Next steps when an employee reports poor treatment

My employee let me know that a coworker is mistreating them. It’s my first time managing a situation like this, and I’m looking for advice on how to best support them and what my responsibilities are as a manager. What do I do next?

The State of Indiana strives to ensure mutual respect, safety and civility are held at the center of the work environment for all employees. As a manager, you can help make sure these themes are present by familiarizing yourself with our anti-violence and anti-harassment policies. If an employee approaches you with a complaint about treatment they’re experiencing, these are some points to keep in mind:

Prioritize safety first

If there’s an imminent threat, focus on finding a safe location and call 911. If workplace violence takes place, report it to the person’s supervisor, manager or other appropriate agency leadership staff once the employee and you are safe. You’re also encouraged to report incidents to your agency HR Representative or the INSPD Employee Relations Division staff. Providing a thorough report with details like a description of the violence, the time and location of the incident, who was involved, etc. will help with future investigations.

Get the necessary details

If there’s not an imminent threat of danger, you’ll want to start gathering some information from the employee who has reported the situation. Is it an issue where the employee believes they’re the target of sexual harassment or harassment based on protected class? If not, our blog post on sharpening your skills in conflict management has tips to help you handle tension between coworkers. However, if the employee does believe they’re the target of sexual harassment or harassment based on protected class, you should start by reporting the incident to one or more of the following people:

• Agency AA/EEO/ADA Coordinator
• Agency or Local Human Resources Director
• Agency Head or other Leadership Staff
• Employee Relations Division, INSPD 855-773-4647, Option 4 or EmployeeRelations@spd.IN.gov

To resolve a workplace harassment complaint, it’s essential to have a detailed and accurate record in writing and any employee who believes they’re being harassed should keep a record of the treatment they’re receiving to help INSPD with possible investigations.  If an employee approaches you with their concerns, be sure to take detailed notes of the conversation and the allegations shared with you. The State of Indiana also doesn’t have a time limit for reporting, so employees may approach you about recent or older incidents.

Understand the basics of INSPD’s investigation of complaints

INSPD will investigate complaints as discreetly as possible to protect the privacy of the individuals involved. In most cases, the alleged harasser will be notified by INSPD of the complaint made against them, so they have the right to respond. Investigations may include speaking with witnesses or reviewing pertinent documents.  Upon completion of the investigation, the outcome will be shared with the individual who made the complaint and the person against whom the complaint was made.  It is important for confidentiality to be protected, so employees should avoid discussing the investigation with one another.

Even if an employee files a complaint with a manager, they may still file a complaint with an appropriate federal or state authority, including the Equal Employment Opportunity Commission and the Indiana Civil Rights Commission.

Protect employees against Retaliation

It’s essential to create a safe and supportive environment where employees can speak up about mistreatment. Employees who report or participate in investigations of harassment should never be punished for doing so.  Disciplining, demoting, or reducing an employees’ salary because they have engaged in the investigation process is prohibited.

Know where to go for help

If you have questions and need more support, don’t hesitate to reach out to the INSPD Employee Relations Division at 855-773-4647, Option 4 or EmployeeRelations@spd.IN.gov. They’re here to help! You can also refer to the Workplace Violence Prevention policy and the Workplace Harassment Prevention policy for additional information.