Equal Employment Opportunity Policy

Define guidelines to ensure equality in the workplace without any discrimination.

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Equal Employment Opportunity Policy-undefined

A company is committed to promoting equal employment opportunities and a workplace that is free of all forms of discrimination. Equal opportunity means that all employees experience fairness, impartiality and equal access to all career initiatives in the workspace. A company’s commitment to equal opportunity promotes an inclusive work environment that values and accepts the diverse, cultural and social background of its staff.

This policy template is available for download in Word format.

With this Equal Employment Opportunity policy template, you can:

  • Implement a discrimination-free hiring or progression policy for teams to follow
  • Ensure that all employees and potential employees are treated equitably and fairly regardless of their race, gender, caste, statutes in society or disability
  • Create a process for registering any complaints & effective resolution of the same

In just a few minutes, you will be able to set up a policy that covers most of the necessary information required.

This policy covers rules to be followed with respect to:

  • Anti-discrimination of employee for hiring and promoting
  • Consequences if not followed
  • Reporting mechanism
  • Investigation and resolution mechanism
  • Members of the investigation team and lots more…

Equal Employment Opportunity Policy

Objective

Indian constitution encompasses social safeguard measures for all citizens of India in Article 15 and Article 16. Article 15 mandates prohibition of discrimination on grounds of religion, race, caste, sex or place of birth. Article 16 mandates equal opportunity in matters of public employment. Article 16(2) further states that no citizen shall, on grounds only of religion, race, colour, caste, sex, descent, place of birth, residence or any of them, be ineligible for or discriminated against in respect of any employment or office under the State. < Company Name Here > has endeavored to capture the spirit of the above national and international statues in EEO and Anti-Discrimination Policy. < Company Name Here > is committed to promoting equal employment opportunities and a workplace that is free of all forms of discrimination. Equal opportunity means that all staff experience fairness, impartiality and equal access to all career initiatives in the < Company Name Here >. < Company Name Here > commitment to equal opportunity promotes an inclusive work environment that values and accepts the diverse cultural and social backgrounds of its staff.

Scope and Applicability

Applicable to HR and all the employees as well.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy/Process

Policy Objective

The objectives of this Equal Employment Opportunity (EEO) and Anti-Discrimination Policy are to ensure that all:

  • < COMPANY NAME HERE >’s employees or potential employees do not suffer unfair discrimination in the workplace.
  • Individuals and groups within the < Company Name Here > work in an environment where all decisions are free of discrimination, where they have equal opportunity based on relevant abilities, skills and merit.
  • Employees are encouraged to take positive action towards promoting equal opportunity throughout the organization.
  • Personnel actions such as compensation, benefits, transfers, layoffs, company-sponsored training programs and social and recreational programs will be administered on a non-discriminatory basis.
  • Application of labour laws to be uniformly applied in the organization.

EEO and Provisions of Services

It refers to the principle which ensures that all employees and potential employees of < COMPANY NAME HERE > are treated equitably and fairly regardless of their race, sex or disability. Everyone has an equal chance when applying for jobs, IJPs, transfers, promotions, training opportunities and in their working conditions. The following activities shall be conducted in a uniform manner:

  • Recruitment procedure and selection criteria for appointment or engagement of a person as an employee;
  • Promotion and transfer of an employee;
  • Training and staff development for an employee; and
  • Terms of employment or any other employee-related activity

What is Workspace Discrimination

Discrimination occurs when someone is treated unfavourably because of a certain attribute. Discrimination may involve some or all of the following:

  • Conduct that can be considered harassing, coercive or disruptive, including sexual harassment
  • Making offensive ‘jokes’ about another worker’s clan, ethnic background, colour, sex, appearance or disability
  • Expressing negative stereotypes about particular groups, e.g., “married women shouldn’t be working.”
  • Judging someone on their political or religious beliefs rather than their work performance.
  • Using selection processes based on irrelevant attributes such as ethnic or clan group, age, sex or disability rather than on knowledge, skills and merit

Parameters of Discrimination - Strictly Prohibited

< Company Name Here > and its employees shall strive to create a workplace that is free from discrimination in their employment practices against any potential or existing employees, and shall not discriminate on a person’s:

  • Age or other circumstances
  • Colour
  • Cultural or social beliefs such as religious
  • Educational background
  • Race, ethnicity or nationality
  • Spiritual, traditional or customary beliefs
  • Political opinion
  • Physical features or physical disabilities
  • Gender identity and expression
  • Marital status
  • Pregnancy or judging the impacts of potential pregnancy on decisions
  • Breastfeeding
  • Sexual orientation
  • Health or physical disability or impairment
  • Medical record
  • HIV status
  • Family responsibilities
  • Trade union membership
  • Reserve disciplinary forces, e.g., police

Complaint Process and Procedures

A person wishing to make a complaint of discrimination can consult and file a complaint with the EEO & Anti-Discrimination Committee. The complaint should be made in writing and addressed to chairperson of the committee within 5 working days of any such incident of discrimination.

