WEDO Policies

Anti-fraud, Bribery and Corruption Policy

Updated August 2021

Política de lucha contra el fraude, el soborno y la corrupción – en español abajo
Politique de lutte contre la fraude, les pots-de-vin et la corruption – en français ci-dessous

Purpose

WEDO has a ‘zero tolerance’ policy towards fraud, bribery, and corruption. It will always seek to take disciplinary and /or legal action against those found to have perpetrated fraud.

WEDO is committed to developing an anti-fraud culture and keeping the opportunities for fraud, bribery and corruption to the absolute minimum.

Scope

WEDO has developed this policy to ensure that resources are not being used directly or indirectly to support terrorist activities and to provide a clear guide on what to do if terrorist activity is suspected. More broadly, this policy will support WEDO to implement its activities in line with its mission statement and core principles. 

This Policy applies to all directors, officers, and employees of WEDO and of each domestic and foreign subsidiary, partnership, venture or other business association that is effectively controlled by WEDO, directly or indirectly.  It is also the WEDO’s policy to educate our stakeholders and others with whom we do business of WEDO’s commitment to compliance with all laws and best practices involving avoidance of fraud, bribery, and corruption.

WEDO prohibits employees (as well as third-party intermediaries, joint venture relationships, distributors, business partners and certain other stakeholders) from corruptly offering, promising, authorizing or paying anything of value to any foreign official, any foreign political party or official thereof, or any candidate for foreign political office, in order to influence the official for the purpose of obtaining or retaining business, or securing some other improper advantage.  

Definitions

Corruption: Under the terms of this policy, “corruption” is a dishonest conduct that consists of seeking, soliciting, accepting or receiving – directly or indirectly – all unjustified payment, gift or benefit for having undertaken, or, alternatively, for having abstained from professional obligations. Corruption can take many forms such as:

• “Bribes”: payments to all persons to perform in a more flexible and favorable manner, or refrain from performing, an act falling within their function.
• “Facilitation payment”: unofficial payments of small amounts intended to facilitate or ensure the smooth running of simple procedures or necessary acts that the payer is entitled to expect, whether on a legal or other basis.
• “Fraud”: falsification of data, reports, invoices, etc.
• “Extortion”: money obtained through coercion or force.
• “Favoritism”, “Nepotism”, “Collusion”: the practice of giving unfair preferential treatment to one person or group at the expense of another.
• “Misappropriation of funds”: theft of resources (money, supplies, goods, etc.) by WEDO staff, as well as the other entities referred to in Article 1 of this policy, resources given to ghost people (staff, suppliers, beneficiaries), etc.
• “Embezzlement”: misappropriation of funds, when the funds involved have been lawfully entrusted to the embezzler.
• “Trading in influence”: giving or receiving of money, property or favors, involving a public person.

Procedures

WEDO’s procedures are in place to deter, detect, prevent, and respond. To minimize the risk of aid diversion, and in particular terrorism financing, WEDO employs the following approach:

1. Conducts regular risk analysis concerning anti-terrorism activities. WEDO will assess the risks of fraud, bribery, and corruption, establish processes and controls to minimize these risks, and regularly review the effectiveness of its control systems.
2. Requires all staff to go through annual corruption training provided by WEDO to assure understanding of this policy.
3. Requires all staff to immediately report any incidents or suspicions of fraud, bribery or corruption to an appropriate manager or director.  WEDO will not penalize anyone for raising a concern in good faith.
4. Enforces a strict code of conduct among its staff.
5. Maintains comprehensive financial records which account for all.
6. Take all reports of fraud, bribery and corruption seriously, and investigate proportionately and appropriately as set out in the Fraud Response Plan.
7. Requires all those representing WEDO including its suppliers, grant recipients, partners, contractors, and agents, to act in accordance with this policy. This includes reporting to WEDO any suspected or actual instances of fraud, bribery, or corruption involving WEDO assets or staff.
8. Reserves the right to carry out Third Party reference checks on individuals with whom WEDO has or plans to have a partnership with to ensure these individuals are not associated with terrorism and do not appear on counter-terrorism lists through the use of an industry-standard auto-screening software.

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Política de lucha contra el fraude, el soborno y la corrupción

Objetivo

WEDO tiene una política de “tolerancia cero” respecto al fraude, el soborno y la corrupción. Siempre tratará de aplicar medidas disciplinarias y/o legales contra los culpables de fraude.

