RESPECT IN THE WORKPLACE POLICY - Agriculture Fairness Alliance

Agriculture Fairness Alliance

Last Updated: October 25, 2022

The following is an internal policy of AFA.

Parts of this policy were shared by ACE in order to promote safe and respectful communications as we advocate for animals, the environment, and a sustainable plant-centered agriculture system that is fair to all.

Agriculture Fairness Alliance recognizes everyone’s inherent worth and is committed to providing a professional and safe work environment free from discrimination, bullying and non-sexual harassment, sexual and gender-related harassment, other inappropriate conduct, and retaliation (summarized as “discrimination and harassment” throughout the rest of this policy).

Discrimination and harassment can have significant negative effects on the mental, emotional, and physical wellbeing of the individuals experiencing these harmful behaviors and may also affect the wellbeing of bystanders witnessing these harmful behaviors. In addition to their insidious effects on individuals, discrimination and harassment also harm team morale; the overall culture, productivity, and long-term sustainability of the organization; and, ultimately, our ability to carry out our organizational mission to have a beneficial effect on animals and the environment.

We have therefore developed this policy, which is adapted from a policy written by ACE, to demonstrate our commitment to complying with all non-discrimination and anti-harassment laws in all of the countries in which we operate and to create an organizational culture in which everyone is treated with dignity and respect.

People To Whom This Policy Applies

This policy, prohibiting discrimination and harassment, applies to all AFA employees, interns, fellows, select contractors, and board members (hereafter referred to as “AFA Team Members”). AFA Team Members are expected to implement this policy in relation to each other and “AFA Clients” (advisory board members, donors, partners, consultants, vendors, volunteers, supporters, and all other parties with whom we may interact on business grounds).

AFA Clients are not bound by the policy as they are largely external and outside of AFA’s direct purview, but if an AFA Client not subject to this policy is found to have acted inappropriately with an AFA Team Member, AFA will address the situation with the same gravity as internal matters and proceed in the manner most reasonable and appropriate under the circumstances.[LR1]

Communal Responsibilities

Every AFA Team Member is responsible for contributing to a positive work environment and maintaining a professional and respectful workplace.

As such, all AFA Team Members who become aware of discrimination or harassment in the workplace (further defined below in “Policy Scope”)—even if they are not directly involved—are expected to report it to their department lead, any other department lead, one of the three specially-trained “designated people” (further defined below in “Designated People”), or the Executive Director. It is then the responsibility of the party receiving the claim to address the situation seriously and with prompt attention, intervening as necessary.

Policy Scope

This policy addresses the conduct of AFA Team Members in the workplace. “The workplace” is defined as any place where work-related activities occur, including physical work premises (though at the moment, AFA operates remotely), work-related meetings, work-related conferences, work-related training sessions, work-related travel, work-related social functions, and work-related electronic communication (such as email, chat, text, phone calls, and virtual meetings). The workplace includes any of the aforementioned activities in any of the countries AFA Team Members regularly work, as well as any countries they may visit on behalf of work.

Policy Updates

This policy was developed with the intention to foster a safe and respectful workplace. As AFA grows and learns, this policy may be periodically adapted to strengthen this commitment. If changes are made, AFA Team Members will be duly informed and then asked to read and sign a document confirming their understanding of the policy again. Updates to this policy will be made by the Managing Director and any questions may be brought to their attention.

Policy Prohibitions

AFA prohibits discrimination, bullying and non-sexual harassment, sexual and gender-related harassment, other inappropriate conduct, and retaliation, as described below.

Discrimination

Discrimination is the differential treatment of or hostility toward an individual on the basis of certain characteristics (called “protected classes” in some countries), such as race, color, ethnicity, religion, sex, gender identity or expression, sexual orientation or preferences, pregnancy or parental status, marital status, national origin, citizenship, amnesty, veteran status, age, ability, genetic information, or any other factor that is legislatively protected in the country in which the individual works.

AFA extends its definition of discrimination to include the differential treatment of or hostility toward anyone based on any characteristics outside of one’s professional qualifications, such as socioeconomic status, body size, dietary preferences, political views or affiliation, or other belief- or identity-based expression, and prohibits discrimination on these grounds as well.

Discrimination on the basis of “protected classes” or other legislatively prohibited grounds is illegal when it influences decisions such as hiring, firing, layoffs, compensation, benefits, promotions, advancement opportunities, or other terms or conditions of employment.

