Anti-misconduct Policy

Code of Conduct

Introduction

We’re committed to making Media.Monks a company that’s positive, fair, respectful, and inclusive of everyone. We believe work should be done in a safe environment of openness, collaboration, and equality. Every individual deserves to be treated with dignity.

We want to provide all of our people with a work experience that’s free from discrimination, sexual or other types of harrassment, bullying, and other forms of inappropriate behaviour. We do this by respecting local employment laws everywhere we operate and by providing equal employment opportunities to everyone.

The purpose of this policy is to share our principles, policies, and position when it comes to misconduct and the type of behaviour we stand for as Media.Monks.

We don’t tolerate workplace harassment in any form. Every complaint of harassment will be taken seriously and followed through to resolution. Everyone who files a complaint will be protected from retaliation. Protection from misconduct extends to everyone—including our colleagues, clients, vendors, visitors, partners, managers, or others—and expands beyond the office to wherever work and colleagues are. 

We acknowledge that different people like to be treated in different ways. It is everyone’s personal responsibility to make sure they do not cross another person’s line. Treat people how they would like to be treated. If you are unsure whether someone can ‘take a joke,’ tread lightly and understand that it is your responsibility to not cause harm.

Discrimination

Media.Monks does not allow any unjust and/or prejudicial treatment of people based on personal characteristics like their social background, age, or sex or preference of any kind. Discrimination, however, is often subtle and could be the result of unconscious bias rather than deliberate exclusion. It is every person’s responsibility to be aware of their biases and take active measures to prevent bias from affecting other people. There are resources available for you about unconscious biases on LinkedIn Learning.

Media.Monks expects every employee to show respect for all of our colleagues (both part time & full time), clients, associates, and vendors. Professional conduct furthers Media.Monks’s mission, promotes productivity, minimizes disputes, and enhances our reputation. Accordingly, this policy forbids any unwelcome conduct that is based on an individual’s race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, sex stereotyping (including assumptions about a person’s appearance or behaviour, gender roles, gender expression, or gender identity, and also including transgender identity, pregnancy, childbirth or related medical condition), national origin, age, mental or physical disability, ancestry, medical condition, marital status, family status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other protected status of an individual or that individual’s associates or relatives. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses.

Sexual Harassment

Media.Monks does not tolerate sexual harassment against or by any of its employees. Sexual harassment can be physical, verbal, and non-verbal, and includes unwanted sexual advances as well unwanted flirting and staring.

The behaviours listed below are typical of sexual harassment. These are unwanted types of behaviours for which there is no place at Media.Monks. This list is meant to be instructive, not exhaustive:

  • verbal misconduct, including insults;
  • physical misconduct, including unwanted touching;
  • visual misconduct, including inappropriate gestures or featuring inappropriate  images on platforms like Slack, or others;
  • extortion, including indirect requests for sexual or financial favours;
  • retaliation, including threatening to go after people if they escalate or report an issue;
  • intimidation, including pressuring people psychologically;
  • violence and aggression including verbal harassment.

Note that within the workplace, your right to free speech is subject to our legal duty and mission to provide a safe workplace that is free from harassment and discrimination. 

Sexual harassment can take many forms. It is not limited to occurrences between a male boss and a female subordinate. Individuals of any gender can be the target of sexual harassment, which may involve harassment by a person of the same gender as the victim, regardless of either person’s sexual orientation or gender identity. Sexual harassment may involve co-workers, other company employees, and people doing business with or for the company. This policy applies to all applicants, employees, unpaid interns, contractors, volunteers of Media.Monks and clients, and others.

Workplace Bullying 

Much more than obvious bullying such as humiliating people in public, workplace bullying is broadly defined and includes any behaviour that, perhaps inadvertently, harms, intimidates, or coerces others.

Workplace bullying is further defined as systematic aggressive communication, manipulation of work, and acts aimed at humiliating or degrading individuals, as this can amplify unhealthy power relationships that create an unhealthy and unprofessional power imbalance, resulting in psychological consequences for targets and witnesses of the behaviour.

For additional definition, please read the appendix.

Addressing and Reporting Misconduct

If you believe there’s been a case of misconduct, Media.Monks supports you in speaking up and addressing the issue. In many minor cases, making someone aware of the issue and how that made you/others feel can be enough to resolve the issue. Often, people are simply not aware that their behaviour is inappropriate and unwelcome—though this doesn’t justify misconduct in any way.

