Stillbuilt Solutions Anti-Bullying & Harassment Policy

1. How and When Investigations Will Be Conducted

1.1 Reporting:

• Employees/Contractors are encouraged to report any incidents of bullying or harassment to their immediate supervisor or the owner as soon as possible.

• Reports can be made verbally or in writing using the company's Incident Report Form.

1.2 Initial Response:

• Upon receiving a report, the supervisor or owner will acknowledge receipt within 24 hours.

• A preliminary assessment will be conducted to determine if the report falls under bullying or harassment.

1.3 Investigation:

• An investigation will be initiated within 48 hours of receiving the report.

• Investigations will be conducted promptly, thoroughly, and impartially.

2. What Will Be Included in the Investigation

2.1 Scope of Investigation:

• Interviews with the complainant, the alleged bully/harasser, and any witnesses.

• Review of any relevant documents, emails, or other evidence.

• Consideration of any previous reports against the alleged bully/harasser.

2.2 Documentation:

• All interviews and evidence will be documented in writing.

• A confidential investigation file will be maintained for each case.

3. Roles and Responsibilities

3.1 Employers:

• Ensure the implementation of these procedures.

• Provide training to all employees on recognizing and reporting bullying and harassment.

• Ensure confidentiality and impartiality during the investigation process.

3.2 Supervisors:

• Report any incidents of bullying or harassment they observe or are informed about.

• Support the investigation process and cooperate with HR.

3.3 Workers or Contractors:

• Report any incidents of bullying or harassment they experience or witness.

• Cooperate with the investigation process.

3.4 Investigators:

• Conduct investigations impartially and confidentially.

• Document findings and provide recommendations for corrective actions.

4. Follow-Up to the Investigation

4.1 Corrective Actions:

• Based on the investigation findings, appropriate corrective actions will be taken. This may include disciplinary actions, training, or mediation.

• Corrective actions will be aimed at preventing future incidents.

4.2 Time Frame:

• Corrective actions will be implemented within 30 days of the conclusion of the investigation.

• Follow-up meetings will be scheduled to ensure the effectiveness of the corrective actions.

4.3 Addressing Adverse Symptoms:

• Provide support to employees affected by bullying or harassment, such as counseling services if required.

• Monitor the workplace environment to ensure a positive change.

5. Record-Keeping Requirements

5.1 Documentation:

• All reports of bullying and harassment and the outcomes of investigations will be documented.

• Investigation files will be kept confidential and stored securely.

5.2 Retention:

• Records will be retained for a minimum of seven years.

• Access to these records will be restricted to authorized personnel only.

Implementation and Training

• All employees will be trained on these procedures upon hiring and annually thereafter.

• Training will include recognizing bullying and harassment, how to report incidents, and the investigation process.

Review and Update

• These procedures will be reviewed annually and updated as necessary to ensure their effectiveness and compliance with legal requirements.

By implementing these procedures, Stillbuilt Solutions aims to create a safe and respectful workplace where bullying and harassment are not tolerated.