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Harassment Investigation Policy and Procedures

Asia Farm Animal Day, 2023

 

Organized by Asia for Animals Coalition and the Animal & Vegan Advocacy (AVA) Summit

 

The Asia Farm Animal Day (AFAD) event encourages prompt and full reporting of all perceived incidents of discrimination or harassment to the AFAD Leadership Team in-person, by email at events@asiaforanimals.com. This applies if you believe that you have been harassed or if you witness harassment of another person.

It is our policy to promptly and thoroughly investigate such reports. Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action
. View our Code of Conduct and Anti-Harassment Policy. No policy can fully describe all forms of harassment. All persons at AFAD are encouraged to report any occasion where they feel harassed, whether or not the specific conduct is captured by this policy.

If the complaint relates to a member of the AVA Summit’s
or AfA’s Leadership Team, please reach out to a member of our Steering Committee so that the complaint can be referred to an outside organization for investigation.

Complaint and Investigation Process

AFAD strongly encourages people who believe they or others are being subjected to such conduct to promptly advise the offender that his or her behavior is unwelcome and request that it be discontinued. Often this action alone will resolve the problem. We recognize that a person may not always feel comfortable addressing the behavior directly with the offender and may prefer to pursue the matter through official complaint procedures.

It is essential that complaints or concerns be promptly (within 48 hours) reported,
so that we can take action to prevent further harassment. Failure to report promptly may impair the AFAD’s ability to thoroughly investigate and resolve the complaint. Any reported allegations of harassment, discrimination, or retaliation will be promptly investigated. The investigation may include individual interviews with the parties involved and, where necessary, with persons who may have observed the alleged conduct or may have other relevant knowledge. At the conclusion of a thorough investigation, both the person who submitted the complaint and any individual accused of harassment or discrimination will be notified of the conclusion of the investigation, including any findings of harassment and any disciplinary or other administrative actions that will be taken.

Submitting false or unjustified complaints against an individual may itself constitute a form of harassment. Anyone who makes false or malicious complaints of harassment, discrimination, or retaliation shall be subject to disciplinary action up to and including expulsion from this and any AVA Summit and/or AfA event.


Within 48 hours upon receiving a complaint of harassment, a representative from the Leadership Team will take the following initial steps:

1. Record all the information received from the complainant, including the dates, times, and locations of the incidents, as well as the names of individuals who may have observed the incidents
2. Provide the complainant with an overview of the investigation process and ensure that the complainant understands the timing and scope of the investigation
3. Identify the complainant’s preferred resolution
4. Ensure that records of all discussions remain confidential to the fullest extent possible
5. Take immediate action to limit interactions between the complainant and the alleged harasser while the investigation remains pending, if necessary.


Within 10 business days after the completion of these initial steps, a representative from the
Leadership Team will take the following secondary steps:


1. Interview the complainant and, in the case of complaints made by third parties who observed concerning conduct, the individual to whom the conduct was directed
2. Interview witnesses or other knowledgeable persons who may have information relating to the alleged incident(s)
3. Interview the person complained about
4. Confer as necessary with management to determine the appropriate course of action, including, as appropriate, any disciplinary action to be taken
5. Prepare a final incident report detailing the investigation, any findings, disciplinary actions taken, and recommendations to prevent future incidents
6. Inform the parties involved of any recommendations or disciplinary actions

Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action. Information regarding complaints will be disclosed only as necessary for the investigation and resolution of the complaint.

Retaliation against a person for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should immediately be reported to any member of the Steering Committee and will be promptly investigated and addressed. Misconduct constituting harassment, discrimination, or retaliation shall be subject to disciplinary action up to and including expulsion from this and any AVA Summit & AfA event.

If the complainant does not agree with the resolution of a complaint, he or she may consult with a member of the Leadership Team to explain why the complainant views the resolution as unsatisfactory and propose an alternative remedy.

This document will be updated as needed to reflect current circumstances. Last updated April 27, 2023.

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