People Strategy 2021-26 - Revised HR Policies
Renfrewshire Council · 11 September 2025
Back to Finance, Resources and Customer Services Policy Board — 11 September 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 11 September 2025 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: ‘People Strategy 2021-26’ - Revised HR&OD Policies ___________________________________________________________________ 1. Summary 1.1 As part of the on-going implementation of our People Strategy priorities ‘Our People Our Future 2021-2026’, approved by Members in March 2021, key work continues to be progressed by officers in relation to our HR&OD Policy Review Plan. The review plan helps to improve the workplace culture and staff experience by creating the right conditions for change, to deliver future modernised, inclusive and sustainable services. 1.2 These revised HR & OD policies lay strong, supportive foundations to enable meaningful organisational development and help embed the Council’s cultural change journey. The review has been shaped by our values and places a clear emphasis on flexibility, health and wellbeing, and a commitment to equality, diversity, and inclusion (EDI). 1.3 The purpose of this report is to seek approval from members to implement the revised HR&OD policies noted below: EDI Policy at Appendix 1. Respect at Work Policy at Appendix 2. 1.4 Consultation has taken place with the Trade Unions, Services, Trauma Informed Team and Inclusive Employers and feedback has informed the development of the policies. These policies have been modernised and compiled in line with best practice, our values and employment legislation.
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2 1.5 Following approval from Members, officers will review associated EDI guidance and training to support the implementation of these policies. These will also be communicated to all managers and employees within the Council via the normal channels. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that members: Approve the revised HR&OD Policies at Appendices 1 and 2. ___________________________________________________________________ 3. Background 3.1 The Council is committed to creating a healthy, inclusive working environment where all employees feel supported to balance their work and home responsibilities while performing at their best. The health, safety, wellbeing, and development of our people remain a top priority. 3.2 Over the past two years, we have placed greater emphasis on evolving our workplace culture by embedding our values into everything we do. We’ve focused on strengthening engagement and improving communication to ensure employees feel safe, valued, and well-informed. 3.3 Promoting health and wellbeing, embedding EDI principles into our policies and plans, and integrating these values into management and leadership development programmes are all vital to driving forward the Council’s cultural change journey. 3.4 Through our HR & OD policies, we will continue to demonstrate care for our people, enhancing the overall employee experience and contributing to a healthier, more engaged, and more productive workforce. These revised policies will help ensure that both health and wellbeing, and EDI, are central to our everyday practices, supported at all levels, and embedded within our organisational culture and values. 4. Revised HR&OD Policies 4.1 Attached at Appendix 1 is the Council’s revised EDI Policy, which replaces the 2010 Equality and Diversity at Work Policy. The policy reflects the Council’s proactive approach to EDI and sets out our commitment to continuing to build a respectful, inclusive, and diverse workplace. The policy aims to embed EDI principles across all areas of service delivery and employment practice, while ensuring continued compliance with the Equality Act 2010.
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3 4.2 The policy strengthens the Council’s commitment to inclusion by recognising and valuing the diverse backgrounds, beliefs, and experiences of all individuals. It explicitly covers all protected characteristics under the Equality Act 2010, and also acknowledges additional factors such as caring responsibilities and socio- economic status, which can influence people’s experiences and access to opportunities. 4.3 The Council’s commitment to learning and development is reinforced through mandatory EDI training for all employees covered by the policy. EDI principles are also embedded within wider learning programmes available on iLearn, RENFO, and GLOW, ensuring they are accessible and integrated into everyday learning. 4.4 Attached at Appendix 2, is the Council’s revised Respect at Work Policy, which replaces the 2010 Respect at Work Policy. The policy sets out the Council’s clear commitment to preventing and responding to bullying, harassment, discrimination, and victimisation. It aims to foster a respectful, inclusive, and safe working environment for all employees, elected members, contractors, and partners. 4.5 The policy emphasises respect and fairness throughout, with strong focus on enhancing our culture of dignity, respect and support. It acknowledges the serious impact of unfair treatment on wellbeing and performance. 4.6 The Council’s trauma-informed approach is woven throughout the policy, with a strong focus on prevention, support, and repair. The policy reflects recent legislative developments, most notably the Worker Protection (Amendment to Equality Act 2010) Act 2023, and includes up-to-date definitions of discrimination, bullying, and harassment. These definitions now cover cyber harassment and harassment by third parties, ensuring the policy remains relevant and comprehensive. 4.7 Members are asked to note that greater emphasis is provided on inclusive tone, language and clearer interpretation, in line with other HR&OD policies approved at recent boards. __________________________________________________________________ Implications of the Report 1. Financial - None. 2. People & Organisational Development - As outlined in the report. 3. Community Planning – None. 4. Legal – These plans and policy have been prepared in accordance with current employment legislation and statutory provisions. 5. Property/Assets – None
