<Company Name>

HR Policy

Equal Employment
Opportunity Policy
Policy Effective Date: <DD/MM/YY>

No part of this documentation may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including photocopying or recording, for any purpose without express written permission of
the CEO of <Company Name Here>.
© 2021, <Company Name Here>. All Rights Reserved

Revision History

Ver Change Description Prepared By Reviewed By Approved By Date

No.

Table Of Contents

1. Objective 4
2. Scope and Applicability 4
3. Definition/Glossary 4
4. Policy/Process 5
4.1. Policy Objective 5
4.2. EEO and Provisions of Services 5
4.3. What is Workspace discrimination 6
4.4. Parameters of Discrimination - Strictly Prohibited 6
4.5. Complaint process and procedures 7
4.6. EEO & Anti-Discrimination Committee 7
4.7. Process to be followed 7
4.7.1. Investigation 8
4.7.2. Mediation 8
4.7.3. Timelines 8
4.7.4. Fairness 8
4.7.5. Confidentiality and the Right to Privacy 9
4.7.6. Outcomes and Remedies 9
4.7.7. Appeal Process 9

5. Special Circumstance and Exception 10

6. Non-compliance and Consequence 10

1.Objective
Indian constitution encompasses social safeguard measures for all citizens of
India in Article 15 and Article 16.
 Article 15 mandates prohibition of discrimination on grounds of religion, race,
caste, sex or place of birth.
Article 16 mandates equal opportunity in matters of public employment.
Article 16(2) further states that no citizen shall on grounds only of religion, race,
colour, caste, sex, descent, place of birth, residence or any of them be ineligible
for or discriminated against in respect of any employment or office under the
State.
<Company Name Here> has endeavored to capture the spirit of the above
national and international statues in EEO and Anti-Discrimination Policy.
<Company Name Here> is committed to promoting equal employment
opportunities and a workplace that is free of all forms of discrimination. Equal
opportunity means that all staff experience fairness, impartiality and equal access
to all career initiatives in the <Company Name Here>.
<Company Name Here> commitment to equal opportunity promotes an inclusive
work environment that values and accepts the diverse cultural and social
backgrounds of its staff.

2.Scope and Applicability

Applicable to HR and all the employees as well.
This policy is owned by <Name of the Person> and reachable @ <Contact
Number> and <email address>

3.Definition/Glossary

Term / Abbreviation Definition / Expansion

EEO Equal Employment Opportunity

4.Policy/Process
4.1. Policy Objective
The objectives of this Equal Employment Opportunity (EEO) and Anti-
Discrimination Policy are to ensure that all:
● <COMPANY NAME HERE>’s employees or potential employees do not
suffer unfair discrimination in the workplace.
● Individuals and groups within the <Company Name Here> work in an
environment where all decisions are free of discrimination, where they
have equal opportunity based on relevant abilities, skills and merit.
● Employees are encouraged to take positive action towards promoting
equal opportunity throughout the organization.
● Personnel actions such as compensation, benefits, transfers, layoffs,
company-sponsored training programs and social and recreational
programs will be administered on a non- discriminatory basis.
● Application of labour laws to be uniformly applied in the organization.

4.2. EEO and Provisions of Services

It refers to the principle which ensures that all employees and potential
employees of <COMPANY NAME HERE> are treated equitably and fairly
regardless of their race, sex or disability. Everyone has an equal chance when
applying for jobs, IJPs, transfers, promotions, training opportunities and in their
working conditions. The following activities shall be conducted in a uniform
manner-

● Recruitment procedure and selection criteria, for appointment or

engagement of a person as an employee;
● Promotion and transfer of an employee;
● Training and staff development for an employee; and
● Terms of employment or any other employee related activity

4.3. What is Workspace discrimination

Discrimination occurs when someone is treated unfavorably because of a certain
attribute. Discrimination may involve some or all of the following:
 ● Conduct that can be considered harassing, coercive or disruptive,
including sexual harassment
● Making offensive ‘jokes’ about another worker’s clan, ethnic background,
colour, sex, appearance or disability
● Expressing negative stereotypes about particular groups e.g. “married
women shouldn’t be working.”
● Judging someone on their political or religious beliefs rather than their
work performance.
● Using selection processes based on irrelevant attributes such as ethnic or
clan group, age, sex or disability rather than on knowledge, skills and
merit

4.4. Parameters of Discrimination - Strictly Prohibited

<Company Name Here> and its employees shall strive to create a workplace
that is free from discrimination in their employment practices against any
potential or existing employees, and shall not discriminate on a person’s:
● Age or other circumstances
● Colour
● Cultural or social beliefs such as religious
● Educational Background
● Race, ethnicity or nationality
● Spiritual, traditional or customary beliefs
● Political opinion
● Physical features or physical disabilities
● Gender identity and expression
● Marital status
● Pregnancy or judging the impacts of potential pregnancy on decisions
● Breastfeeding
● Sexual orientation
● Health or physical disability or impairment
● Medical record
● HIV status
● Family responsibilities
● Trade Union membership
● Reserve disciplinary forces, e.g., police

4.5. Complaint process and procedures

 A person wishing to make a complaint of discrimination can consult and file a
complaint with the EEO & Anti-Discrimination Committee. The complaint
should be made in writing and addressed to chairperson of the committee
within 5 working days of any such incident of discrimination.