WEDO se compromete a desarrollar una cultura antifraude y a mantener al mínimo las probabilidades de fraude, soborno y corrupción.

Alcance

WEDO ha desarrollado esta política para garantizar que los recursos no se utilicen directa o indirectamente para apoyar actividades terroristas, y para proporcionar una orientación clara sobre cómo proceder si se sospecha de la existencia de estas. En términos más generales, esta política ayudará a WEDO a llevar a cabo sus actividades de acuerdo con su misión y sus principios fundamentales. 

Esta política se aplica a todos los directores, funcionarios y empleados de WEDO y a todas las filiales nacionales y extranjeras, sociedades, corporaciones u otras asociaciones comerciales controladas directa o indirectamente por WEDO.  También es política de WEDO educar a nuestras partes interesadas y a todos con los que hacemos negocios sobre el compromiso de WEDO de cumplir con todas las leyes y de aplicar las mejores prácticas para evitar el fraude, el soborno y la corrupción.

WEDO prohíbe a sus empleados (así como a terceros intermediarios, socios de empresas conjuntas, distribuidores, socios comerciales y otras partes interesadas) ofrecer, prometer, autorizar o pagar cualquier cosa de valor a funcionarios públicos extranjeros, partidos políticos extranjeros así como a sus funcionarios o candidatos, con el fin de influir en el funcionario público para hacer o mantener negocios u obtener cualquier otra ventaja indebida.  

Definiciones

Corrupción: según los términos de esta política, la “corrupción” es una conducta deshonesta que consiste en buscar, solicitar, aceptar o recibir, directa o indirectamente, un pago, regalo o ventaja injustificados por el desempeño u omisión de las funciones profesionales. La corrupción puede adoptar muchas formas, por ejemplo:

• “Sobornos”: pagos efectuados a cualquier persona para que realice o se abstenga de realizar, de forma más flexible y favorable, un acto propio de su función.
• “Pagos de facilitación”: pagos no oficiales de pequeñas cantidades destinados a facilitar o asegurar el buen funcionamiento de procedimientos sencillos o actos necesarios que el pagador tiene derecho a esperar por motivos legales o de otro tipo.
• “Fraude”: falsificación de datos, informes, facturas, etc.
• “Extorsión”: dinero obtenido mediante coacción o fuerza.
• “Favoritismo”, “nepotismo”, “connivencia”: la práctica de favorecer de manera injusta a una persona o grupo a expensas de otro.
• “Malversación de fondos”: robo de recursos (dinero, suministros, bienes, etc.) por parte del personal de WEDO y otras entidades mencionadas en el artículo 1 de esta política, recursos entregados a personas fantasmas (empleados, proveedores, beneficiarios), etc.
• “Malversación”: apropiación indebida de fondos cuando los fondos en cuestión han sido confiados de forma legal al malversador.
• “Tráfico de influencias”: entrega o recepción de dinero, bienes o favores, con la participación de una persona pública.

Procedimientos

Los procedimientos de WEDO están diseñados para disuadir, detectar, prevenir y responder. Para minimizar el riesgo del desvío de fondos de ayuda y de la financiación del terrorismo, WEDO adopta el siguiente enfoque:

1. Realiza de forma periódica análisis de riesgo sobre las actividades antiterroristas. WEDO evaluará los riesgos de fraude, soborno y corrupción, establecerá procedimientos y controles para minimizar estos riesgos y revisará regularmente la eficacia de sus sistemas de control.
2. Exige a todos los empleados que asistan a la capacitación anual sobre corrupción impartida por WEDO para asegurarse de que comprenden esta política.
3. Exige a todos los empleados que informen de inmediato cualquier incidente o sospecha de fraude, soborno o corrupción a un gerente o director apropiado.  WEDO no penalizará a nadie que plantee una preocupación de buena fe.
4. Aplica un estricto código de conducta a sus empleados.
5. Mantiene registros financieros completos que dan cuenta de todo.
6. Toma en serio todas las denuncias de fraude, soborno y corrupción y las investiga de forma apropiada, según lo establecido en el Plan de respuesta antifraude.
7. Exige que todas las personas que representen a WEDO, incluidos sus proveedores, becarios, socios, contratistas y agentes, actúen de acuerdo con esta política. Esto incluye informar a WEDO de cualquier caso sospechoso o real de fraude, soborno o corrupción que implique a los activos o empleados de WEDO.
8. Se reserva el derecho de comprobar la veracidad de las referencias de terceros sobre las personas con las que WEDO se ha asociado o tiene intención de asociarse para garantizar que dichas personas no están asociadas con el terrorismo y no figuran en listas de lucha contra el terrorismo mediante el uso de un software de autoanálisis estándar de la industria.