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4 6. Information Technology – None. 7. Equality & Human Rights The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of any reassessment will be published on the Council’s website. 8. Health & Safety - As outlined in the report. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – None. 13. Children’s Rights - None 14. Climate Risk – None. _________________________________________________________ List of Background Papers None _________________________________________________________________ Author: Eddie Simpson, Strategic Lead Partner (Organisational Development) eddie.simpson@renfrewshire.gov.uk
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Issue Number: 2 Issue Date: 09/25 Review Date: 09/27 Equality, Diversity and Inclusion Policy For all council employees This document is available in alternative formats on request. For all Council Employees
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2 CONTENTS 1 Introduction 3 2 Purpose and Aims 3 3 Scope 4 4 What is Equality, Diversity and Inclusion? 4 5 Legal Framework 4 6 Responsibilities 6 7 Disciplinary Action 7 8 Learning and Development 7 9 Equality and Human Rights Impact Assessment 8 10 Confidentiality 8 11 Monitoring and Review 8
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3 1. Introduction 1.1 The Council believes that equality, diversity and inclusion (EDI) are essential to delivering excellent public services and being a great place to work. We know that when people feel respected, valued and included, they can thrive, and so can our communities. As an equal opportunities’ employer, we are committed to building a workplace where everyone can be themselves, contribute fully, and feel a sense of belonging. A diverse workforce brings a wide range of perspectives, experiences and strengths, helping us to better understand and meet the needs of the people we serve. We aim to embed the principles of fairness, inclusion and respect in everything we do, from recruitment and development to service design and delivery. 1.2 We actively promote a positive and inclusive working environment for everyone, regardless of age, disability, gender identity, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. We also recognise and support diversity in caring responsibilities, socio-economic background, and trade union membership or activity. We want all employees to feel safe, respected and empowered to succeed. 1.3 This policy aligns with the Equality Act 2010 and other relevant legislation. All employees are expected to follow the principles of this policy, helping to create a culture where equality, diversity and inclusion are part of everyday working life. 2. Purpose and Aims 2.1 The purpose of this policy is to set out the Council’s vision and commitment to EDI in the workplace. It aims to promote EDI in all aspects of the Council’s work and to foster a working environment where everyone can reach their full potential, free from discrimination, harassment and victimisation. 2.2 We believe that everyone deserves to feel safe, respected and included at work. EDI shapes how we work, lead and serve, and these values have long guided our approach. While we’ve taken important steps to embed them across the Council, we recognise that good intentions are not enough. That’s why we are committed to taking meaningful action, making EDI part of everyday practice, visible in our decisions, behaviours and services. The commitments below reflect both the actions we already take and the areas where we must continue to improve, strengthen and hold ourselves to account. 2.3 To achieve this, we will: Provide training to all employees on equality, diversity and inclusion. Develop and apply policies, procedures and practices that support our EDI responsibilities.
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4 Ensure the needs of our diverse communities are reflected in service delivery and service redesigns. Work towards a workforce that better reflects the people we serve. Foster a safe and inclusive working environment, free from bullying, harassment, discrimination and victimisation. Challenge unacceptable behaviour wherever it occurs. Monitor and evaluate our EDI practices to ensure they meet legal standards and reflect best practice. 2.4 By working together, with each of us playing our part striving to meet these commitments, we can build a Council that is stronger, fairer and more compassionate for everyone. This is our collective mission and our opportunity to create lasting, meaningful change. 3. Scope 3.1 This policy applies to all Council employees. It also extends to external agencies, partners and contractors working with the Council, who are expected to uphold and comply with its principles and requirements. 