Sexual and Gender-Related Harassment

Sexual harassment is defined as unwelcome sexual advances; requests for sexual favors; and other physical, verbal, and nonverbal behaviors of a sexual nature when submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment; submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting the targeted individual; or such conduct has the purpose or effect of interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment may include both subtle and not-so-subtle behaviors and may involve individuals of the same or different genders, or those who don’t identify with a specific gender. Sexual harassment is inappropriate and illegal in many countries.

Harassing conduct based on gender is often, but not always, sexual in nature. For example, a manager’s discipline of people of a particular gender identity could also constitute discrimination if such behavior is the result of that manager’s biases. Gender policing is another example, and is defined as engaging in physical, verbal, or nonverbal harassment of an individual based on their gender identity or expression. Repeatedly misgendering someone could also constitute harassment.

Examples of sexual and gender-related harassment include, but are not limited to:

Unwelcome physical contact, including touching, patting, pinching, grabbing, stroking, kissing, hugging, or brushing against another’s body
Whistling, leering, or other sexually-suggestive gestures
Stories, teasing, jokes, or innuendo with a sexual tone
The sending of sexually explicit messages or display of sexually explicit material
Comments about one’s body, sexual activity, sexual prowess, or sexual deficiencies
Unwanted flirtations, sexual advances, or propositions for dates
Pressure for sexual activity or the use of threats or rewards to solicit sexual favors
Insults based on one’s sexual orientation, sex, gender identity, or gender expression
Gender policing
Repeatedly misgendering someone
Physical violence, including sexual assault

AFA recognizes that sexual and gender-related harassment can be the manifestation of power relationships and while they often occur by an individual having power over another, they can occur between two or more people regardless of their sex, gender identity, or gender expression and whether or not they are in a position of power.

For guidelines during business travel, please refer to the AFA Travel Policy.

Retaliation

Retaliation against an individual or individuals for reporting discrimination or harassment, for participating in an investigation of a claim, or for being otherwise associated with a claim is a serious violation and, like discrimination and harassment, will be subject to disciplinary action.

Retaliation may take the form of bullying and harassment, creating a hostile work environment, ostracizing or excluding the individuals involved from regular business matters, making material changes to the terms and conditions of the individuals’ employment, firing the individuals, or otherwise punishing the individual or individuals via other means.

Retaliation will not be tolerated by any party at any level. Retaliatory acts should be swiftly reported to any department lead, one of the three “designated people,” or the Executive Director. Retaliation claims will be taken as seriously as discrimination and harassment claims and promptly addressed.

Note that deliberately false accusations are a serious matter that will result in disciplinary action and which is differentiated from retaliation because of the intent of the accuser. However, an unproven allegation does not mean that the conduct did not occur or that there was a deliberately false allegation—it may simply mean that there was not enough evidence to determine the veracity of the claim or proceed further at that time.

Reporting Process

Whenever possible, AFA encourages individuals who have been subjected to or have witnessed discrimination and harassment to promptly and clearly advise the alleged offender that their behavior is unwelcome and request that it stop.

However, if one doesn’t feel comfortable approaching the alleged offender, if the alleged offender continues the behavior even after being asked to stop, or the behavior constitutes a serious offense, the situation must rise to the attention of AFA leadership.

Making a Claim

While AFA has not established a fixed reporting period, AFA encourages the prompt reporting of any claims of discrimination or harassment so that it can be addressed rapidly. All allegations of discrimination or harassment will be taken seriously and attended to promptly. There will be no retaliation for bringing forward a sincere claim.

Anyone bringing a claim has the option to do so with any department lead, one of the three “designated people,” or the Executive Director (though if the claim is brought to someone other than one of the “designated people,” then it is the responsibility of the person receiving the claim to inform the “designated people” that a claim has been made, as the three “designated people” are responsible for record-keeping, as described in a following section).

Individuals are not required to file their claim with their direct manager before bringing the matter to a department lead, “designated person,” or the Executive Director. In the event that the person receiving the claim has a conflict of interest with either the person bringing the claim or the alleged offender, they will excuse themselves from examining the matter and another department lead, “designated person,” or the Executive Director will take over.

The department lead, “designated person,” or Executive Director overseeing the matter will then work with the person bringing the claim to gather as many details as possible, including the date, time, descriptions of the incident(s), and witnesses, if any. AFA encourages people to record all perceived incidents of discrimination and harassment as they occur, no matter how small, as such records are helpful for providing context during an inquiry or investigation later.