The constitution of the Committee shall be:

  • Chair of the “ EEO & Anti-discrimination” Committee
  • Internal Officers - 2 Members from Middle-Level Management [One Female and One Male]
  • HR Department Head, < Company Name Here >

EEO & Anti-Discrimination Committee

Name Designation Role in Committee

1 Chair Person 2 Presiding Officer 3 Internal Officer 4 Supporting Officer 5 Anonymous(Outsider / Lawyer)

Process to Be Followed

Once a complaint has been filed with the EEO & AD Committee:

Investigation

Once a complaint has been filed, an investigation will be undertaken immediately. In instances where there is an alleged respondent, the respondent will be notified immediately. The complainant and the respondent will both be interviewed along with any individuals who may be able to provide relevant information.

Where the alleged discrimination is an organizational practice or procedure, that practice or procedure will be investigated immediately. Where the investigation finds systemic discrimination within the organization, that practice or procedure will be changed promptly.

Mediation

< Company Name Here > supports resolving matters through mediation provided that it is consistent with organizational duties, obligations and needs. Mediation can only be undertaken voluntarily. If both parties agree to participate, matters may be resolved through mediation in the following circumstances. Once the matter has been investigated and < Company Name Here > has determined the facts of the case, < Company Name Here > may use mediation to develop appropriate solutions to the complaint; and, in rare instances, where the incident is an isolated event and the parties do not dispute the facts, < Company Name Here > will act diligently to ensure that matters are dealt with in a manner that ensures the safety and protection of everyone within the organization.

Timelines

< Company Name Here > will investigate all complaints immediately and will work towards the prompt resolution and prevention of discriminatory acts and practices. The first round of investigation and conclusion shall be arrived at within 10 working days from the date of filing of the complaint.

Fairness

All complaints will be investigated in the same manner with the aim of promoting, fairness and equality.

Confidentiality and the Right to Privacy

< Company Name Here > will preserve the confidentiality of all individuals involved in a discrimination complaint. The preservation of confidentiality may be affected by the employer’s duty to prevent discrimination in/at < Company Name Here > and by the alleged respondent’s right to know the nature of the complaint being made against them and who has made it so that they can respond.

If the investigation fails to find evidence to support the complaint, no documentation concerning the complaint will be placed on the file of the respondent. < Company Name Here > will retain all documentation for 12 months for informational purposes in the event that there is an internal appeal or a complaint filed with an outside agency.

Outcomes and Remedies

< Company Name Here > will act swiftly to ensure that the discriminatory practice is stopped as soon as possible and may remedy the situation in a number of ways. Where the investigation determines that discrimination has occurred or the matter has been successfully mediated, outcomes may include moving the respondent to another department, changing the respondent’s job duties, or a letter of apology. Actions taken to remedy a discriminatory situation should not have a negative effect on the complainant. The main concerns of the employer will be to ensure that the discrimination ends and to restore workplace harmony.

Appeal Process

Within 10 days from the result of the first round of investigation, either the complainant or the respondent may make a written request that an investigation be reviewed stating which aspect of the investigation is inadequate. The request must be submitted to CEO of < Company Name Here >, who will determine if the investigation is to be re-opened in order to address the concerns raised.

In case the appeal is taken up, then the investigation shall be completed within 15 working days by the same committee with the inclusion of an independent member. The result of the appeal shall be binding on the complainant, respondent and all related parties concerned for all purposes.

Special Circumstance and Exception

No exception to this policy is allowed. Any Deviation from this policy has to be approved by HR. Any changes to the policy has to be approved by Legal and Compliance.

Non-compliance and Consequence

Any instances of discrimination or favouritism with proper evidence that comes to or is brought to the notice of the management will be dealt with strictly in accordance with the terms of this policy and any other appropriate policies of the company.

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Disclaimer
This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. greytHR will not assume any legal liability that may arise from the use of this template.
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