The constitution of the Committee shall be-

● Chair of the “ EEO & Anti-discrimination” Committee

● Internal Officers- 2 Members from Middle Level Management [One
Female and One Male]
● HR Department Head, <Company Name Here>

4.6. EEO & Anti-Discrimination Committee

# Name Designation Role in Committee

1 Chair Person

2 Presiding Officer

3 Internal Officer

4 Supporting officer

5 Anonymous(Outsider / Lawyer)

4.7. Process to be followed

Once a complaint has been filed with the EEO & AD Committee :

4.7.1. Investigation

Once a complaint has been filed, an investigation will be undertaken

immediately. In instances where there is an alleged respondent, the
respondent will be notified immediately. The complainant and the
respondent will both be interviewed along with any individuals who may
be able to provide relevant information.

Where the alleged discrimination is an organizational practice or

procedure, that practice or procedure will be investigated immediately.
Where the investigation finds systemic discrimination within the
organization, that practice or procedure will be changed promptly.
4.7.2. Mediation

<Company Name Here> supports resolving matters through mediation

provided that it is consistent with organizational duties, obligations and
needs. Mediation can only be undertaken voluntarily. If both parties
agree to participate, matters may be resolved through mediation in the
following circumstances. Once the matter has been investigated and
<Company Name Here> has determined the facts of the case,
<Company Name Here> may use mediation to develop appropriate
solutions to the complaint; and, in rare instances, where the incident is
an isolated event and the parties do not dispute the facts, <Company
Name Here> will act diligently to ensure that matters are dealt with in a
manner that ensures the safety and protection of everyone within the
organization.

4.7.3. Timelines

<Company Name Here> will investigate all complaints immediately and

will work towards the prompt resolution and prevention of discriminatory
acts and practices. The first round of investigation and conclusion shall
be arrived at within 10 working days from the date of filing of the
complaint.

4.7.4. Fairness

All complaints will be investigated in the same manner with the aim of
promoting, fairness and equality.

4.7.5. Confidentiality and the Right to Privacy

<Company Name Here> will preserve the confidentiality of all individuals

involved in a discrimination complaint. The preservation of confidentiality
may be affected by the employer’s duty to prevent discrimination in/at
<Company Name Here> and by the alleged respondent’s right to know
the nature of the complaint being made against them and who has made
it so that they can respond.

If the investigation fails to find evidence to support the complaint, no

documentation concerning the complaint will be placed on the file of the
respondent. <Company Name Here> will retain all documentation for 12
months for informational purposes in the event that there is an internal
appeal or a complaint filed with an outside agency.
 4.7.6. Outcomes and Remedies

<Company Name Here> will act swiftly to ensure that the discriminatory
practice is stopped as soon as possible and may remedy the situation in
a number of ways. Where the investigation determines that
discrimination has occurred or the matter has been successfully
mediated, outcomes may include moving the respondent to another
department, changing the respondent’s job duties, or a letter of apology.
Actions taken to remedy a discriminatory situation should not have a
negative effect on the complainant. The main concerns of the employer
will be to ensure that the discrimination ends and to restore workplace
harmony.

4.7.7. Appeal Process

Within 10 days from the result of the first round of investigation, either the
complainant or the respondent may make a written request that an
investigation be reviewed stating which aspect of the investigation is
inadequate. The request must be submitted to CEO of <Company Name
Here>, who will determine if the investigation is to be re-opened in order
to address the concerns raised.
In case the appeal is taken up, then the investigation shall be completed
within 15 working days by the same committee with the inclusion of an
independent member. The result of the appeal shall be binding on the
complainant, respondent and all related parties concerned for all
purposes

5.Special Circumstance and Exception

No exception to this policy is allowed.
Any Deviation to this policy has to be approved by HR. Any changes to the policy
has to be approved by Legal and Compliance.

6.Non-compliance and Consequence

Any instances of discrimination or favouritism with proper evidence that comes to
or is brought to the notice of the management will be dealt with strictly in
accordance with the terms of this policy and any other appropriate policies of the
company.
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