The purpose of the Dignity at Work policy is to ensure that we maintain a culture in which everyone is treated with dignity and respect and can fulfil their true potential. It gives examples of behaviours that are unacceptable and are regarded as harassment, sexual harassment, bullying, or victimisation, and the steps that the Institute would take to address this behaviour should it ever occur.
The Institute hopes that the implementation of this policy means that no person should need to raise concerns. However, if you do need to raise concerns, we want to make sure that you feel able to do so without fear and are supported throughout the process.
Contents
1.0 Scope
2.0 Purpose
3.0 Policy
3.1 Definitions
3.2 Harassment – definition
3.3 Sexual Harassment – definition
3.4 Bullying – definition
3.5 Victimisation – definition
3.6 Micro-aggressions
3.7 Cyber Bullying
4.0 Responsibilities
4.1 All RTPI colleagues
4.2 Managers
5.0 Third parties
6.0 Procedure
6.1 Informal procedure for colleagues
6.2 Formal procedure
7.0 Support
8.0 Related documents
9.0 Monitoring and review of the Policy
1. Scope
This policy applies to all colleagues of the Royal Town Planning Institute. Members, volunteers, third party visitors and contractors are also required to comply with the central tenet of this policy.
2. Purpose
The purpose of the Dignity at Work policy is to ensure that we maintain a culture in which everyone is treated with dignity and respect and can fulfil their true potential. It gives examples of behaviours that are unacceptable and are regarded as harassment, sexual harassment, bullying, or victimisation, and the steps that the Institute would take to address this behaviour should it ever occur.
The Institute hopes that the implementation of this policy means that no person should need to raise concerns: if, however, you do need to raise concerns, we want to make sure that you feel able to do so without fear and are supported throughout the process.
3. Policy
The RTPI is committed to promoting a working environment based on dignity, trust and respect, and one that is inclusive and free from discrimination, harassment, sexual harassment, bullying or victimisation. We also have a duty of care to ensure that our colleagues can work in a safe environment and enjoy quality of working life.
Everyone has a responsibility to both understand and abide by this policy, including taking appropriate action, should they witness such behaviours. Managers have a responsibility to challenge inappropriate behaviour, respond promptly and consistently, and lead by example. All allegations of bullying, harassment, sexual harassment and victimisation will be taken seriously. The working environment includes all areas where there is interaction with colleagues, third parties, volunteers and members, within and outside the office, and includes work-related events outside of normal working hours and/or offsite venues.
We believe that a culture of equity, diversity and inclusion not only benefits our organisation but supports wellbeing and enables our colleagues to work better because they can be themselves and feel that they belong. This policy accompanies our Equity, Diversity and Inclusion (EDI) policy where further details can be found.
The Institute intends that by implementing this policy no person within the Institute or engaging with the Institute will be subjected to bullying, harassment, sexual harassment or victimisation, and a culture of respect and professionalism will be maintained.
3.1. Definitions
Harassment, sexual harassment., bullying and victimisation may be against one or more people and may involve single or repeated incidents across a wide spectrum of behaviour, ranging from extreme forms of intimidation, such as physical violence, to more subtle forms such as ignoring someone.
Examples include:
- Unwanted physical contact; invasion of personal space
- Unwelcome remarks about a person’s age, dress, appearance, race or marital status, jokes at personal expense, offensive language, gossip, slander, sectarian songs and letters
- Isolation or non-cooperation and exclusion from social activities
- Pressure to participate in political/religious groups
- Personal intrusion from pestering, spying and stalking
- Persistent unwarranted criticism
- Personal insults
- Cyber bullying
The negative effect on an individual subjected to harassment, sexual harassment, bullying and victimisation can be profound, and can lead to poor performance, stress, anxiety, lack of self-worth and depression. Bullying and harassment can occur at the more severe end of the workplace incivility spectrum but is a spectrum that also includes acts such as rude verbal and nonverbal behaviours or micro-aggressions. It not only affects individuals but impacts teams and organisations. Some of these behaviours stem from things such as power imbalance, lack of respect, prejudice, ignorance, cultural norms, and the need for control. Understanding some of the root causes of harassment and bullying helps everyone to work towards maintaining the healthy working environment that the Institute strives to always provide.
Colleagues, volunteers and other third parties can still chat and have fun, but offensive behaviour that intimidates or belittles isn’t acceptable, even if it’s intended to be ‘banter’.
An ‘off the cuff’ thoughtless remark, may not be intended as harassment and can sometimes be dealt with ‘in the moment’ with a direct response to the other party that ends the matter with an apology from them.
If it was felt that the ‘off the cuff remark’ was intended to harass, or these remarks have occurred on more than one occasion then this is harassment, and this will not be tolerated. Colleagues must bring this to the attention of their manager and/or a member of the Human Resources team.