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Politique de lutte contre la fraude, les pots-de-vin et la corruption

Objectif

WEDO affiche une politique de « tolérance zéro » à l’égard de la fraude, des pots-de-vin et de la corruption. Nous chercherons toujours à prendre les mesures disciplinaires et/ou juridiques à l’encontre des personnes reconnues coupables de ce genre de fraudes.

WEDO est fermement engagé dans le développement d’une culture anti-fraude, notre objectif est de limiter au maximum la fraude, les pots-de-vin et la corruption.

Portée

WEDO a élaboré cette politique afin de s’assurer que ses ressources ne sont en aucun cas utilisées, directement ou indirectement, pour soutenir des activités terroristes. Notre objectif est de proposer un guide clair de la démarche à suivre si nos collaborateur·rice·s ou partenaires suspectent qu’une activité terroriste soit liée à nos activités. De manière plus générale, cette politique a pour objectif d’aider WEDO à mettre en œuvre ses activités dans le plus grand respect de ses principes fondamentaux et de sa mission. 

Cette politique s’applique à tous les administrateur.rice·s, dirigeant·e·s et employé·e·s de WEDO, mais aussi à chaque filiale nationale et étrangère, partenariat, entreprise ou à toute autre association commerciale contrôlée, directement ou indirectement, par WEDO.  La politique de WEDO consiste également à informer les différents intervenant·e·s et autres personnes avec lesquels nous collaborons de l’engagement de WEDO, afin de respecter les lois et meilleures pratiques de lutte contre la fraude, les pots-de-vin et la corruption.

WEDO interdit à ses employé·e·s (mais aussi à tout intermédiaire, associé·e en co-entreprise, distributeur·rice, partenaire commercial·e et à tout autre intervenant·e) d’offrir, de promettre, d’autoriser l’octroi ou le paiement de tout élément de valeur à tout fonctionnaire, parti politique, candidat·e briguant un poste politique dans un pays étranger, afin d’influencer cette personne, pour obtenir ou conserver une quelconque affaire, ou afin de s’assurer tout type d’avantage indu.  

Définitions

Corruption : Selon les termes de la présente politique, la « corruption » est un comportement malhonnête qui consiste à rechercher, solliciter, accepter ou recevoir (directement ou indirectement) tout type de paiement, cadeau ou avantage injustifié après avoir entrepris ou s’être abstenu d’entreprendre une quelconque obligation professionnelle. La corruption peut prendre de nombreuses formes :

• « Pots-de-vin » : paiement réalisé à toute personne pour qu’elle simplifie, soit plus favorable ou s’abstienne d’accomplir un acte relevant de sa fonction.
• « Commission occulte » : paiements non officiels de petits montants destinés à faciliter ou à assurer le bon déroulement de procédures simples ou d’actes nécessaires que le payeur est en droit d’attendre, sur une base légale ou non.
• « Fraude » : falsification de données, de rapports, de factures, etc.
• « Extorsion » : argent obtenu par la coercition ou la force.
• « Favoritisme », « Népotisme », « Collusion » : pratique consistant à accorder un traitement préférentiel injuste à une personne ou à un groupe de personnes au détriment d’autres.
• « Détournement de fonds » : vol de ressources (argent, fournitures, biens, etc.) par le personnel de WEDO, ou par toute autre entité mentionnée dans l’article 1 de la présente politique, ressources qui seront données à des personnes non identifiées (personnel, fournisseurs, bénéficiaires, etc.).
• « Malversation » : malversation de fonds légalement confiés à l’auteur·rice du détournement.
• « Trafic d’influence » : donner de l’argent, des biens ou tout type de faveur à un·e fonctionnaire en échange de l’octroi d’avantages divers.