4. What Is Equality, Diversity and Inclusion? 4.1 Equality is about making sure you are treated fairly and given fair chances. It is about giving you an equality of opportunity to access all services and opportunities available to help you reach your potential. 4.2 Diversity is about recognising, respecting and valuing differences. It is not about treating everyone exactly the same but treating people as individuals and creating a working culture and practices that enables you to understand and appreciate differences. 4.3 Inclusion is when you feel valued and accepted in your team and in the wider Council, without having to conform. Inclusive organisations support employees, regardless of their background or circumstance, to thrive at work. This requires practices and processes that break down barriers to inclusion and actively value difference 5. Legal and Policy Framework 5.1 The Council is committed to meeting its legal obligations under the Equality Act 2010, which consolidates and strengthens previous anti-discrimination laws. The Act protects you from discrimination based on nine protected characteristics: Age Disability Gender reassignment
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5 Marriage and civil partnership Pregnancy and maternity Race (including ethnic or national origins, colour and nationality) Religion or belief Sex Sexual orientation 5.2 In line with the Public Sector Equality Duty(PSED), the Council is committed to: Eliminating unlawful discrimination, harassment and victimisation. Advancing equality of opportunity between people who share a protected characteristic and those who do not. Fostering good relations between different groups. 5.3 We recognise that creating a safe, respectful and inclusive workplace is both a legal and ethical responsibility. Under the Health and Safety at Work etc. Act 1974, we must ensure, as far as reasonably practicable, the health, safety and welfare of all employees. Inclusive health and safety practices, such as accessible emergency procedures, reasonable adjustments for those with disabilities, and training that reflects diverse needs, are essential to supporting EDI. 5.4 Recent changes to the Equality Act 2010 have introduced a proactive duty on the Council to take reasonable steps to prevent sexual harassment in the workplace. This includes harassment by colleagues, managers and third parties such as service users or members of the public. We will continue to strengthen our policies, training and reporting mechanisms to reflect this duty and foster a culture where unacceptable behaviour is challenged, and you feel safe to speak up. 5.5 We recognise the proposed changes under the Employment Rights Bill 2025, which are expected to strengthen existing duties by the Council to take all reasonable steps to prevent sexual harassment in the workplace. We will monitor the progress of this legislation and will amend this policy to ensure full compliance once the new duty is enacted. 5.6 Legal interpretations of protected characteristics continue to evolve through case law, including recent judgments clarifying how terms such as “sex” are understood within the Equality Act. We will ensure our policies remain legally compliant, inclusive and respectful of all protected characteristics. 5.7 These legal duties are supported by a range of Council policies and procedures that help embed equality, diversity and inclusion into everyday practice. This includes how we recruit, support, develop and manage our workforce, and how we respond to concerns. Key policies and resources include:
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6 The Recruitment Policy, which promotes fair and inclusive hiring practices. The Respect at Work Policy, which sets expectations for respectful behaviour. The Grievance and Disciplinary Procedures, which provide clear routes for addressing concerns. The Code of Conduct for Employees, which outlines standards of behaviour aligned with EDI principles. Mandatory EDI training and staff induction, which ensure all employees understand their responsibilities. The People, Performance and Wellbeing Policy, which promotes a healthy, inclusive and supportive working environment. 6 Responsibilities 6.1 Embedding and upholding EDI is a shared responsibility across the Council. Everyone, managers, employees, trade unions/employee representatives, and external partners, has a role to play in upholding the principles of this policy and contributing to an inclusive working environment. 6.2 This section outlines the specific responsibilities of key roles in supporting and upholding the principles of this policy: 6.3 The Council will: Promote a culture that values equality, diversity and inclusion. Monitor the application of this policy and take action to address inequalities. Ensure all policies and procedures reflect EDI principles. Provide training and guidance to raise awareness and build understanding. Publish statutory EDI information in line with legislation. 6.4 Managers will: Undertake necessary training provided by the Council to engage and uphold this policy and ensure their teams do the same. Implement this policy within their teams and lead by example. Promote a respectful and inclusive working environment. Apply policies fairly and consistently. Respond to concerns or complaints about discrimination promptly and appropriately. 6.5 Employees will: Undertake necessary training provided by the Council to engage and uphold this policy. Understand and uphold the principles of this policy.
