What this policy covers
This policy applies to anyone who comes into contact with the Charity.
This policy covers bullying & harassment of anyone in the course of their engagement with the Charity, whether in normal business premises, client sites or any work-related setting (including locations for training and Charity -related social events). This policy also applies to virtual settings and social media where deemed to be work-related.
As part of the Charity’s overall commitment to equality of opportunity, it is fully committed to promoting fair and harmonious environments in which everyone is treated with respect and dignity and in which no individual feels bullied, threatened or intimidated. The aim of this policy is to prevent harassment and bullying in any setting associated with the Charity’s work, which includes harassment and bullying by anyone a person engaged with the Charity encounter in that capacity.
Harassment or bullying in any form is unacceptable behaviour and will not be permitted or condoned and will be viewed as a gross misconduct offence which may result in removal from the person’s role with the Charity without notice.
What is harassment and bullying?
Harassment and bullying detract from a productive working environment and can have an impact on the health, confidence, morale and performance of those affected by it, including anyone who witnesses or has knowledge of the unwanted or unacceptable behaviour.
Definition of harassment
Harassment is any unwanted physical, verbal or non-verbal conduct based on sex, sexual orientation, marital or civil partnership status, gender reassignment, religion or belief, age, race or disability which affects the dignity of anyone or creates an intimidating, hostile, degrading, humiliating or offensive environment.
A single incident of unwanted or offensive behaviour can amount to harassment. Some examples are given below, but many forms of behaviour can constitute harassment. These examples are:
- physical conduct, ranging from touching, pushing or grabbing to punching or serious assault
- verbal or written harassment through jokes, offensive language, defamatory remarks, gossip, threats or letters
- unwelcome sexual behaviour, including unwanted suggestions, propositions or advances
- the sending or displaying of material that is pornographic or obscene, including e-mails, text messages, video clips, photographs, posters, emblems or any other offensive material
- inappropriate posts or comments on or via social media commonly known as “cyber bullying”
- isolation, non-co-operation at work or exclusion from social activities
- coercion, including pressure for sexual favours
- inappropriate personal contact, including intrusion by pestering or spying
It should be noted that it is the impact of the behaviour that is relevant and not solely the motive or intent behind it.
Definition of bullying
Bullying is persistent, offensive, abusive, intimidating or insulting behaviour, which, through the abuse of power, makes the recipient feel upset, threatened, humiliated or vulnerable.
Bullying can be a form of harassment and can undermine an individual’s self-confidence and self-esteem and cause them to suffer stress.
Bullying can take the form of physical, verbal and non-verbal conduct. As with harassment, there are many examples of bullying, which can include:
- shouting at or humiliating others
- high-handed or oppressive levels of supervision
- unjustified, offensive and/or insulting remarks about performance
- exclusion from meetings, events or communications without good cause
- physical or emotional threats
Bullying can occur in the workplace and outside of the workplace at events connected to the Charity, such as social functions or business trips.
Rights and responsibilities
Everyone has the right to an environment which is free from any form of harassment or bullying. The Charity recognises everyone has a right to complain about harassment or bullying should it occur. All complaints will be dealt with seriously, promptly and confidentially.
Every effort will be made by everyone working on behalf of the Charity to ensure that, when anyone makes a complaint, they will be protected from further acts of bullying and harassment. If others also give evidence or information in connection with the complaint, they equally will be protected. Perpetrators of these acts will be subject to disciplinary action which may warrant removal from their roles with the Charity.
Everyone associated with the Charity has a responsibility to help build and maintain environments in which the dignity of everyone is respected. They must comply with this policy and should ensure that their behaviour to colleagues and anyone connected to the Charity, does not (as far as is reasonably possible) cause offence and could not in any way be considered to be harassment or bullying.
Everyone associated with the Charity should discourage harassment and bullying by making it clear that they find such behaviour unacceptable. They should also support colleagues who suffer such treatment and are considering making a complaint. They must alert a Trustee immediately to any incident of harassment or bullying to enable the Charity to deal with the matter promptly and effectively.
The Charity will ensure that adequate resources are made available to promote respect and dignity and to deal effectively with complaints of harassment and bullying. This policy and procedure will be communicated appropriately to anyone associated with the Charity including Trustees, volunteers, workers, contractors and event attendees and the Charity will ensure that everyone is aware of their responsibilities. Appropriate training, where necessary, will be provided.