Procédures

Les procédures de WEDO sont élaborées afin de dissuader, détecter, prévenir et répondre à ce genre de fraudes. Afin de minimiser les risques de détournement d’aides, surtout pour financer des groupes terroristes, l’approche de WEDO est la suivante :

1. Nous réalisons régulièrement des mesures de contrôle afin de détecter tout type d’activité terroriste dans nos activités. WEDO évalue aussi les risques de fraude, de pots-de-vin et de corruption, nous mettons en place différentes procédures et systèmes de contrôle afin de minimiser ces risques, et nous auditons régulièrement leur efficacité.
2. Nous obligeons tout notre personnel à suivre une formation annuelle sur la corruption, dispensée par nos soins, afin de garantir la bonne compréhension de la présente politique.
3. Tout notre personnel doit signaler immédiatement tout type d’incident ou soupçon de fraude, de corruption ou de subornation à son/sa manager ou responsable.  WEDO ne pénalisera personne pour avoir signalé un problème de bonne foi.
4. Nous appliquons un code de conduite strict parmi notre personnel.
5. Nous tenons à jour des dossiers financiers complets qui rendent compte de tous.
6. Nous prenons très au sérieux tout signalement de fraude, de pots-de-vin ou de corruption, et menons des enquêtes proportionnelles et appropriées, comme l’exige notre Plan de lutte contre la fraude.
7. Toute personne ou entité représentant WEDO, comme ses fournisseurs, bénéficiaires d’aides, partenaires, entrepreneur·euse·s et agent·e·s, à agir dans le plus grand respect de la présente politique. Ceci implique, entre autres, le signalement de tout cas présumé ou réel de fraude, de corruption ou de subornation impliquant les actifs ou le personnel de WEDO.
8. WEDO se réserve le droit de réaliser des contrôles de référence sur n’importe quelle personne avec laquelle WEDO a ou prévoit d’établir un partenariat afin de s’assurer que ladite personne ne soit en aucun cas associée à un groupe terroriste ou fichée S via l’utilisation d’un logiciel de filtrage automatique standard.

Prohibition Against Harassment, Discrimination and Retaliation Policy

Updated November 2021

Purpose

WEDO is committed to a work environment in which all individuals are treated with respect and dignity.  Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. 

WEDO is committed to a workplace free from harassment, discrimination, and retaliation. WEDO does not tolerate and prohibits harassment, discrimination, and retaliation by or against employees, supervisors, clients, job applicants, contractors, interns, volunteers, visitors, vendors, customers or any other third party (collectively, “Covered Persons”). Therefore, WEDO expects that all relationships among persons in the workplace will be business-like and free of bias, prejudice and harassment.

Definition of Harassment

Harassment is defined as verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of the individual’s actual or perceived Protected Characteristic. Harassment and discrimination, whether verbal, physical or environmental, is unacceptable and will not be tolerated by WEDO.

Harassment, including sexual harassment, discrimination, and retaliation are unacceptable in the workplace and in any work-related settings such as business trips and WEDO-sponsored social functions, regardless of whether the conduct is engaged in by or against any Covered Person. Calls, texts, emails and social media usage by employees and other Covered Persons can constitute prohibited workplace harassment, even if they occur away from workplace premises, on personal devices, or during non-work hours. In addition to being in violation of this policy, harassment, discrimination, and retaliation are unlawful. 

The following examples of harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:

• Verbal harassment includes comments that are offensive or unwelcome regarding a person’s nationality, origin, race, color, religion, gender, sexual orientation, age, body, disability or appearance, including epithets, slurs and negative stereotyping.
• Nonverbal harassment includes distribution, display or discussion of any written or graphic material that ridicules, denigrates, insults, belittles or shows hostility, aversion or disrespect toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance, disability, sexual identity, marital or other protected status.

Definition of Sexual Harassment 

Sexual harassment includes harassment on the basis of sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status) and/or sexual orientation. Sexual harassment includes unwelcome conduct which is either of a sexual nature or which is directed at an individual because of that individuals’ sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status) and/or sexual orientation when:

• submission to that conduct or those advances, or requests is made either explicitly or implicitly a term or condition of an individual’s employment; or
• submission to or rejection of the conduct or advances or requests by an individual is used as the basis for employment decisions affecting the individual; or
• the conduct or advances or requests have the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. 