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7 Treat others with respect and challenge inappropriate behaviour. Support efforts to promote equality and report concerns to their manager. 6.6 Trade Unions Colleagues/Representatives and External Partners will: Support employees who raise or are subject to concerns. Work within the principles of this policy. 7. Disciplinary Action 7.1 As an employee, you have the fundamental right to be treated with dignity, fairness, and respect at work. We are firmly committed to fostering a safe and inclusive working environment, where unfair treatment is not tolerated. We recognise that such treatment can have serious and lasting impacts, and we will take all necessary steps to address concerns promptly, sensitively, and in line with our values and legal responsibilities. 7.2 We will take all concerns and complaints seriously. If an issue is raised by an employee, partner, external agency, contractor, or agency worker, it will be investigated thoroughly and with sensitivity. Where a breach of this policy is identified, appropriate and proportionate disciplinary action will be taken in line with our procedures. 7.3 Where an employee of a partner organisation, external agency, or contractor is found to have breached this policy, we will report the matter to their employer for appropriate action under their own disciplinary procedures. In severe cases, this may result in the Council reviewing or ending its working relationship with the individual or organisation. 8. Learning and Development 8.1 EDI principles are embedded across all Council training programmes. In addition, EDI is a mandatory training module for all employees. You will be supported and encouraged to complete this training in a format that suits your role and learning style, whether online, face-to-face, or through toolbox talks. Completion of this training is a vital step in ensuring that everyone understands their responsibilities and can contribute to a respectful and inclusive working environment. 8.2 A wide range of additional EDI training modules is available through the Council’s learning platforms, including iLearn, RENFO, and GLOW (the national intranet for education). These resources support deeper learning on specific topics such as unconscious bias, inclusive leadership, cultural competency, and trauma- informed practice. 8.3 We will continue to review and enhance our training offer to reflect emerging best practice, legislative changes, and feedback from employees and service users. Managers are expected to actively promote EDI learning within their teams and
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8 ensure that training is not only completed but meaningfully applied in day-to-day practice. 9. Equality and Human Rights Impact Assessment 9.1 This policy has been impact assessed in line with the Council’s obligation to comply with the Equality Act 2010 and the Public Sector Equality Duty. 10. Confidentiality 10.1 All information relating to Equality, Diversity and Inclusion (EDI) is handled with the utmost care. It is recorded, maintained, and processed confidentially and securely by the Council. This ensures compliance with data protection legislation and reflects the Council’s commitment to safeguarding sensitive information and promoting trust across the workforce. 10.2 Information processed may include paper or electronic records and will be done so in line with Data Protection Laws, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any enactment thereunder or amendment thereto. 11. Monitoring and Review 11.1 This policy will be reviewed regularly to ensure it remains aligned with current legislation, best practice, and organisational priorities relating to equality, diversity and inclusion in the workplace. Reviews will take into account feedback from trade unions, service users, and stakeholders to ensure the policy continues to reflect lived experience and evolving needs. 11.2 We will continue to meet our obligations under the Public Sector Equality Duty (PSED), ensuring due regard is given to eliminating discrimination, advancing equality of opportunity, and fostering good relations. Equality Impact Assessments will be conducted for all relevant policies and service changes, and statutory EDI data will be published in line with legal requirements
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Issue Number: 2 Issue Date: 09/25 Review Date: 09/27 Respect at Work Policy For all Council employees This document is available in alternative formats on request.
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2 CONTENTS 1 Introduction 3 2 Purpose and Aims 3 3 Scope 4 4 Legal framework 4 5 Definitions 5 6 Responsibilities 5 7 Recognising Bullying, Harassment, Discrimination 6 and Victimisation 8 Supporting Employees Who Have Experienced Bullying, 7 Harassment, Discrimination, or Victimisation 9 Dealing with a Malicious or Vexatious Complaint 8 10 Mediation 9 11 Counselling 9 12 Bullying, Harassment, Discrimination or Victimisation 10 Outside the Workplace or Out with Normal Working Hours 13 Equality and Human Rights Impact Assessment 10 14 Confidentiality 10 15 Monitoring and Review 11 Appendix 1 12 VERSION CONTROL Version Date Details of Review/Revisals made Next Review date 2 09/2025 This revised Respect at Work Policy replaces the current Respect at Work Policy, referencing the Sexual Harassment legislation and recognising intersectionality. (September 2027)
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3 1. Introduction 1.1 The Council is committed to fostering a safe, respectful, and inclusive working environment where all employees are treated with fairness, dignity, and respect. We recognise the potential impact of bullying, harassment, discrimination or victimisation, including the emotional and psychological harm it can cause, and are committed to preventing all forms of unfair treatment. 1.2 Every employee has the right to be treated fairly and respectfully at work. We understand that experiences of unfair treatment can have serious and lasting effects. Any concerns or complaints will be taken seriously and handled with care, compassion and fairness, in line with our Council policies and our trauma-informed values. 1.3 This policy has been developed in line with relevant legislation, Council policies and the Council’s Code of Conduct for Employees. It also reflects our commitment to creating psychologically safe and supportive workplaces. 1.4 This policy should be read and applied in accordance with other related Council policies and procedures, for example the Disciplinary Policy and Grievance Procedures, and the Violence and Aggression policy, all of which contribute to a culture of safety and wellbeing. 1.5 We will provide guidance and training to managers and employees to support the implementation of this policy. 2. Purpose and Aims 2.1 The purpose of this policy is to clearly outline the Council’s commitment to preventing and addressing all forms of bullying, harassment, discrimination and victimisation. It sets out how we support respectful working relationships and what we’ll do when concerns are raised. 2.2 We want a psychologically safe and inclusive workplace which enables all employees to participate fully, contribute meaningfully and feel valued at work. Our aim is to support greater job satisfaction, wellbeing and overall performance. 2.3 All concerns about offensive behaviour will be taken seriously. Employees will not face any disadvantage for raising concerns in good faith, even if the issue raised is not upheld. Allegations found to be clearly malicious or knowingly untrue will be addressed in line with existing Council procedures. 2.4 All employees and employee representatives have a shared role in fostering a culture where respect and inclusion are the norm and where harmful behaviour is recognised early and addressed quickly and supportively.
