POSH Policy Template

POSH Policy

Purpose of POSH Policy

The purpose of this POSH Policy is to establish clear standards and procedures to prevent, report, and address sexual harassment and related behavior in the workplace. This policy explains expectations for conduct, reporting channels, investigation processes, interim measures, and protections against retaliation to ensure a respectful and safe workplace at [Company Name].

Scope

This POSH Policy applies to all employees, contractors, temporary staff, interns, volunteers, and any individual conducting business on behalf of [Company Name]. It covers conduct that occurs at work premises, during work-related events, business travel, and in any work-related communications or forums.

Definitions

For the purposes of this policy, sexual harassment includes unwanted conduct of a sexual nature, unwelcome advances, requests for sexual favors, or other verbal, nonverbal, or physical conduct of a sexual nature that affects an individual’s employment, unreasonably interferes with work performance, or creates an intimidating, hostile, or offensive work environment.

Reporting and Complaint Procedure

Employees are encouraged to report incidents of sexual harassment promptly. Reports may be made to any of the following:

• Immediate manager or supervisor
• Designated POSH officer or HR representative
• Alternate reporting channel as set by [Company Name]

When making a report, employees should provide as much detail as possible, including dates, times, locations, names of involved parties, and names of any witnesses. Reports may be submitted verbally or in writing. [Company Name] will acknowledge receipt of a complaint within a reasonable timeframe.

Investigation Process

All complaints will be assessed promptly and objectively. Investigations will be conducted by trained personnel or an appointed investigator. The investigation process will typically include:

• Preliminary intake and assessment to determine immediate risks
• Collection of statements and relevant evidence
• Interviews with complainant, respondent, and witnesses
• Evaluation of the evidence and determination of findings
• Recommendation of appropriate actions or remedies

Investigations will be completed in a timely manner consistent with the complexity of the case. Confidentiality will be maintained to the extent possible consistent with a thorough investigation.

Interim Measures and Support

Where necessary, [Company Name] may implement interim measures to protect parties involved while an investigation is pending. Interim measures may include temporary reassignment, schedule adjustments, workplace separation, paid administrative leave, or other safety steps. Support resources such as counseling referrals may be made available.

Protection from Retaliation

[Company Name] prohibits retaliation against any individual who, in good faith, reports harassment, participates in an investigation, or assists in resolving a complaint. Retaliation is a violation of this POSH Policy and will result in disciplinary action.

Roles and Responsibilities

Managers and supervisors must:

• Create a work environment that complies with this POSH Policy
• Report complaints or suspected misconduct to HR or the designated POSH officer
• Take immediate steps to protect employees and preserve evidence

HR and the designated POSH officer will:

• Receive and coordinate the response to reports
• Conduct or oversee investigations
• Provide guidance on interim measures and recordkeeping
• Deliver training and preventive education

Remedies and Disciplinary Action

If an investigation finds a violation of this POSH Policy, appropriate corrective action will be taken, which may include counseling, formal warnings, reassignment, suspension, or termination of employment. Remedies may also include changes to workplace practices to prevent recurrence.

Recordkeeping and Confidentiality

Documentation related to complaints and investigations will be maintained securely by HR. Information will be shared only with those who need it to investigate or address the matter. [Company Name] will protect privacy to the fullest extent consistent with conducting an effective investigation and taking necessary corrective action.

Training and Awareness

[Company Name] will provide regular training and awareness programs for employees, managers, and investigators on identifying, preventing, and responding to sexual harassment. Participation in required training is an expectation of employment.

Approval Process

Any exceptions to this POSH Policy must be approved in writing by the Head of HR or an authorized senior HR representative. Decisions regarding interim measures, disciplinary actions, or case closures are made by HR in consultation with the appointing authority. Managers should escalate complex or high-risk cases to HR promptly for approval of proposed actions.

Non-Compliance

Failure to comply with this POSH Policy, including making false allegations or engaging in retaliation, may result in disciplinary action up to and including termination of employment. Non-compliance by managers or HR personnel in handling reports will be addressed as a serious matter.

Note

This policy may be updated periodically to reflect best practices and organizational needs. Employees are encouraged to review this POSH Policy and contact HR with any questions or for clarification about reporting, investigation, or support resources.