Sexual harassment can be verbal (including slurs, jokes, insults, epithets, gestures or teasing), visual (including offensive posters, symbols, cartoons, drawings, computer displays, text messages, social media posts or emails) or physical conduct (including physically threatening another) that denigrates or shows hostility or aversion towards an individual on the basis of sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status) and/or sexual orientation. Such conduct violates this policy, even if it is not unlawful. 

Because it is difficult to define unlawful sexual harassment, employees are expected to behave at all times in a manner consistent with the intended purpose of this policy.

Examples of conduct that violates this policy include: 

• unwelcome sexual advances, comments, gestures, flirtations, leering, whistling, touching, kissing, pinching, assault, blocking normal movement;
• requests for sexual favors or demands for sexual favors in exchange for favorable treatment;
• sexual jokes or comments about a person’s body, sexuality or sexual experience;
• propositions or suggestive or insulting comments of a sexual nature;
• derogatory, obscene or vulgar cartoons, posters, pictures, and drawings;
• sexually-explicit emails or voicemails;
• conversation about one’s own or someone else’s sex life;
• conduct, comments, or hostile actions consistently targeted at only one gender or because of the person’s gender or gender identity or expression, even if the content is not sexual.

Definition of Retaliation

Retaliation means adverse conduct taken because an individual reported an actual or perceived violation of this policy, opposed practices prohibited by this policy or participated in the reporting and investigation process described below. “Adverse conduct” includes but is not limited to:

• any action that would discourage an employee from reporting sexual harassment or retaliation;
• shunning and avoiding an individual who reports sexual harassment or retaliation;
• express or implied threats or intimidation intended to prevent an individual from reporting sexual harassment or retaliation; and
• denying employment benefits because an applicant or employee reported or encouraged another employee to report sexual harassment or retaliation or participated in the reporting and investigation process described below. 

For example, sexual harassment and retaliation against an individual because the individual filed a complaint of sexual harassment or because an individual aided, assisted or testified in an investigation or proceeding involving a complaint of sexual harassment are unlawful.

Reporting and Investigation

Preventing sexual harassment is everyone’s responsibility. WEDO cannot prevent or remedy sexual harassment unless it knows about it. Covered Persons who believe they have been the subject of behavior prohibited by this policy, who have witnessed such conduct, who are aware of any such conduct, or who have concerns about such matters, are encouraged to report such behavior to a supervisor, manager, WEDO’s Director, or to PRIMUS Human Resources at [email protected]. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager, WEDO’s Director.

If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact the Chair of the Board.

Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf. If the employee makes a complaint under this policy and has not received a satisfactory response within five (5) business days, the employee should contact the Board of Directors of WEDO.

Employees, paid or unpaid interns, or non-employees who believe they have been a target of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.

Supervisory Responsibilities

All supervisors and managers who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to immediately report such suspected sexual harassment to WEDO’s Director.

In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue. Supervisors and managers will also be subject to discipline for engaging in any retaliation.

Investigation Procedures

Early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment.  Therefore, while no fixed reporting period has been established, WEDO strongly urges the prompt reporting of complaints or concerns so that rapid and constructive action can be taken.  The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing conduct from promptly advising the offender that their behavior is unwelcome and requesting that it be discontinued.

WEDO will promptly conduct a thorough and impartial investigation of all reports of conduct prohibited by this policy, whether that information was reported in verbal or written form.  While the investigation is ongoing, WEDO may take interim actions, as appropriate. Those responsible for the investigation will maintain the confidentiality of the allegations of the complaint and the identity of the person(s) involved, subject to the need to (a) conduct a full and impartial investigation, (b) remedy any violations of WEDO’s policies, or (c) monitor compliance with WEDO policies.

The investigation generally will include, but may not be limited to, discussion with the complaining party, the person(s) against whom allegations have been made, and witnesses, if appropriate.  Those responsible for the investigation may review documents, request information or materials from individuals and may review electronic and hard-copy files or communications.  WEDO prohibits retaliation against any Covered Person who makes a complaint under this policy or participates in the investigation.  WEDO will take reasonable measures to support the timely closure of an investigation.

An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, commenced immediately and completed as soon as possible. The investigation will be kept confidential to the extent possible. All persons involved, including complainants, witnesses and alleged harassers will be accorded due process, as outlined below, to protect their right to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. WEDO will not tolerate retaliation against employees who file complaints, support another’s complaint or participate in an investigation regarding a violation of this policy.