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4 2.5 The key aims of the policy are to: Raise awareness of behaviours that may cause harm, such as bullying, harassment, discrimination, and victimisation, and promote a culture of respect and shared responsibility across the workforce. Promote accountability by helping employees recognise the impact of their behaviour and encouraging constructive responses when concerns are raised. Reinforce a clear commitment to preventing and responding to harmful behaviours, ensuring employees feel safe to speak up without fear of judgement, blame, or retaliation. Provide clear and supportive procedures for raising and responding to concerns, with an emphasis on confidentiality, fairness, and emotional sensitivity. Ensure prompt and respectful handling of all complaints, using trauma-informed approaches and aligning with Council policies and procedures. 3. Scope 3.1 This policy applies to all Local Government Employees including Chief Officers and Teachers. 3.2 External agencies, partners and contractors who work with or on behalf of the Council are also expected to support the principles of this policy and act in ways that uphold a safe, respectful working environment in line with our Council values. 4. Legal Framework 4.1 The Council is committed to upholding its legal responsibilities under the Equality Act 2010, which consolidates and strengthens previous equality legislation. Under this act, employees are protected from discrimination, harassment, and victimisation based on the following protected characteristics: Age Disability Gender reassignment Marriage and civil partnership Pregnancy and maternity Race (including ethnic or national origins, colour and nationality) Religion or belief Sex Sexual orientation 4.2 In line with the Health and Safety at Work Act 1974, the Council also has a duty to ensure, so far as is reasonably practicable, the health, safety, and
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5 welfare of all employees. This includes taking proactive steps to prevent and address workplace behaviours, such as bullying and harassment, that may cause psychological harm or contribute to a hostile or unsafe working environment. 4.3 By aligning our approach with both equality and health and safety legislation, the Council aims to foster a working environment that is inclusive, respectful, and safe for everyone. 4.4 The Council further recognises the relevance of additional legislation in supporting a culture of dignity and respect at work: The Protection from Harassment Act 1997 offers civil remedies for persistent and distressing behaviour, even where not linked to a protected characteristic. The Human Rights Act 1998 underpins key workplace rights, including dignity, privacy, and protection from degrading treatment, and informs our commitment to fairness and psychological safety. The Worker Protection (Amendment of Equality Act 2010) Act 2023 introduced a statutory duty for employers to take reasonable steps to prevent sexual harassment, such as training, awareness and reporting mechanisms. 4.5 To maintain compliance with relevant legislation, the Council will continue to strengthen its policies, practices, and training to prevent harm, promote inclusion, and ensure that all employees feel safe, respected, and supported in the workplace. 5. Definitions 5.1 Unfair treatment and inappropriate behaviour may be verbal, physical, written or digital. To support understanding and consistency, key definitions of bullying, harassment, discrimination, and victimisation are provided in Appendix 1 of this policy. These definitions are intended to help employees identify unacceptable behaviour and understand how it may be addressed under this policy. 6. Responsibilities 6.1 Creating and maintaining a respectful, inclusive, and psychologically safe workplace is a shared responsibility across the Council. Every employee, regardless of role or seniority, shares responsibility for promoting a respectful, inclusive, and psychologically safe workplace. 6.2 This section outlines the specific responsibilities of key roles in supporting and upholding the principles of this policy:
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6 6.3 The Council will: Promote and regularly review this policy to ensure its effectiveness. Provide training and accessible guidance to support understanding and implementation. Foster a culture where employees feel safe to speak up without fear of blame or retaliation. 6.4 Managers and Supervisors will: Undertake necessary training provided by the Council to engage with and uphold this policy. Creating psychologically safe, inclusive team environments. Introduce the policy through local induction, supervision and team engagement. Role model respectful behaviour and be mindful of personal impact. Identify and address any concerns promptly and compassionately, seeking advice from People and OD when necessary. 6.5 Employees will: Undertake necessary training provided by the Council to engage with and uphold this policy. Treat colleagues with respect, empathy and fairness. Value diversity and individual contributions. Communicate with others in ways that avoid harm or distress. Challenge inappropriate behaviours or raise the matter with your line manager, trade union or People and OD team to support a culture of accountability. 6.6 Trade Union Colleagues and Employee Representatives will Support employees who raise or are subject to concerns. Work within the principles of this policy. 7. Recognising Bullying, Harassment, Discrimination and Victimisation 7.1 Subjecting someone to bullying, harassment, discrimination, or victimisation can have serious and lasting impacts. These behaviours are not always obvious or intentional, but their effects, such as creating an intimidating, unsafe, or humiliating environment, can be deeply harmful. 7.2 What may seem like a joke or casual remark to one person can be distressing to another. When employees feel excluded, targeted, or unsafe at work, it can affect their emotional wellbeing, mental and physical health, self-worth, and ability to thrive. 7.3 Experiences of harm are shaped by individual identity, lived experience, and context. Even unintentional behaviours can cause distress. Recognising this is essential to building a trauma-informed and psychologically safe workplace.
