investigative Technique Journalistic approach – Who was involved? – What happened? – When did it happen? – Where did it happen? – How did it happen? Focus on facts Attempt to get a written statement, but don’t insist.

(c) CGI Employee Benefits Group 2008 The Interview Purpose – Need their help. Confidential nature. No retaliation and report any attempts. General to specific questions. Ask employees for others that can corroborate information. From victim – What would they like to see happen? Need for follow-up. Review and have sign interview summary.

(c) CGI Employee Benefits Group 2008 Things to Avoid Detain or restrict employees. Make accusations or “brow beat.” Disclose more than a need to know. Lead a witness. Promise confidentiality. Jump to conclusions.

(c) CGI Employee Benefits Group 2008 Did I Say….. Document

(c) CGI Employee Benefits Group 2008 Review Documentation Then Act Policies Personnel files Prior investigations Investigation findings Make determination based on facts: – Substantiate or refute allegations. – No determination. Take action when appropriate.

(c) CGI Employee Benefits Group 2008 Level of Proof Needed “Prove it!” “I’ve got a feeling.” “She’s believable.” “There’s a smidgen of truth.” “It’s more likely than unlikely.” “It’s a no brainer.”

(c) CGI Employee Benefits Group 2008 Taking Action Determine level of action: – Form education up to termination. Consult legal advice if warranted. Meet with employee to explain action being taken and reason. Close the loop with complainant – general terms. Remind about retaliation or further problems. Record action taken in employee’s file.

(c) CGI Employee Benefits Group 2008 Write up Findings State the complaint. Summarize investigation: – Indicate those interviewed – Indicate records reviewed State findings – Did the behavior violate company policy?

(c) CGI Employee Benefits Group 2008 Follow-Up Check in with complainant. Check in with supervisor. Monitor work area.

(c) CGI Employee Benefits Group 2008 Summary You’re good to go! Questions???