If you are uncomfortable addressing misconduct with the person in question, please seek advice from your manager, another manager you feel comfortable with or HR if you are unsure how to go about this.

Everyone is strongly encouraged to report any kind of misconduct, even when you’re not the subject. You can always bring issues of misconduct to your immediate supervisor, or any senior member of the management team, or HR Team if that makes you feel more comfortable. HR Business Partners and/or HR leads will review these and will follow up with appropriate next steps.

Training

As part of our commitment to a positive, fair, and respectful workplace, we are introducing training programs about preventing harassment and bullying in the workplace, and about recognising and eliminating biases––programs that will be rolled out in 2021. We will make training part of everyone’s job and annual performance review.

Training will help in contributing to a workplace that’s free from disrimincation, sexual or other types of harassment, bullying, and other misconduct. Our training program will help you recognise, address, and prevent misconduct as part of your responsibilities. It will provide guidance for overcoming cases of misconduct including how to raise this with the person in question or with another appointed person.

[Appendix 1]: What falls under workplace bullying?

Examples of bullying and cyber-bullying behaviours may include but are not limited to:

  • Inappropriate gestures; staring; behaviours that are threatening or intimidating; coercing others; or abusive, offensive, and demeaning behaviours 
  • Making humiliating or degrading remarks about a person
  • Yelling, repeated emotional outbursts, berating others, using a harsh tone of voice 
  • Talking down to others or using degrading remarks or tone of voice 
  • Criticizing or pointing out mistakes to others in front of a group; using a condescending tone 
  • Social exclusion or ostracism, ignoring others, silent treatment 
  • Treating some less favorably than others 
  • Undermining another’s work by regularly and exclusively giving them impossible to meet deadlines or workloads 
  • Excessive monitoring or micromanagement of tasks
  • Unwarranted removal or diminishing of responsibilities
  • Arbitrary, inconsistent or excessive punishment/disciplining;
  • Undermining work (e.g., not giving people the necessary information to do what is required of them)
  • Gossiping or spreading rumors about alleged misconduct: if you are aware of misconduct, please and only report it through the appropriate channels. 
  • Manipulating people’s work without communicating this to them
  • Constantly blaming others for things out of their control
  • Making threats; using intimidation tactics 
  • Any persistent malicious behaviour a reasonable person would find unprofessional, disturbing, and harmful to their psychological health
  • Cyber-bullying includes sending inappropriate pictures or messages on email, slack & social media

So, what’s the kind of workplace behaviour that we encourage?

Healthy workplace behaviours are ones that champion respect, fairness, and positivity. Think about:

  • using respectful, supportive, and encouraging language in all interactions, no matter the subject of conversation;
  • offering your thoughts or disagreements in a constructive and respectful way, always being solution-oriented and not making things personal;
  • being empathetic and conscious of our biases;
  • allowing others to share their voice and critique, including everyone in the conversation, never talking over other people;
  • showing empathy for other people’s feelings by making conscious efforts to see situations from their perspective; 
  • giving peers constructive feedback that is solution-oriented but respectful of people’s time, thoughts, and work;
  • expressing appreciation when people do something correctly and in a timely manner—also if they’re not part of your team;
  • recognising the work of your team members—team and project leads should recognise people on a regular basis, not just during their annual evaluation;
  • approaching conflict with a genuine desire for resolution, rather than as a fight to win;
  • always staying constructive—even when you are having a bad day.

[Appendix 2]: Report Misconduct Anonymously 

All reports of misconduct will be treated with the utmost discretion possible, especially towards the alleged perpetrator. It is highly encouraged that all reports of misconduct be done in person as suggested in the policy, so we can properly investigate.

If you’d like to report anonymously, you can also report misconduct via this form. Please be aware that with an anonymous complaint we cannot follow up with you. We will still investigate the issue, but it will be much harder to build a case. In our inquiry, we may even actually accidentally reveal to the perpetrator who it was who anonymously filed the complaint because of its specifics (if it could only be one person).

The anonymous reporting form only exists because we do not want to deter anyone from reporting misconduct. You can always trust that your complaints are safe with HR and that you’ll be protected from retaliation. We’ll keep information as confidential as possible and will only share information as part of the investigation under the basis of confidentiality.

