Discrimination claims and compliance

Phase 1: Reporting

1. Report Submission

Provide a confidential and secure channel in Mosaico for employees to report discrimination incidents.

Include an acknowledgment message that confirms receipt of the report while maintaining anonymity if requested.

Ensure that all reports are timestamped and stored securely to meet legal record-keeping requirements.

2. Immediate Response

‍Automatically generate a case file and notify HR, compliance officers, and a designated legal advisor to assess the urgency of the case.

Inform the complainant about the next steps and their rights under New Zealand’s Human Rights Act 1993 and Employment Relations Act 2000.

Phase 2: Investigation

3. Detailed Documentation

Collect all relevant information, including interviews, evidence, and witness statements, and document them within Mosaico for transparency and future reference.

Verify the inclusion of specific legal criteria to ensure the documentation is comprehensive and legally sound.

4. Objective Investigation

Ensure an impartial investigator handles the case to avoid conflicts of interest.

Conduct interviews and collect evidence in line with procedural fairness principles and the Employment Relations Act 2000.

Offer support to the complainant and accused, such as access to an employee assistance program or legal counsel if needed.

Phase 3: Decision Making

5. Review Compliance

Cross-check all findings with legal standards under the Human Rights Act 1993 and company policies to confirm compliance.

Consult legal advisors or external experts if necessary to interpret specific legal obligations.

6. Decide on Actions

Decide on corrective actions proportionate to the severity of the incident, such as targeted training, policy revisions, mediation, or disciplinary measures.

Document the decision-making process in detail to demonstrate alignment with legal standards and ensure accountability.

Phase 4: Implementation and Review

7. Implement Remedies

Execute the decided actions promptly and communicate them to the parties involved while respecting confidentiality. Track progress and record implementation steps in Mosaico for accountability and future reference.

8. Policy Review

Revisit and update company policies to address gaps highlighted by the incident.

If necessary conduct training sessions for all employees and management on anti-discrimination laws, workplace rights, and inclusive practices.