Administrative Policy #3.18 - Respectful Work Environment

City of Corvallis logo

Purpose

The City of Corvallis, "A Community that Honors Diversity," is committed to promoting a respectful work environment.

Policy

This policy applies to all City of Corvallis employees, volunteers, interns, contractors, vendors, and customers.  It is the policy of the City of Corvallis that all employees, volunteers, interns, contractors, vendors, and customers to the City's worksites enjoy a positive, respectful, and productive work environment, free from behavior, actions, or language constituting a violation of the Respectful Work Environment Policy.

Responsibilities

a. Employee – All employees are required to:

  • Behave respectfully;
  • Recognize when they or others are being subjected to disrespectful behavior;
  • If appropriate, address the behavior directly with the person engaging in disrespectful or abusive conduct;
  • Bring the situation to the attention of a supervisor or the next person in the chain of command (if a supervisor is the issue) for prompt resolution; and
  • Make a complaint.

b. Management – In addition to their personal responsibilities as employees, managers/supervisors are responsible for:

  • Encouraging reporting instances of disrespectful behavior;
  • Immediately addressing all disrespectful behavior once reported or observed; and
  • Taking the situation seriously and promptly investigating the extent and nature of the problem.

c. Examples of Respectful Behavior – Each employee is expected to abide by these values and standards of interpersonal behavior, communication, and professionalism:

  • We respect and value the contributions of all members of our community, regardless of status or role in the organization;
  • We listen first and take responsibility for all our behaviors, including all verbal and non-verbal actions;
  • We treat co-workers and others with respect, civility, and courtesy;
  • We work honestly, effectively, and collegially;
  • We respond promptly, courteously, and appropriately to requests for assistance or information;
  • We use conflict management skills, together with respectful and courteous verbal communication, to effectively manage disagreements;
  • We encourage and support all co-workers and others in developing their individual conflict management skills and talents;
  • We have an open and cooperative approach in dealings with employees, recognizing and embracing individual differences;
  • We recognize that differing social and cultural standards may mean that behavior that is acceptable to some may be perceived as unacceptable or unreasonable to others;
  • We abide by all applicable rules, regulations, and policies and address any dissatisfaction with, or violation of, policies and procedures through appropriate channels;
  • We demonstrate commitment to continuous personal and professional learning and development;
  • We demonstrate commitment to a culture where all coworkers cooperate and collaborate in using best practices to achieve positive work-related outcomes;
  • We are responsible stewards of resources and human assets to achieve excellence and innovation in the service to our community; and
  • If we are in leadership positions, we model civility for others and clearly define expectations for how employees treat each other and are responsive to complaints when they are brought forward.

d. Examples of Disrespectful Behavior –

  • Use of threatening or abusive language, profanity, or language that is intended to be, or is perceived by others to be, demeaning, berating, rude, or offensive;
  • Intentionally ignoring someone, picking on an individual or group, or bullying;
  • Making threats of violence, retribution, or financial harm; shouting or engaging in other speech, conduct, or mannerisms that are reasonably perceived by others to represent intimidation or harassment;
  • Using racial or ethnic slurs; demonstrating racial, gender, sexual orientation, or cultural bias;
  • Making or telling jokes that are intended to be, or that are reasonably perceived by others to be, crude or offensive; teasing, name calling, ridiculing, or making someone the target of pranks or practical jokes;
  • Using sarcasm or cynicism directed as a personal attack on others;
  • Creating, sharing, or repeating information that is injurious, offensive, threatening, intimidating, coercing conduct, or other conduct that fail to ensure civility and decorum in the workplace;
  • Throwing instruments, tools, office equipment, or other items as an expression of anger, criticism, or threat or in an otherwise disrespectful or abusive manner;
  • Making comments or engaging in behavior that is untruthful or directed as a personal attack on the professional conduct of others;
  • Retaliation;
  • Engaging in any pattern of disruptive behavior or interaction that could interfere with the workplace or serving the public;
  • Insubordination – being disobedient or not submitting to authority, including, but not limited to, refusal to do an assigned job, refusal to render assistance, refusal to work overtime when mandatory, insolent response to a work order, or delay in carrying out an assignment.