The department lead, “designated person,” or Executive Director will then in consultation with another department lead, “designated person,” or the Executive Director (if they are not already participating), determine the best way to resolve the matter and implement next steps as necessary. This consultation step is intended to provide a form of checks and balances during the decision-making process as a resolution is sought.

Next steps may include taking immediate corrective action (described further in “Discipline”), proceeding with a formal investigation, or dismissing the claim if there is insufficient evidence to proceed at that time. The department lead or “designated person” will attempt to achieve an outcome satisfactory to the person bringing the claim and most appropriate for the situation.

Formal Investigations

Depending on the severity of the matter, the organization may undertake a formal investigation.

A committee may be formed to conduct the investigation, which would include interviews of the person bringing the claim, the alleged offender, and any witnesses named by either.

During the course of an investigation, AFA may implement interim measures as necessary. Measures may include temporarily reassigning or placing the alleged offender on leave until the outcome of the investigation is determined. If the alleged offender is found in violation of this policy, they will face disciplinary action (described further in “DISCIPLINE“).

Confidentiality and Record-Keeping

Discrimination and harassment claims will be kept as confidential as reasonably possible. Some information may need to be shared by the person who has received the claim during the course of an inquiry or investigation, particularly during the consultation phase with another department lead, “designated person,” or the Executive Director.

If the person bringing the claim specifically asks for their claim to be kept hidden from certain parties, the department lead, “designated person,” or Executive Director overseeing the matter will do their best to honor that request, provided it does not compromise the safety of the individual or other individuals or the legal compliance or integrity of the organization.

Records will be kept in a confidential file under the purview of the three “designated people” (unless there is a conflict of interest with one of those parties in which case the other will keep a private file for that particular claim). One board representative will also have access to this file to increase oversight and accountability.

Records will not be filed under individual personnel records but rather in a file totaling all discrimination and harassment claims as a method of identifying patterns of behavior by alleged offenders. Records will also be kept for reference as needed in potential legal matters pursued by the individuals involved or the organization.

Non-Disclosure, Non-Disparagement, and Non-Defamation Agreements

AFA does not ask or require people making claims of discrimination and harassment to enter into non-disclosure agreements (where parties do not share any information about the alleged incident) in regard to any claims and resulting investigations of the alleged incident.

AFA may agree to a mutual non-disparagement agreement (where parties do not share any negative information about each other, but positive or neutral information is allowed) regarding an allegation of discrimination or harassment if requested by a team member. AFA may also ask a party to enter into a non-defamation agreement (which prohibits untrue negative statements) regarding an allegation of discrimination or harassment, to protect alleged victims or survivors. We only wish to use these types of agreements in cases where they are protective of our team members and the values included in this Respect in the Workplace Policy—never to silence victims or survivors.

Discipline

If an AFA Team Member is found to be in violation of this policy—whether affecting another AFA Team Member or an AFA Client—they will face disciplinary action. While no policy can prescribe what should be done on every occasion because circumstances vary, disciplinary actions will be determined regardless of one’s title or position and may include a referral to counseling, mandatory training, a verbal or written warning, a written reprimand, the withholding of a promotion or a pay increase, a reduction in wages, demotion, reassignment, suspension without pay, termination, or other consequences.

Similarly, deliberately false accusations are equally serious and will also result in disciplinary action. However, an unproven allegation does not mean that the conduct did not occur or that there was a deliberately false allegation—it may simply mean that there was not enough evidence to determine the veracity of the claim or proceed further at that time.

Offenses by Non-AFA Parties

If the alleged offender is not an AFA Team Member subject to this policy, but rather an AFA client or another party, AFA will address the situation with the same gravity as internal matters and proceed in the manner most reasonable and appropriate under the circumstances.

RESPECT IN THE WORKPLACE POLICY

Last Updated: September, 2021

The following is an internal policy of AFA.

Parts of this policy were shared by ACE in order to promote safe and respectful communications as we advocate for animals. (also our little blue dot human animals, our future.)

People To Whom This Policy Applies

Communal Responsibilities

Every AFA Team Member is responsible for contributing to a positive work environment and maintaining a professional and respectful workplace.

Policy Scope

Training

AFA will provide this policy to AFA Team Members at the time of their onboarding, thereafter on an annual basis, and as otherwise legally required. They will be asked to sign a document indicating that they have read and understood the policy. It is the responsibility of each department lead to ensure the members of their team understand this policy in full.

In addition, AFA will provide formal training to AFA employees at the time of their onboarding and as otherwise legally required. Training may be administered in a classroom setting, through interactive e-learning, or through a live webinar and will meet all necessary legal requirements.

