Policy for Internal Complaint Committee (ICC) – Sexual Harassment Prevention, Prohibition, and Redressal

Introduction: This policy is designed to prevent, prohibit, and provide redressal for sexual harassment of women at the workplace, in accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition, and Redressal) Act 2013.

Definition of Sexual Harassment:
Sexual harassment is defined as any unwelcome conduct of a sexual nature, explicit or implicit, which violates the dignity of a woman at the workplace. It includes physical, verbal, non-verbal, or any other form of unwelcome behavior that creates a hostile, intimidating, or offensive work environment.

Structure of the Internal Complaint Committee (ICC):
The ICC will be constituted as per the guidelines of the Act. It will consist of the following members:

Functions of the Internal Complaint Committee:
The ICC will be responsible for the following functions:
• Receiving and addressing complaints of sexual harassment in a prompt, impartial, and confidential manner.
• Conduct inquiries and investigations into complaints.
• Recommending appropriate actions to the management based on the findings of the inquiry.
• Providing support and guidance to the complainant throughout the process.
• Raising awareness about sexual harassment prevention through training and workshops.
• Taking appropriate actions to prevent sexual harassment in the workplace.

Preventive Measures:
The ICC will implement preventive measures to create a safe and respectful work environment, including:
• Conduct regular awareness programs to educate employees about sexual harassment, its consequences, and preventive measures.
• Developing and implementing policies, guidelines, and procedures to prevent sexual harassment.
• Displaying informative posters, handbooks, and contact details of the ICC in prominent locations within the workplace.
• Promoting a culture of respect, equality, and zero-tolerance towards sexual harassment through training and workshops.
• Encouraging the reporting of any incidents of sexual harassment without fear of retaliation.

Remedial Measures:
In case a complaint of sexual harassment is substantiated, the ICC may recommend the following remedial actions:
• Counselling or mediation for the parties involved, if feasible.
• Disciplinary action against the harasser, including warnings, suspension, transfer, or termination, as per the organization’s policies.
• Providing necessary support and protection to the complainant.
• Implementing appropriate measures to prevent retaliation against the complainant.

Rules and Procedures:
The ICC will follow fair and transparent procedures while dealing with complaints, which will include:

• Maintaining confidentiality at all stages of the proceedings.
• Ensuring the complainant and the respondent have a fair and impartial hearing.
• Completing the inquiry process within a reasonable timeframe.
• Maintaining records of all complaints, actions taken, and their outcomes.
• Providing periodic reports to the management on the functioning of the ICC.

Exceptions:

No exceptions or exemptions will be granted to any employee, irrespective of their position, seniority, or influence within the organization. All employees will be held accountable for their actions and behaviour.

How to Lodge a Complaint?
Employees who experience or witness sexual harassment can lodge a complaint by following the designated procedure:
• Submitting a written complaint to the ICC or any member of the ICC.
• The complaint should include specific details of the incident(s), names of individuals involved, and any supporting evidence if available.

Penalties:
Any employee found guilty of sexual harassment will be subject to disciplinary action, including but not limited to:
• Warning or reprimand.
• Suspension without pay.
• Transfer to another department or location.
• Demotion.
• Termination of employment depending on the severity of the offense and as per the organization’s policies and relevant laws.

The ICC will ensure that appropriate penalties are imposed on the harasser, in accordance with the Act and the organization’s policies, to deter future incidents of sexual harassment.

This policy will be communicated to all employees through various channels, including employee handbooks, orientation programs, and the company intranet. Regular training and awareness programs will be conducted to reinforce the importance of maintaining a safe and respectful workplace for all employees.
The ICC will review and update this policy as necessary to align with any changes in the law or best practices related to preventing and addressing sexual harassment at the workplace.