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7 The Council will listen without judgement, acknowledge harm, and respond supportively and proportionately. Harmful behaviours must be addressed seriously, even if not formally reported. 7.4 We also recognise that some individuals may face increased risk due to overlapping forms of discrimination or marginalisation, known as intersectionality. For example, someone may experience compounded challenges related to their race, sex, disability, or sexual orientation. Our approach will ensure support is tailored and sensitive to each employee’s circumstances. 7.5 Inappropriate behaviours may also pose risks to health and safety at work. Stress, anxiety, and other psychological impacts can lead to physical symptoms, reduced concentration, and increased risk of accidents or illness. The Council has a duty under the Health and Safety law to protect employees from these risks. 7.6 Examples of inappropriate and harmful behaviour may include, but are not limited to: Verbal and written abuse: Offensive or insulting language, malicious rumours, derogatory names, or jokes and innuendoes that demean or intimidate. Humiliation and exclusion: Ridiculing or singling someone out, excluding individuals from work opportunities or social interactions, or provoking hostility between colleagues. Discrimination and stereotyping: Making assumptions or derogatory comments based on age, race, gender identity, disability, religion, or other protected characteristics. Unwanted conduct: Inappropriate physical contact, sexualised behaviour, or mocking someone’s beliefs, culture, or personal identity. Misuse of information and communication: Sharing personal or confidential information without consent, or distributing offensive content via email, messaging platforms, or social media. Unfair treatment: Denying access to training, promotion, or development opportunities based on personal characteristics. Health and safety risks: Creating a hostile environment that contributes to stress, burnout, or illness; ignoring signs of distress or failing to act when someone feels unsafe. 8. Supporting Employees Who Have Experienced Bullying, Harassment, Discrimination, or Victimisation 8.1 Experiencing or witnessing bullying, harassment, discrimination, or victimisation at work can be deeply distressing and isolating. If this has happened to you, the Council wants you to know that you will be listened to,
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8 supported, and treated with respect. Your wellbeing matters, and you do not have to manage the situation alone. Whether the behaviour was recent or ongoing, subtle or overt, support is available, and steps can be taken to address it in a way that is fair, compassionate, and safe. 8.2 Employees are encouraged to document incidents and, where safe and appropriate, address the behaviour directly. Support is available through line managers, trusted colleagues, trade union representatives, or People Advisers. Early reporting allows timely and appropriate action. Informal resolution, such as a respectful conversation, may be helpful in some cases. Where informal approaches are unsuitable or unsuccessful, employees may access counselling or mediation or submit a formal complaint through the Council’s Grievance Procedure. Formal investigations will be conducted sensitively and fairly, in line with Council policy. 8.3 If the behaviour involves a third party, for example, a member of the public, client, or contractor, employees should report this to their line manager as soon as possible. The Council will investigate and take appropriate action under relevant policies, including those relating to health and safety. 8.4 Managers play a key role in maintaining a safe and respectful workplace. They must respond to concerns promptly and empathetically, support informal resolution where appropriate, and escalate to formal procedures when necessary. Formal complaints must be investigated in line with grievance and disciplinary procedures, with appropriate action taken where behaviour is found to be unacceptable. 8.5 While the views of the complainant will be respected, serious concerns may require formal action to protect others. In cases of gross misconduct, disciplinary outcomes may include dismissal. Where the individual whose behaviour is in question is not a Council employee, managers must still take appropriate steps to support the employee impacted and respond in line with Council policies. 9. Dealing with a Malicious or Vexatious complaint 9.1 Malicious complaints are rare. This section is intended to protect the integrity of the reporting process without discouraging genuine concerns. Concerns about bullying, harassment, discrimination, or victimisation will be handled with respect, fairness, and care. Most complaints are raised in good faith and reflect genuine experiences. However, to protect the integrity of the process, it is important that the policy is not misused. 9.2 Where an investigation finds that a complaint was made with malicious or vexatious intent, such as knowingly making false allegations, misrepresenting events, seeking to cause distress, or retaliating against a previous complaint, appropriate action may be taken under the Council’s Disciplinary Procedures.