Responsive Action

WEDO will take whatever action it believes is appropriate under the circumstances to resolve prohibited conduct and to prevent the occurrence of such conduct in the future. Responsive action may include, for example, counseling, suspension or immediate termination. Anyone, regardless of position or title, whom WEDO determines has engaged in conduct that violates this policy will be subject to discipline, up to and including termination. This includes individuals engaging in sexual harassment or retaliation, as well as supervisors who fail to report violations of this policy, or knowingly allow prohibited conduct to continue. Individuals who engage in conduct that rises to the level of a violation of law can be held personally liable for such conduct. If it is determined that conduct is not discrimination, harassment or retaliation, it may violate another policy of WEDO or be unprofessional conduct that justifies discipline.  In the case of harassment of a Covered Person by someone outside of WEDO, reasonable steps will be taken to remedy the problem and prevent its recurrence.

After receiving the results, the complainant and the accused will have time to provide any response in writing for consideration by WEDO as it determines the appropriate corrective measures to take against any person it finds to have engaged in conduct in violation of this policy.

Legal Protections and External Remedies

Aside from the internal complaint process at WEDO, individuals may choose to pursue external legal remedies with the following governmental entities. 

State Human Rights Law (HRL)

The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to all employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns and non-employees, regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with the Division of Human Rights (DHR) or in New York State Supreme Court.

Complaints with DHR may be filed any time within one (1) year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three (3) years of the alleged sexual harassment. An individual may not file with DHR if they have already filed an HRL complaint in state court.

Complaining internally to WEDO does not extend the time to file with DHR or in court. The one (1) year or three (3) years is counted from the date of the most recent incident of harassment. An attorney is not needed to file a complaint with DHR, and there is no cost to file with DHR.

DHR will investigate complaints and determine whether there is probable cause to believe that sexual harassment has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If sexual harassment is found after a hearing, DHR has the power to award relief, which varies but may include requiring the employer to take action to stop the harassment, or redress the damage caused, including paying of monetary damages, attorney’s fees and civil fines.

DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458; (718) 741-8400; www.dhr.ny.gov. Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State. 

Civil Rights Act of 1964

The United States Equal Employment Opportunity Commission (EEOC) enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court. 

The EEOC does not hold hearings or award relief but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred. In general, private employers must have at least 15 employees to come within the jurisdiction of the EEOC.

An individual alleging discrimination at work can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (TTY: 1-800-669-6820), visiting their website at www.eeoc.gov or via email at [email protected].

If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.

Local Protections

Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, those who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.

Contact the Local Police Department

If the harassment involves unwanted physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department. Remember, WEDO cannot remedy claimed sexual harassment or retaliation unless individuals bring these claims to the attention of management. Please report any conduct which violates this policy.

WEDO Whistleblower Policy

Updated February 2023

Purpose

It is the policy of WEDO to abide by all applicable federal, state, and local laws, rules, and regulations. Violations of legal provisions and ethical standards can taint the credibility of the entire organization and cause the organization and its employees to be subjected to adverse publicity and distrust by the public, our partners, and the government. WEDO takes seriously its obligation to prevent these kinds of violations.

Definition of Whistleblower

A whistleblower is a person, usually an employee, who exposes information or activity within a private, public, or government organization that is deemed illegal, illicit, unsafe, or a waste, fraud, or abuse of taxpayer funds.

Reporting and Investigations

If an employee believes that WEDO, through the acts of any of its employees or agents, is in violation of applicable law or its ethical obligations (including any allegations of possible fraudulent or dishonest use or misuse of resources or property), such conduct should be immediately reported to an appropriate manager. In most cases, the violation should be reported to an employee’s immediate supervisor in writing and signed by the employee. If this is not practical, or if that action is taken but does not correct the perceived violations, a written statement, signed and dated, should be made by the employee to the Executive Director or via this complaint form with the specific information that the employee knows, so that an investigation may be undertaken. Reports can be made anonymously via this form.  If the alleged violation involves the conduct of the Executive Director, the violation will be reported in writing to the Chair of the Board.

Authority of Audit Committee 

All reported Concerns will be forwarded to the Audit Committee in accordance with the procedures set forth herein. The Audit Committee shall be responsible for investigating, and making appropriate recommendations to the Board of Directors, with respect to all reported Concerns.

