Five stages, from the moment a concern is raised to the point it is closed.

Under Privileged Educational Welfare Society is committed to providing a safe, respectful, inclusive, and harassment-free environment for all individuals associated with the organization.

The organization recognizes that every individual has the right to work and participate in organizational activities with dignity and without harassment, intimidation, discrimination, or inappropriate conduct.

This policy establishes the organization’s mechanism for preventing, reporting, reviewing, and addressing allegations of workplace harassment. It applies to employees, volunteers, interns, Governing Body members, consultants, visitors, and other individuals engaged with the organization’s activities, as applicable.

The organization maintains a zero-tolerance approach towards harassment and will take reasonable and appropriate measures to prevent and address such conduct.

1. Provide a safe and respectful environment for all persons associated with the organization.
2. Prevent harassment and inappropriate behavior at the workplace and during organizational activities.
3. Define unacceptable conduct and workplace harassment.
4. Establish a clear mechanism for reporting complaints and concerns.
5. Ensure that complaints are handled fairly, confidentially, and without unnecessary delay.
6. Protect complainants and witnesses from retaliation or victimization.
7. Ensure that the person against whom a complaint is made is given an opportunity to respond.
8. Provide a fair process for reviewing allegations and taking appropriate action.
9. Promote awareness and responsible behavior among staff, volunteers, and other persons associated with the organization.

This policy applies to all persons associated with Under Privileged Educational Welfare Society, including but not limited to:

• Governing Body members
• Employees, if appointed in the future
• Volunteers
• Interns and trainees
• Consultants and service providers
• Program/project staff
• Visitors and persons participating in organizational activities
• Any other person working with or representing the organization

The policy applies to conduct occurring

• At the organization’s office
• During meetings and official activities
• During field visits and program activities
• At training sessions, workshops, seminars, and events
• During official travel or organizational assignments
• Through official communication channels
• In any other situation connected with the organization’s work or activities

For the purpose of this policy, harassment means unwelcome conduct, behavior, communication, or actions that violate a person’s dignity, create an intimidating, hostile, humiliating, or offensive environment, or otherwise constitute harassment under applicable law.

Harassment may include, depending on the circumstances:

• Unwelcome verbal comments or remarks
• Inappropriate jokes, gestures, or comments
• Unwelcome physical contact
• Sexual advances or requests
• Inappropriate messages, images, emails, or other communications
• Repeated unwanted attention or communication
• Threats, intimidation, or coercion
• Offensive comments regarding a person’s gender or dignity
• Abuse of authority or position
• Any other conduct that constitutes harassment under applicable law

The organization will not tolerate sexual harassment in any form.

Sexual harassment may include unwelcome sexual advances, requests for sexual favors, inappropriate sexual comments, gestures, physical contact, messages, images, or other conduct of a sexual nature that is unwelcome or inappropriate.

The organization will deal with complaints of sexual harassment seriously and in accordance with applicable Pakistani laws and regulations.

The organization will make reasonable efforts to prevent workplace harassment by:

1. Communicating this policy to persons associated with the organization.
2. Promoting respectful and professional behavior.
3. Encouraging individuals to report concerns at an early stage.
4. Maintaining confidentiality of complaints as far as reasonably possible.
5. Ensuring that complaints are not ignored or dismissed without appropriate consideration.
6. Reviewing the policy periodically and updating it where necessary.
7. Taking appropriate action when misconduct is established.

The Governing Body and management will provide appropriate oversight to ensure that the policy is implemented effectively.

Any person who believes that they have experienced harassment, or who becomes aware of a serious harassment concern, may report the matter to the organization.

A complaint may initially be made verbally or in writing. Where possible, written complaints should include:

• Name and contact details of the complainant
• Date and approximate time of the incident
• Location or circumstances in which the incident occurred
• Name of the person against whom the complaint is made
• Description of the incident or conduct
• Names of witnesses, if any
• Relevant documents, messages, photographs, or other evidence, where available
• Any other information considered relevant

The organization will handle harassment complaints with appropriate confidentiality.

Information relating to a complaint will only be shared with persons who need the information for the purpose of reviewing, investigating, resolving, or taking appropriate action on the matter, subject to applicable law.

The complainant, respondent, witnesses, and other persons involved are expected to respect the confidentiality of the proceedings.

Confidentiality does not prevent the organization from taking necessary action or complying with applicable legal requirements.

Upon receiving a complaint, the designated person or Governing Body representative will conduct an initial review to understand the nature of the concern.