Policy Updates

Designated People

AFA has selected three employees to act as “designated people.” “Designated people” have completed specialized training and are therefore qualified to receive discrimination or harassment claims. They also have access to an external expert support system as needed.

Policy Prohibitions

AFA prohibits discrimination, bullying and non-sexual harassment, sexual and gender-related harassment, other inappropriate conduct, and retaliation, as described below.

Discrimination

Bullying and Non-Sexual Harassment

Non-sexual harassment (from here on out “harassment”) refers to unwelcome conduct,including physical, verbal, and nonverbal behaviors that upset, demean, humiliate, intimidate, or threaten an individual or group. Harassment may occur in one incident or many, and if these behaviors become habitual and have hostile intent, then they are described as bullying.

Bullying and harassment have the purpose or effect of interfering with an individual’s work performance, adversely affecting an individual’s employment opportunities, and denying an individual’s dignity and respect. Harassment is illegal when the conduct is related to certain characteristics (in some countries described as “protected classes”), when enduring the conduct becomes a condition of employment, or the conduct is so severe or pervasive that it creates an intimidating, hostile, or offensive work environment.

Examples of bullying and harassment include, but are not limited to:

· Gaslighting

· Verbal aggression or yelling

· Spreading malicious rumors

· Epithets, slurs, or negative stereotyping

· Humiliation in front of colleagues, such as subjecting one to practical jokes or ridicule

· Offensive jokes or comments about a person’s ability, age, color, creed, gender, sexual orientation, or other characteristics that undermine the person’s role

· The display or distribution of material showing hostility or aversion toward an individual or group in the workplace, on organization time, or using the organization’s equipment

· The exercising of, attempt to exercise, or threat to exercise physical force against an employee in the workplace that causes or could cause physical injury to the employee

Bullying and harassment can be the manifestation of power relationships and while they often occur by an individual having power over another, they can also occur between two or more people regardless of whether or not they are in a position of power. AFA encourages everyone to be conscious of power dynamics, but especially those most susceptible to experiencing them, such as managers with direct reports or philanthropy staff and donors.

Sexual and Gender-Related Harassment

In addition, actions that are typically only socially acceptable for people of certain genders, such as “roughhousing,” male-on-male rowdiness, or phrases such as “Hey, man” are exclusionary and can reinforce sexist norms. While AFA does not classify such behaviors as sexual or gender-related harassment, AFA encourages its staff to recognize and minimize these actions and help each other to do so as well.

Examples of sexual and gender-related harassment include, but are not limited to:

· Unwelcome physical contact, including touching, patting, pinching, grabbing, stroking, kissing, hugging, or brushing against another’s body

· Whistling, leering, or other sexually-suggestive gestures

· Stories, teasing, jokes, or innuendo with a sexual tone

· The sending of sexually explicit messages or display of sexually explicit material

· Comments about one’s body, sexual activity, sexual prowess, or sexual deficiencies

· Unwanted flirtations, sexual advances, or propositions for dates

· Pressure for sexual activity or the use of threats or rewards to solicit sexual favors

· Insults based on one’s sexual orientation, sex, gender identity, or gender expression

· Gender policing

· Repeatedly misgendering someone

· Physical violence, including sexual assault

For guidelines during business travel, please refer to the AFA Travel Policy.

Other Inappropriate Conduct

Other inappropriate conduct is described as disrespectful or disruptive behaviorsuch as repeatedly interrupting colleagues during conversations or meetings, disregarding others’ opinions, taking credit for others’ work, cruelly chastising or mocking others, using inflammatory language with the intention to intimidate or make others uncomfortable, speaking in elevated tones, and otherwise acting in a manner that harms others or the work.

Retaliation

Reporting Process

Making a Claim

The department lead, “designated person,” or Executive Director will thenin consultation with another department lead, “designated person,” or the Executive Director (if they are not already participating), determine the best way to resolve the matter and implement next steps as necessary. This consultation step is intended to provide a form of checks and balances during the decision making process as resolution is sought.

Next steps may include taking immediate corrective action (described further in the “Discipline” Section below), proceeding with a formal investigation, or dismissing the claim if there is insufficient evidence to proceed at that time. The department lead or “designated person” will attempt to achieve an outcome satisfactory to the person bringing the claim and most appropriate for the situation.

Formal Investigations

Depending on the severity of the matter, the organization may undertake a formal investigation.

A committee may be formed to conduct the investigation, which would include interviews of the person bringing the claim, the alleged offender, and any witnesses named by either.