If colleagues are not comfortable raising the matter informally, or if it is not appropriate, then the formal procedure outlined below in 6.2 should be followed.
3.2. Harassment – Definition
Under the Equality Act 2010, harassment is defined as “any unwanted conduct related to a relevant protected characteristic, and which violates a person’s dignity or has the purpose or effect of creating an intimidating, hostile, degrading, humiliating or offensive environment”.
The protected characteristics are:
- Age
- Disability
- Gender reassignment
- Marriage and Civil partnership
- Pregnancy and maternity
- Race
- Religion or belief
- Sex
- Sexual orientation
The Equality Act 2010 is not applicable in Northern Ireland. Anti-discrimination legislation is devolved with separate regulations but the principles are broadly similar.
3.3. Sexual Harassment – Definition
Under the Worker Protection (Amendment of Equality Act 2010) Act 2023 Sexual Harassment is unwanted conduct of a sexual nature which has the purpose or effect of violating a worker’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that worker. It also covers treating someone less favourably because they have submitted to, or refused to submit to, unwanted conduct of a sexual nature or in relation to gender reassignment or sex.
Sexual Harassment may be committed by a fellow worker, an agent of an organisation, or a third party. It does not need to occur in person. Sexual harassment can occur via digital means, including social media sites or channels.
Examples of sexual harassment include, but are not limited to:
- sexual comments or jokes, which may be referred to as “banter”
- displaying sexually graphic pictures, posters or photos
- suggestive looks, staring or leering
- propositions and sexual advances
- making promises in return for sexual favours
- sexual gestures
- intrusive questions about a person’s private or sex life or a person discussing their own sex life
- sexual posts or contact in online communications, including on social media
- spreading sexual rumours about a person
- sending sexually explicit emails, text messages or messages via other social media
- unwelcome touching, hugging, massaging or kissing
3.4. Bullying – Definition
Bullying can be defined as offensive, insulting, intimidating or malicious behaviour, an abuse or misuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.
3.5. Victimisation – Definition
Victimisation is defined in the Equality Act 2010 as treating someone badly because they have done a 'protected act' (or because you believe that a person has done or is going to do a protected act). A 'protected act' is regarded as ‘making a claim or complaint of discrimination’ (under the Equality Act).
3.6. Micro-aggressions
Microaggressions are the everyday verbal, nonverbal, and environmental slights, snubs, or insults, whether intentional or unintentional, which communicate hostile, derogatory, or negative messages to target persons based solely upon their marginalized group membership. Microaggressions can be verbal or non-verbal and intentional or unintentional. Some examples, taken from an Inclusive Employers article, are included below.
- That eye roll when a certain colleague contributes to a
- Always picking up the phone when a particular colleague presents in a
- Shaking hands with the White colleague first, assuming they are the most senior person in the room, instead of the Black or younger
- Continually speaking over a colleague
- “You’ve done well for someone your age”
- “You are gay? Oh, I didn’t know, sorry. What a waste!”
- Saying “You don’t look disabled!” to someone who has a disability
- “Your English sounds so good” / “you sound so articulate”
- “Where are you really from?!”
- “I love your hair… can I touch it?”
- “Why do you have to be so loud / animated?”
3.7. Cyber Bullying
Cyber bullying is a term used to refer to bullying through electronic media. When sending emails, instant messaging and texts, all colleagues should consider the content and appropriateness of the communications and never use language which would be deemed to be offensive to others in a face to face setting.
If instances of what might be perceived as electronic harassment or bullying are reported, such instances will be dealt with in the same way as if they had taken place in a face-to-face setting.
4. Responsibilities
4.1. All RTPI Colleagues
All colleagues are responsible for promoting a culture of dignity and mutual respect and for taking action if they witness inappropriate behaviour. Tackling unacceptable behaviour relies on everyone taking action, including observers, onlookers and bystanders. So, if you see or experience any of the above behaviours, don’t ignore it, or tolerate it, or suffer in silence.
You should follow the procedure outlined below if you observe or experience harassment, sexual harassment, bullying or victimisation. All allegations will be dealt with speedily, taken seriously, treated sensitively and confidentially. We may need to take action that cannot always preserve total confidentiality, but any such action will not be taken without first consulting with the individual who reported the matter.
4.2. Managers
Managers must lead by example and demonstrate strong values that communicate their commitment to a climate of dignity and respect. They must:
- Call out conversations that ‘cross the line’ or are at risk of doing so;
- Instil in their teams that harassment, sexual harassment and bullying should be reported and that it is ok to do so;
- Know how to respond if a colleague approaches them with concerns and ask for support from their line manager or the HR team if unsure; and
- Ensure that new team members understand the policy.