The initial review may include:

• Recording the complaint
• Clarifying relevant facts
• Identifying immediate concerns
• Identifying potential witnesses
• Reviewing available evidence
• Determining the appropriate course of action

Where a formal investigation is required, the organization will ensure that the matter is reviewed fairly and objectively.

The person against whom the allegation has been made will be informed of the allegation, subject to confidentiality and applicable legal requirements, and will be provided a reasonable opportunity to respond.

The review may include:

1. Interviewing the complainant
2. Interviewing the respondent
3. Interviewing relevant witnesses
4. Reviewing documents and other available evidence
5. Considering written statements and communications
6. Preparing a record of findings

The organization will seek to avoid unnecessary delays while ensuring that the process is fair and reasonable.

If the organization determines that harassment or other inappropriate conduct has occurred, appropriate action will be taken based on the nature and seriousness of the matter.

Possible actions may include:

• Verbal or written warning
• Counseling or corrective guidance
• Written undertaking regarding future conduct
• Removal from a particular assignment or activity
• Suspension or termination of engagement, where applicable
• Removal from a volunteer role
• Reporting the matter to an appropriate authority where required
• Any other appropriate action permitted under applicable law and organizational rules

The action taken will be proportionate to the seriousness of the established conduct.

Retaliation against a person for making a genuine complaint, participating in an investigation, providing information, or supporting another person who has raised a concern is prohibited.

Retaliation may include:

• Threats or intimidation
• Unfair treatment
• Victimization
• Unjustified exclusion from organizational activities
• Threatening a person’s role or engagement
• Any other adverse action intended to punish a person for raising or supporting a genuine concern

The organization recognizes that complaints should be made responsibly and in good faith.

Where it is established through a fair review that a person deliberately made a false or malicious complaint with the intention of harming another person, appropriate action may be considered.

Any person responsible for reviewing or deciding a harassment complaint must disclose any actual or potential conflict of interest.

A person who is directly involved in the complaint, has a close personal relationship with a party to the complaint, or may otherwise be unable to act impartially should not participate in the decision-making process.

The Governing Body may designate another appropriate member or independent person to handle the matter where necessary.

The organization will maintain appropriate records relating to complaints and actions taken, subject to confidentiality and applicable legal requirements.

Records may include:

• Complaint received
• Date of complaint
• Relevant correspondence
• Statements and evidence
• Investigation/review notes
• Findings
• Decision or action taken
• Closure of the matter

16.1 Governing Body

The Governing Body is responsible for:

• Providing overall oversight of this policy
• Ensuring that complaints are taken seriously
• Ensuring that appropriate action is taken
• Approving amendments to the policy
• Addressing conflicts of interest
• Ensuring that the organization maintains a safe and respectful environment

16.2 President

The President provides overall leadership and ensures that serious complaints receive appropriate attention and that decisions are made in accordance with organizational requirements.

Where the President is directly involved in a complaint, another appropriate Governing Body member will handle the matter.

16.3 General Secretary

The General Secretary may receive complaints, maintain relevant records, coordinate the review process, and place significant matters before the Governing Body, subject to confidentiality and conflict-of-interest requirements.

16.4 Volunteers and Other Persons Associated with the Organization

All volunteers, staff, Governing Body members, and other persons associated with the organization are expected to:

• Treat others with dignity and respect
• Avoid inappropriate conduct
• Comply with this policy
• Report serious concerns where appropriate
• Cooperate honestly with any authorized review or investigation

After reviewing the complaint and available information, the organization will determine an appropriate outcome.

The outcome may include:

• No further action where the complaint is not substantiated
• Informal resolution where appropriate and agreed
• Corrective action
• Disciplinary action
• Referral to an appropriate authority where required

The complainant and respondent will be informed of the outcome to the extent appropriate and permitted by confidentiality and applicable law.

Where appropriate, a person who believes that the complaint was not handled fairly may request a review by the Governing Body or another person designated by it.

The review should identify the grounds for requesting reconsideration, such as a significant procedural issue or relevant information that was not previously considered.

This policy will be implemented in accordance with applicable laws and regulations of Pakistan relating to workplace harassment, employment, dignity, equality, and protection of individuals.

The Governing Body will review this policy periodically to ensure that it remains appropriate for the organization’s activities and applicable legal requirements.

Any amendment to this policy will be considered and approved by the Governing Body through a formal resolution.

The latest approved version will be maintained in the organization’s records and communicated to relevant persons.

This Workplace Harassment Policy shall become effective upon approval by the Governing Body of Under Privileged Educational Welfare Society.