[Appendix 3]: Managers and Employees Responsibility

Managers Responsibility

Managers and others in positions of authority have a particular responsibility to ensure that healthy and appropriate behaviours are being exhibited at all times and that complaints to the contrary are addressed speedily. Management will:

  • Provide good examples by treating all with courtesy and respect 
  • Promote awareness of the policy and complaint procedures 
  • Be vigilant for signs of inappropriate behaviours at work through observation and information seeking, and take action to resolve the behaviour before it escalates 
  • Deal sensitively with employees involved in a complaint, whether as complainant or alleged aggressor 
  • Explain the procedures to be followed if a complaint of inappropriate behaviour at work is made 
  • Ensure that an employee making a complaint is not victimized for doing so, and seek resolution of such behaviour if it occurs 
  • Monitor and follow up the situation after a complaint is made so as to prevent recurrence of the behaviour 
  • Manager will not include the complaint or its resolution in a performance review. Pending the nature of the complaint, HR may help you include an aspect of it in the review if it relates to a competency. Please consult with HR first before doing this 
  • Ensure confidentiality from the team and other employees when receiving any report, but also informing the employee that it’s the manager’s obligation to immediately report any situation to HR

Employees Responsibility 

Employees must contribute to achieving a work environment which does not tolerate harassment and bullying behaviour at work. Employees should report what they see in the workplace as it relates to behaviours defined as unacceptable; employees are in a far better position than management to know what is happening with peers and coworkers. 

Employees should also cooperate with preventative measures introduced by management, and recognise that a finding of disrespectful or bullying behaviours at work will be dealt with through appropriate disciplinary procedures. Equally, a finding of vexatious complaints will also be dealt with through appropriate disciplinary procedures. 

A report of misconduct will be treated with confidentiality. The same is asked of the employee who witnesses or reports the misconduct. Gossip should in all instances be avoided, and should it occur, it will be subject to discipline.

[Appendix 4] Report Review Process

When misconduct is reported to HR, the HR team will either be in charge of the investigation or provide appropriate support during the investigation process.

A formal complaint process is likely to require a thorough investigation of the allegations made (which may include written documentation of testimonies from some or all parties involved). Complaints will be dealt with in accordance with local grievance and/or disciplinary procedures. Resolution may include any number and combination of possibilities, depending upon the outcome (e.g., training, transfer of employee(s) involved, and/or disciplinary actions, up to and including termination). 

Any employee or manager seeking to file a complaint should take special care to ensure the information is specific to and consists of precise details of each incident complained of, including dates, times, locations, and any witnesses.

If a manager or team lead is informed of a complaint by an employee, please note that it is not necessarily that manager’s job to investigate the complaint, but just to give HR any specific information the manager has been made aware of. The HR department will then be involved with deciding who should take the process forward. 

The person or people to whom the complaint relates may be notified in writing by a member of the HR team that an allegation has been made against him or her. 

The objective of the investigation is to ascertain whether or not the behaviours in the complaint have occurred, and therefore may include interviewing the person complained of, witnesses, managers, and any other party that may be involved with or had witnessed the alleged behaviours. Interviews will typically be documented in writing in order to maintain clarity throughout the investigation. Investigations are to be conducted thoroughly, objectively and with sensitivity and with due respect for the rights of both the complainant and the alleged aggressor. Investigations should be carried out in accordance with relevant grievance and/or disciplinary policies in each country.

Upon completion of the investigation, the investigator will typically produce a report to management or another party deemed appropriate at the outset of the complaint that will include the investigator’s conclusions. 

The employer will decide in light of the investigator’s report and with reference to the relevant grievance and/or disciplinary process what, if any, action will be taken. 

The employer will continue to keep the situation under review, and may provide counseling for the complainant where appropriate. Preventive measures may also be taken to ensure elimination of the behaviour in the future and to reduce effects of the prior exposure. 

Media.Monks is committed to maintaining a safe work environment for all of its employees and ensuring all employees are treated with dignity and respect. If you have any questions about the above policies, please contact HR, the global DE&I lead, or your local DE&I Culture Manager. 

The above procedure is for individuals to raise concerns personal to them. Issues relating to business concerns or other issues not personal to them should be raised through our whistleblower policy, which can be found here.

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