All complaints made under this policy will be investigated as promptly and confidentially as possible. All employees should act responsibly and truthfully in making allegations, responding to allegations, and providing information in an investigation. Any employee who is determined, after an investigation, to have violated applicable legal or ethical standards shall be subject to discipline, up to and including suspension and termination.

Reporting Concerns 

Employees 

Employees should first discuss their Concerns with their immediate supervisor. If, after speaking with their supervisor, the individual continues to have reasonable grounds to believe the Concern is valid, the individual should report the Concern to the Executive Director. If the individual is uncomfortable speaking with their supervisor, or the supervisor is a subject of the Concern, the individual should express their Concern directly to the Executive Director.

If the Concern was reported verbally to the Executive Director, the reporting individual, with assistance from the Executive Director, shall document the Concern in writing. The Executive Director is required to promptly report the Concern to the Chair of the Board, which has specific and exclusive responsibility to investigate all Concerns. If the Director, for any reason, does not promptly forward the Concern to the Audit Committee, the reporting individual should directly report the Concern to the Chair of the Audit Committee. Contact information for the Chair of the Audit Committee may be obtained through the Executive Director. Concerns may also be submitted anonymously. Such anonymous Concerns should be in writing and sent directly to the Chair of the Board.

Directors, External Entities, and Other Volunteers

Directors, external entities, and other volunteers should submit Concerns in writing directly to the Chair of the Board. Contact information for the Chair of the Board may be obtained from the Executive Director.

Investigation Procedures

The Board of Directors shall address all reported Concerns. The Chair of the Board shall immediately notify the Board and the Executive Director of any such report. The Chair of the Board will notify the sender and acknowledge receipt of the Concern within five business days, if possible. It will not be possible to acknowledge receipt of anonymously submitted Concerns.

All reports will be promptly investigated by an assigned Board Committee, and appropriate corrective action will be recommended to the Board of Directors if warranted by the investigation. Action taken must include a conclusion and follow-up with the complainant for complete closure of the Concern.

The Board Committee has the authority to retain outside legal counsel, accountants, private investigators, or any other resource deemed necessary to conduct a complete investigation of the allegations.

Acting in Good Faith 

Anyone reporting a Concern must act in good faith and have reasonable grounds for believing the information disclosed indicates an improper accounting or auditing practice, or a violation of the Code. The act of making allegations that prove to be unsubstantiated, and that prove to have been made maliciously, recklessly, or with the foreknowledge that the allegations are false will be viewed as a serious disciplinary offense and may result in discipline, up to and including dismissal from the volunteer position or termination of employment. Such conduct may also give rise to other actions, including civil lawsuits.

WEDO will not retaliate against an employee for making a complaint under this policy in good faith or for participating in good faith in an investigation of a violation of this policy.

Confidentiality 

Reports of Concerns, and investigation about it, shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Child Protection Policy

Updated March 2022

Purpose

The Women’s Environment and Development Organization (WEDO) is fully committed to safeguarding the welfare of all children and young people. It recognizes its responsibility to take all reasonable steps to promote safe practice and to protect children from harm, abuse, and exploitation. WEDO acknowledges its duty to act appropriately to any allegations, reports, or suspicions of abuse. Paid staff, interns, volunteers, and partners will endeavor to work together to encourage the development of an ethos which embraces difference and diversity and respects the rights of children, young people and adults.

The organization believes that:

• The welfare of the child is paramount.
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse.
• All suspicions and allegations of abuse should be taken seriously and responded to swiftly and appropriately.
• All members and employees of the organization should be clear on how to respond appropriately.

In implementing this child protection policy WEDO will:

• Communicate to all staff/partners their legal and moral responsibility to protect children and young people from harm, abuse, and exploitation.
• Communicate to all staff/partners their responsibility to work to the standards that are detailed in the United Nations Convention on the Rights of the Child (1989) and the Declaration of Human Rights (1948), and the need to work at all times towards maintaining high standards of practice in protection of children.
• Ensure that all staff/partners understand their duty to report concerns that arise about a child or young person, or a colleague’s conduct towards a child/young person, to PRIMUS Human Resources at [email protected].

WEDO does not tolerate any form of child abuse or exploitation. The purpose of this policy is to ensure that WEDO has procedures in place to prevent and deal with child abuse and exploitation witnessed, or conducted, by any staff or partner.