Procedure
Everyone has a responsibility to raise any allegation of harassment or bullying promptly and reasonably, assist the Charity, if required, in any investigation of the matters raised in their allegation, following this procedure and attend all meetings arranged under it.
Allegations may be raised either informally or formally. If a person raises an allegation informally first, they may still raise the grievance formally subsequently if it is not resolved to their satisfaction.
The Charity aims to deal with all allegations promptly and impartially, and to make all reasonable efforts to achieve a satisfactory outcome.
The person making the allegation has the right to appeal against a decision the Charity makes in respect of an allegation raised by them. In these cases, the Charity will make every effort for the allegation to be dealt with by a different person to the person who dealt with the allegation initially.
The Charity’s decision at the appeal stage is final and there is no further right of appeal.
Dealing with allegations informally
If anyone has an allegation of harassment or bullying, they should discuss this with Andrea Phillips (tel: 07935652999, email: hello@ukspanielrescue.co.uk). in the first instance, who will then attempt to resolve the situation on an informal basis.
If they feel unable to approach Andrea directly, they should approach a Trustee of the Charity, who will discuss with them ways of dealing with the matter.
If attempts to resolve the matter informally do not work, it may be appropriate for them to raise a formal allegation under the following formal procedure.
Right to a companion
At all formal stages of this procedure, a person making an allegation is entitled to be accompanied by a colleague or friend. If they are under 18, their parent or guardian will be allowed to accompany them.
Should anyone wish to be accompanied, they must notify the Charity of the name and position of their chosen companion as soon as possible.
Formal procedure / Grievance meetings
The Charity will make all reasonable efforts to deal with formal allegations in a fair and consistent manner. While the Charity will make every effort to settle any allegation within the time limits detailed in this procedure, this may not be possible on some occasions.
The nature of the allegation, and the full particulars of it, must be set out in writing. The written allegation should be submitted to Andrea Phillips (tel: 07935652999, email: hello@ukspanielrescue.co.uk). in the first instance. If the allegation is against Andrea, it should be submitted to a Trustee of the Charity.
Attending the Grievance Meeting
The person making the allegation will be invited to a meeting to discuss the allegation, normally within five working days of the Charity receiving the allegation. They must take all reasonable steps to attend this meeting.
Prior to the meeting, they should ensure that they are fully prepared to present their allegation, share any supporting evidence and answer any questions relating to the incident/circumstances in question.
The person making the allegation must notify and obtain the consent of all those present at the meeting if they intend to record it.
Notification of the outcome
After the Grievance Meeting, an appropriate period of time may be taken to allow for any further investigation and/or the consideration of all the facts before a decision is reached. The Charity will then, normally, inform in writing the person making the allegation of its decision regarding the allegation without unreasonable delay. The letter will also explain the right to appeal against any decision taken.
Recording of meetings
The Charity will normally arrange for summary minutes to be taken at any formal meeting. It is not the policy of the Charity to record meetings by any other means (e.g. digital, audio recording and photographs). The person making the allegation (or any party accompanying them) must not record any meeting without the express permission of the Charity in advance. Where a meeting is to be recorded then parties must agree to it in advance. If requested, a copy of the minutes/recording will be provided (in line with data protection principles).
Appeals against grievance meeting outcomes
If the person making the allegation is dissatisfied with a decision made regarding an allegation they have raised, they have the right of appeal. Whenever possible, the appeal will be dealt with by a different person to the person who dealt with the allegation.
An appeal must be made in writing, stating the reasons for the appeal, to the individual identified in the decision letter. This should be submitted no later than the end of the fifth working day after receiving the written notification.
The Appeal Meeting
The Charity will arrange and hold an Appeal Meeting as quickly as possible, normally within five days. The person making the appeal will be entitled to attend the Appeal Meeting and will be given an opportunity to state their case.
They must take all reasonable steps to attend this meeting. If they feel that they have a legitimate reason as to why they cannot attend the meeting on the proposed date, they must contact the person named on the invitation letter to inform them of this fact immediately. The meeting may then be delayed to facilitate their attendance, if this is considered reasonable.
They must notify and obtain the consent of all those present at the meeting if you intend to record it.
The person responsible for this policy/procedure is: Andrea Phillips
This policy has been approved by the Board of Trustees.
Policy approved date 22nd October 2024
This policy is reviewed on an annual basis by the Board of Trustees.
Next Review due: October 2025