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9 The complainant’s intent and awareness are key in distinguishing such cases from genuine but unsubstantiated concerns. 9.3 A malicious or vexatious complaint involves deliberate misuse of the policy. This includes knowingly making a complaint with no factual basis, intentionally distorting events, or using the process to cause harm or disruption. It may also include retaliatory complaints made in response to previous allegations, regardless of whether those were upheld. 9.4 Some complaints may not be upheld, but they were raised in good faith and reflect genuine concerns. A complaint may not be upheld due to insufficient evidence or differing perspectives, but the employee may still have experienced genuine distress. In such cases, appropriate support will be offered, and restorative or learning-based approaches may be considered to address any underlying issues. 9.5 Maintaining a psychologically safe and trusting workplace requires fair and respectful handling of all concerns. Addressing misuse of the policy helps ensure that all employees can engage with the process confidently, knowing it is just, supportive, and free from reprisal. 10. Mediation 10.1 Workplace conflict, including concerns about bullying, harassment, victimisation, and discrimination can be distressing and disruptive to individuals and teams. Where appropriate, and with the voluntary agreement of all parties, mediation may offer a constructive way to address concerns, rebuild relationships, and restore a respectful working environment. 10.2 Mediation is facilitated by an impartial, trained mediator or independent third party, and provides a confidential space for individuals to: Share their experiences and perspectives safely and respectfully. Understand the impact of the situation on themselves and others. Collaborate on mutually acceptable solutions. Rebuild trust and agree on how to move forward together. 10.3 Participation in mediation must be voluntary, and it will only proceed when both parties feel safe and willing to engage. It is not suitable in all cases, particularly where there is a significant power imbalance, ongoing risk, or trauma-related concerns. 11. Counselling 11.1 Experiencing or witnessing bullying, harassment, discrimination or victimisation can have a significant emotional and psychological impact, including stress,
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10 anxiety, and a reduced confidence. To support employee wellbeing, counselling is available to those impacted. 11.2 Counselling provides a confidential, non-judgemental space for individuals to explore their experiences, understand their feelings, and consider their options, whether informal or formal, based on their needs and preferences. 11.3 Managers must respond to concerns with empathy and respect, and ensure employees are supported appropriately. All referrals must be handled confidentially, and employees should be given time and flexibility to attend sessions. Creating a culture of openness, trust, and care is a shared responsibility across the Council. 12. Bullying, Harassment, Discrimination or Victimisation Outside the Workplace or Out with Normal Working Hours 12.1 Harmful behaviour such as bullying, harassment, discrimination, or victimisation may occur outside of traditional work settings or working hours, such as at conferences, awards ceremonies, or via online platforms, and still have a serious impact on an individual’s sense of safety and wellbeing at work. When such behaviour is connected to work, it falls within the scope of this policy. 12.2 Employees are expected to uphold respectful, inclusive standards of behaviour whenever they are representing the Council, including in virtual environments and on social media. 12.3 Any complaints about behaviour occurring outside of the workplace, but linked to work-related contexts, will be taken seriously and may be considered under the Council’s disciplinary procedures, where appropriate. This ensures that all employees feel safe, supported, and protected, regardless of where or when the incident occurs. 13. Equality and Human Rights Impact Assessment (EqHRIA) 13.1 The policy has been equality impact assessed in line with Council’s obligations to comply with the Equality Act 2010 and the Worker Protection (amendment to Equality Act 2010) Act 2023. 14. Confidentiality 14.1 Information processed may include paper or electronic records and will be done so in line with Data Protection Laws, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any enactment thereunder or amendment thereto.