Scope

The policy applies to all WEDO staff and partners that work with, or receive funding, from WEDO including:

• Full and part-time staff
• Interns
• Volunteers
• Contractors
• Consultants, advisers, and contracted individuals
• Non-Government Organization (NGO), Civil society Organization (CSO) and contractor organizations who work with or receive sub-grants from WEDO

External parties must also abide by their own relevant policies, international declarations, conventions, agreements, and domestic legal frameworks, which seek to protect children. 

How WEDO interacts with children

WEDO does not engage directly in any work that involves children. Despite this, the organization recognizes its responsibility to take all reasonable steps to promote safe practice and to protect children from harm, abuse, and exploitation.

Definition of a child

Any person under the physical age of 18 years.

Forms of Child Abuse and Exploitation and how to recognize it 

Please see Appendix 1

Responsibilities 

WEDO staff/ partners must never act or make a decision alone where child abuse or exploitation is suspected. Child Protection is a State and Society responsibility. Decisions are made collectively or by those empowered to make specific decisions. 

The role of WEDO staff/partners in Child Protection: 

• Report and record any incident of concern about child protection to the appropriate child protection agency.
• Ensure that a culture of openness exists amongst staff to enable any issues or concerns to be raised and discussed.
• Ensure that poor practice or potentially abusive behavior by WEDO partners/staff does not go unchallenged.
• In the event WEDO or its partners engage with work with children, the role of WEDO staff/partners will also include:
  • Ensure community and children are aware of and have easy access to reporting authorities and procedures for reporting concerns and complaints.
  • Develop working partnerships with community leaders and professionals with responsibility for child welfare and protection.
  • Ensure parental or guardian consent is sought for any activity with a child and encourage parental participation in all activities involving children.
  • Ensure parental or guardian consent is sought before taking any images or footage of children.
  • Ensure that the parent or guardian understands the purpose of this activity and how the images or footage will be used.
  • Plan and organize the work and the workplace so as to eliminate risks to children.
  • Be aware of situations which may present risks and ensure these are supervised appropriately.
  • Ensure that staff are accountable for the welfare of children during activities.

The role and duty of WEDO Director in Child Protection:

• Ensure staff and partners are aware of, as well as have access to, Child and Human Rights documents.
• Ensure that staff and partners are aware of procedures for reporting concerns and their responsibilities in reporting.
• Be aware of the local law applying to child protection and the agencies responsible. Ensure that all staff are aware of these.
• Create procedures for reporting of and investigating suspected cases of abuse and exploitation.
• Ensure disciplinary procedures are implemented for staff members found to have violated the Child Protection Policy.
• Ensure all staff are aware of how to recognize child abuse and exploitation and take appropriate action.

The role and duty of Human Resources in Child Protection:

• Ensure this Child Protection Policy is included in the Employee Handbook and shared with all new employees. As part of the hiring procedure, employees will be asked to sign a declaration of the policy stating that they are aware of its existence and will abide/adhere to it. The declaration will be kept on the staff members file and may be referred to in legal proceedings if a staff member is found to be in breach of the policy. 

Procedures

If WEDO staff/partners are made aware of sensitive information concerning children, the following steps must be taken:

• Concerns must be reported immediately to the Director and PRIMUS Human Resources at [email protected].
• Complaints may be submitted to PRIMUS Human Resources anonymously through the online Complaint Form. Additionally, proper law enforcement should be notified.
• Whenever a staff member of WEDO has concerns of abuse or exploitation, detailed notes of circumstances and dialogue must be included in records and kept confidential. These records may be used as evidence to save a child from abuse and exploitation.
• Concerns that are evidenced by impairment of health, physical injury, sexual exploitation, criminal activity, or threats must be reported immediately to statutory child protection agencies or equivalent authorities.
• Any knowledge regarding partner/staff prior record of children-based activities which are questionable should be raised with the Director.

Any staff member found to be engaged in the following acts will be summarily dismissed:

• Inducing or coercing a child to engage in any sexual activity.
• Any commercially exploitative activities with the children including child labor or trafficking.
• Use of children’s photographs for pornographic or other inappropriate use.
• Subjecting any child to torture or other cruel, inhuman, or degrading treatment or punishment.
• Mistreating or depriving the child in any way.
• Any partner found to be engaged or suspected of being engaged in the above acts will be reported to the relevant authorities in their country of residence. Their names will be removed from any WEDO related materials or directories.