Reporting

Anyone who is subject to or aware of what they believe to be a violation of this Policy should report that behavior to their immediate supervisor, their Department Director, or directly to Human Resources.

Procedure

The following complaint procedure will be followed in order to address a complaint.

Complaint

A person who feels harassed or discriminated or retaliated against may initiate the complaint process by notifying their immediate supervisor, Department Director, or Human Resources.

a. A complaint may be made verbally or in writing using the City of Corvallis Respectful Work Environment Complaint Form.

b. A complaint must be filed within 30 days of the alleged infraction.

c. A verbal or written complaint should contain the following:

  1. the name of the person filing the report;
  2. the name of the complainant;
  3. the names of all parties involved, including witnesses;
  4. a specific and detailed description of the conduct or action that the employee believes is discriminatory or harassing;
  5. the date or time period in which the alleged conduct occurred; and
  6. a description of the remedy the employee desires.

Investigation

Human Resources will coordinate and conduct or delegate responsibility for coordinating and conducting an investigation.

a. All complaints will be taken seriously, and an investigation will be initiated as quickly as possible.

b. Human Resources may need to take steps to ensure employees are protected from further violations.

c. Complaints will be dealt with in a discreet and confidential manner, to the extent possible.

d. To preserve the integrity of the investigation, you may be asked, on a case-by-case basis, to limit discussions relative to the investigation until it is complete.

e. If any represented employee has a reasonable expectation that the investigation may result in disciplinary action, they may request to have representation.

f. Human Resources will notify the complainant, the respondent, and all witnesses that retaliating against a person for making a complaint will not be tolerated.

g. Human Resources will notify the complainant and the respondent when the investigation is concluded.

h. Immediate and appropriate action will be taken if a complaint is substantiated.

i. Human Resources will inform the complainant if any part of a complaint is substantiated and that action has been taken.  The complainant will not be given the specifics of the action.

j. The complainant and the respondent will be notified by Human Resources if a complaint is not substantiated.

Penalties

Conduct in violation of this Policy will not be tolerated.

a. Employees engaging in conduct in violation of this Policy may be subject to disciplinary action, up to and including termination.

b. City casual/temporary employees and volunteers who engage in conduct in violation of this Policy may be subject to termination of their working or volunteer relationship with the City.

c. Managers and supervisors who know or should know of conduct in violation of this Policy and who fail to report such behavior or fail to take prompt, appropriate action may be subject to disciplinary action, up to and including termination.

d. If a complaint involves the conduct of a contracted employee or a contractor, Human Resources must inform the contractor of the problem behavior and require prompt, appropriate action.

Retaliation

Retaliation against anyone for bringing a complaint or participating in an investigation is strictly prohibited.  Under no circumstances will an employee be disciplined, demoted, or otherwise retaliated against for reporting, disclosing, or bringing a Respectful Work Environment complaint to the attention of the City.  Any employee who retaliates, or threatens to retaliate, against another employee for reporting a violation will be subject to disciplinary action, up to and including termination.

a. Employees who believe they have been retaliated against because they filed a complaint, participated in an investigation, or reported observing a violation of the Respectful Work Environment Policy should report this behavior to the employee's supervisor, the Department Director, or Human Resources.

b. Complaints of retaliation will be investigated promptly.

c. Employees who violate this Policy by retaliating against others may be subject to disciplinary action, up to and including termination.

d. City casual/temporary employees and volunteers who retaliate against others may be subject to termination of their working or volunteer relationship with the agency, board, or commission.

Review/Update

The Human Resources Director will update this Administrative Policy as needed and submit to City Manager for review and approval.

Last reviewed: 06-2023

For More Information

  • Printer-friendly version