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11 15. Monitoring and Review 15.1 The Council will continue to monitor developments in employment law, including proposed reforms to the Human Rights Act and emerging legislation such as the Employment Rights Bill. Any changes with implications for workplace dignity, equality, or safety will be reflected in future revisions of this policy. The recognised Trade Unions will be consulted on any future changes to this policy. Appendix 1
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12 Definitions 1.1 Bullying 1.1.1 Bullying is targeted, offensive, intimidating, malicious or insulting behaviour, and can include the abuse or misuse of power intended to undermine, humiliate, denigrate or injure. It may be a single incident or pattern of behaviour and can significantly impact emotional safety and wellbeing. 1.2 Cyber Bullying 1.2.1 Cyber-bullying is a form of bullying using electronic means. It can be an extension of face-to-face bullying, with technology providing the bully with another route to harass their target. This may take place via mobile phones or online through emails, instant messaging, blogs and social networking websites. Cyber-bullying can include continuing to send e-mails to someone who has said they want no further contact with the sender. It may also include threats, sexual remarks, posting inappropriate pictures, offensive or intimidating language directed at another employee, unauthorised publication of private information or images, impersonation, pressure to join someone’s online circle of “friends” or work contacts and “trolling” (abusing the internet to provoke or offend others online). The nature of this type of bullying means it can occur outside working hours. However, if it is instigated by an employee against another employee, it will still be dealt with under this policy. The Council can check emails and social networking sites if an employee reports instances of cyber bullying and will seek guidance from the Head of People & Organisational Development before doing so. Employees who use social networking sites, emails or other forms of social media for example to air their grievances regarding their employment or other employees, defame or breach the confidentiality of Renfrewshire Council, could be seen as representing Renfrewshire Council and may lead to disciplinary action being considered. 1.3 Harassment 1.3.1 Harassment is unwanted conduct related to relevant “protected characteristics”, which has the purpose or effect of violating an individual’s dignity or creating and intimidating, hostile, degrading, humiliating or offensive environment for that individual. 1.4 Sexual Harassment
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13 1.4.1 Sexual Harassment is defined in the Equality Act 2010 as ‘unwanted conduct of a sexual nature which has the purpose or effect of violating someone’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them’. Conduct that has any one or more of these effects can be harassment even if the effect was not intended. 1.4.2 Sexual harassment can happen to men, women and people of any gender identity or sexual orientation. It can be carried out by anyone of the same sex, a different sex or anyone of any gender identity. The Equality Act 2010 enables employees to complain of behaviour that they find offensive even if it is not directed at them. The complainant need not possess the protected characteristic themselves. 1.4.3 The Equality Act protects the following people against sexual harassment at work: employees and workers contractors and self-employed people hired to personally do the work. job applicants. Examples of sexual harassment include, but are not limited to: sharing sexually inappropriate images or videos, such as pornography. sending suggestive letters, notes, messages or e-mails. displaying inappropriate sexual images or posters in the workplace. telling lewd jokes or sharing sexual anecdotes. making inappropriate sexual gestures. abuse of authority or power by those in positions of seniority. 1.4.4 Any sexual action that creates a hostile work environment is considered sexual harassment, and the victim of the harassment may not only be the target of the offence but anyone who is negatively affected by the inappropriate behaviour. 1.5 Third Party Harassment 1.5.1 Third-party harassment refers to harassment of an employee by someone who is not a co-worker, such as a customer or contractor. While employers are not currently liable for all forms of third-party harassment, they now have a legal duty to take reasonable steps to prevent sexual harassment under the Worker Protection (Amendment of Equality Act 2010) Act 2023. 1.6 Discrimination 1.6.1 Discrimination is the singling out of a particular person or group of people for special favour or disfavour, based on stereotypical assumptions about characteristics or interests within certain groups of people. Discrimination may be Direct, Indirect, Associative or Perceptive.
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14 1.7 Direct Discrimination 1.7.1 Direct discrimination occurs when someone is treated less favourably than another person because of a “protected characteristic” they have or are thought to have because they associate with someone who has a protected characteristic. 1.8 Associative Discrimination 1.8.1 This is direct discrimination against someone because they associate with another person who possesses a “protected characteristic”. 1.9 Perceptive Discrimination 1.9.1 This is direct discrimination against an individual because others think they possess a particular “protected characteristic”. 1.10 Indirect Discrimination 1.10.1 Indirect Discrimination occurs when you have a condition, rule, policy or practice that applies to everyone, but particularly disadvantages individuals who share a “protected characteristic”. 1.11 Victimisation 1.11.1 Victimisation occurs when an employee is treated less favourably because they have made or supported a complaint or raised a grievance, or because they are suspected of doing so. 1.12 Favouritism 1.12.1 Favouritism is the giving of preferential treatment to one or more employees without a valid or justifiable business/ organisational reason. Favouritism is considered to be inappropriate behaviour when its practice has a detrimental effect on others and has the potential to lead to bullying, harassment, discrimination and victimisation. 1.13 Complainant 1.13.1 The employee or group of employees raising a concern about behaviour they believe is inappropriate. 1.13.2 Can also refer to a third party (including a witness) who reports behaviour that they believe negatively affects them or others. In some cases, the third party may not be treated as a complainant, but concerns may still prompt an investigation. 1.14 Respondent
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15 1.14.1 The employee or a group of employees whose behaviour is being reported under this policy.