Managers are responsible for fostering a culture in which behaviours which create a culture of respect are expected. It is important that managers act if they witness any inappropriate behaviour or take advice from their line manager or the HR team if they are not sure how to approach the matter.
5. Third Parties
Third party bullying, harassment, sexual harassment or victimisation of RTPI colleagues is unlawful and will not be tolerated. The law requires the RTPI to take steps to prevent bullying, harassment, sexual harassment and victimisation and we are committed to doing so.
If a colleague complains of bullying, harassment. sexual harassment or victimisation at work by a person not employed by the Institute, this includes, members, volunteers, suppliers and contractors, then the RTPI will request that this is investigated by appropriate parties and take reasonable steps to protect colleagues from any further harassment, sexual harassment, bullying or victimisation.
If an allegation is made against an RTPI Volunteer, it will be investigated, and the Volunteer Problem Solving Procedure may be instigated, or it may be referred to the Conduct and Discipline Panel if appropriate.
If an allegation is made against an RTPI Member who is not employed by the Institute, it will be investigated and may be referred Conduct and Discipline Panel with reference to the Code of Professional Conduct.
If a third party complains of bullying, harassment, sexual harassment or victimisation by one of our colleagues, then the complaint will be investigated and the Disciplinary Policy and Procedure may be instigated.
6. Procedure
All complaints will be dealt with confidentially as far as possible. However, the RTPI has an overriding duty of care as an employer to look after the health, safety, and welfare of all colleagues. Therefore, if a serious complaint is brought to our attention, we will have a duty to ensure it is investigated and appropriate steps are taken. In these circumstances, the matter will be dealt with as sensitively as possible, and support will be provided to colleagues as appropriate.
6.1. Informal procedure for colleagues
Dealing with concerns informally means taking steps to resolve it without using the formal grievance procedure. In some instances, minor issues can be resolved informally, for example, a disagreement with, or an insensitive comment made by a colleague.
Certain behaviour or actions may be acceptable to one individual while unacceptable to another. Behaviour can be unacceptable if it causes offence, even if offence was not intended.
6.1.1. If you have experienced behaviour that affected your dignity at work
If you feel able to, then often the quickest and most effective means of dealing with a minor issue is to raise the matter informally with the person or persons concerned, explaining that their behaviour is unacceptable. If this can be done at the time of the incident or soon after, then this is the most effective way of informally dealing with unacceptable behaviour. It will often generate an apology, and the other party may feel some remorse at their actions or words, never to be repeated.
Support is always available from line management or a member of the Human Resources team. It sometimes helps to talk confidentially about an incident that has occurred, to allay any further worries, feel sure that you tackled the matter appropriately, and feel confident that the complaint is resolved. In some cases, you may feel more comfortable arranging a confidential discussion with your manager or a member of the Human Resources team to raise the matter informally and talk through possible ways forward.
One of the informal options available could be a mediation meeting. This is a voluntary impartial process that can be arranged by HR and can be used in cases where both parties are willing to participate with a view to resolving the concerns.
It is recognised that there may be times when you feel that your dignity at work has been impacted by a situation or a workplace policy rather than the action of an individual and raising the matter informally under this procedure will allow options to resolve the matter to be considered.
6.1.2. If you witnessed behaviour that affected your or another’s dignity at work
If you witness behaviour that does not comply with the Dignity at Work policy, it is important that you don’t ignore it. If you don’t feel able to approach an individual concerning their behaviour, ask for an informal discussion with your line manager or Human Resources to discuss the concern so that the most appropriate way forward can be considered.
6.2. Formal procedure
If an informal approach doesn’t work, or is not appropriate due to the nature of the behaviour, then the formal stage of the Grievance Policy and Procedure should be followed.
If you have witnessed or experienced improper conduct of a serious nature and do not feel able to raise it using this procedure or the Grievance Policy and Procedure, please refer to the Protected Disclosure (Whistleblowing) Policy and Procedure which includes details of a confidential hotline provided by SafeCall.
7. Support
If further information, support or guidance is required Human Resources should be contacted.
There is also an employee assistance line through Health Assured to speak to someone confidentially outside of the workplace.
The Institute will take all reasonable steps to fully investigate all allegations of harassment, sexual harassment, bullying and victimisation, with sensitivity and as much confidentiality as possible, and take the necessary steps to protect all colleagues in its employment.
8. Related documents
- Grievance Procedure
- Disciplinary and Capability Procedure
- Equity, Diversity & Inclusion policy
- Protected Disclosure (Whistleblowing) Policy and Procedure
9. Monitoring and Review of the Policy
This policy will be reviewed and amended in line with legislation and will be subject to a formal review every three years by the Human Resources department.