What should employers know about creating a workplace domestic violence policy?
The Corporate Alliance to End Partner Violence (CAEPV) says that employers who take on the challenge of addressing domestic violence as a workplace issue are true leaders. Today, more and more organizations are either developing a workplace domestic violence policy or are incorporating elements of such a policy into existing policies, such as time-off policies and safety policies. Although there are many ways to create a successful workplace domestic violence policy, the CAEPV suggests that organizations go through the following six steps:
Step 1: Organize a multidisciplinary team to oversee the process. A multidisciplinary team allows the stakeholders in different areas of the company to plan for program implementation in a way that works best for the organization. The stakeholder group should establish a realistic action plan and timeline for implementing the program and should include representatives from the following corporate areas: HR; health and medical; legal; security; internal communications; public or media relations; community outreach; employee assistance programs; and unions. The CAEPV then suggests that the team answer the following questions to outline exactly what the organization's goal in creating a domestic violence policy is:
- How will you define workplace partner or domestic violence?
- Which existing policies and guidelines can be applied to this policy?
- What new policies need to be developed?
- How will you accommodate employees who need to take time-off to seek protection, go to court, look for new housing, enter counseling for abuse or for other reasons related to domestic violence?
- What special accommodations will you be able to make for victims of domestic violence (e.g., relocation help)?
- How far will you as the employer be able to go in aiding an employee who is abused or is an abuser, while maintaining the integrity of the workplace and safety of all employees?
- What specific procedures will you develop for responding to situations that occur in the workplace (e.g., an employee should...; coworker of a person who is a victim or abuser should...; manager or supervisor should...; HR should...; security should...)?
- How will you clearly communicate your policy to employees? What will be the reporting protocol --employees at every level should know who to report to and under what circumstances information is to be reported.
- How can you ensure that employees who have domestic violence-related problems are not denied job programs or benefits available to other employees?
- How can you ensure that employees who have domestic violence-related problems are held to the same performance standards as their colleagues who don't have such problems?
Step 2: Develop a corporate policy addressing domestic violence. Organizations can include domestic violence in an existing workplace safety policy or can choose to create an individual policy. The multidisciplinary team should review existing policies and procedures to determine which policy could appropriately include domestic violence. Chances are that there will be multiple policies that could touch on domestic violence. For example, a flexible leave time policy may be appropriately modified to allow for time-off to attend court or go to counseling while a harassment policy may be appropriately modified to include threats of domestic violence made while an employee is at work.
The CAEPV said that ultimately, policies should emphasize that no violence or threats of violence should take place on workplace grounds or while an employee is on duty or acting in the interests of the employer, and they should spell out potential consequences of such actions. This approach holds true, according to the CAEPV, whether the person making the threat is to a co-worker, vendor or domestic partner at home. It allows companies to discipline abusive employees who are violent or who threaten violence, including those who use workplace phones, faxes or emails to harass their domestic partner. The goal of the policy should be to implement a policy in which victimized employees believe that they will get help and will not be fired or discriminated against for sharing information with a supervisor or manager. And, according to the CAEPV, the same must be true for batterers who voluntarily seek help through workplace resources.
Step 3: Provide training. A series of departments within each organization should be trained, but the CAEPV says that first and foremost, all members of the interdisciplinary team should receive training. Training can include awareness and general knowledge of domestic violence and familiarity with the company's policies and protocols in handling such cases. Specific protocols can include determining who brings the team together when a case comes up and how cases are reviewed. The CAEPV encourages that this training take place before any internal publicity about the policy or program.
The goal of training should be to ensure managers are able to recognize the signs of domestic violence; to respond to an employee who is involved in a domestic violence situation; and to refer the employee to the appropriate person, group or department either internally or externally once such a situation arises.
Step 4: Build awareness through workplace communications. Employers can use newsletters, payroll stuffers, email, intranet sites, posters and brochures to provide ongoing information to employees. Many of these materials are available for free or for a nominal fee from local service providers. Employers should incorporate information about awareness of domestic violence into employee orientation programs, handbooks or intranet-based HR information. The CAEPV says that the best effect is achieved by incorporating educational and awareness programs on domestic violence with other complimentary programs.
Step 5: Enlist employees' help to ensure a violence-free workplace. Employees should know that they will not be penalized for seeking help for themselves, their families or co-workers. Employees should receive information on how to recognize the signs of a troublesome or abusive relationship and know where to turn for assistance for themselves or for co-workers.
Step 6: Broaden communications to include the community, important stakeholders in the company's industry and other organizations. Employers can spread the word and encourage other companies to participate by communicating the message to key external stakeholders, including local and trade media, community and trade organizations, customers, suppliers, shareholders and government officials. Networking with other employers to share case studies and best practices strengthens the employers' program and provides a forum to provide assistance to other employers that may be interested in addressing domestic violence as a workplace issue.