Definitions

Harassment

Unwelcome conduct based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or any other legally protected characteristic, that is severe or pervasive enough to create a hostile work environment.

Discrimination

Treating a member differently in terms, conditions, or privileges of membership because of a protected characteristic.

Retaliation

Adverse action (formal or informal) against a member who reports harassment or discrimination, participates in an investigation, or opposes prohibited conduct.

Complainant

A member who reports harassment, discrimination, or retaliation.

Purpose

To maintain a workplace free of harassment, discrimination, and retaliation; to ensure reports are handled promptly and seriously; and to comply with federal, state, and local law.

Scope

Applies to every member of [DEPARTMENT NAME] — career, volunteer, part-time, probationary, and contractor — at every location and time associated with department activity. Also applies to interactions with mutual-aid partners, vendors, and the public.

Prohibited Conduct

• Slurs, jokes, and "humor" based on any protected characteristic.
• Unwelcome physical contact, sexual advances, or requests for sexual favors.
• Display or distribution of offensive material (posters, images, digital content).
• Bullying, intimidation, or threats based on protected characteristics.
• Hazing of new members that includes any of the above.
• Retaliation against anyone who reports or participates in an investigation.

How to Report

1. Report directly to your Company Officer, any Chief Officer, or the designated HR / Investigating Officer named below.
2. If the conduct involves your direct supervisor, report to any other officer or to the Chief.
3. Reports may be verbal or written. Written reports are preferred for clarity.
4. Anonymous reports are accepted but may limit the scope of investigation.

Designated Contacts

The following individuals are designated to receive harassment and discrimination reports. Any one of them may be contacted. Contact information is posted at every station and in the member handbook.

• [NAME] — Fire Chief
• [NAME] — Designated Investigating Officer / HR Liaison
• [NAME] — Alternate (in case the above are unavailable or are the subject of the complaint)

Investigation

1. Every report is documented and acknowledged within 24 hours.
2. An investigation is initiated promptly — typically within 5 business days.
3. The investigator is not the subject of the complaint and has no direct supervisory conflict.
4. Witnesses are interviewed. Documentary evidence is collected.
5. The complainant and the accused are interviewed with appropriate procedural protections.
6. Complainant's identity is kept confidential to the extent possible consistent with a fair investigation.
7. Investigation is completed within 30 days absent unusual complexity, with documented findings.

Interim Measures

• During investigation, the department may take interim measures to protect the complainant (schedule changes, separate assignments, temporary administrative leave).
• Interim measures are not punitive. They are not discipline.

Findings and Consequences

• If the complaint is substantiated, discipline is applied per the Grievance & Discipline SOP, up to and including termination or removal from membership.
• If unsubstantiated, no discipline results but records of the complaint are maintained.
• Knowingly false complaints are themselves grounds for discipline.

Non-Retaliation

Retaliation against a complainant, witness, or investigation participant is independently prohibited and independently subject to discipline, regardless of the outcome of the underlying complaint. Retaliation claims are investigated under the same process as harassment claims.

External Reporting

Members have the right to file complaints with external agencies at any time: U.S. Equal Employment Opportunity Commission (EEOC), state fair-employment agency, or through private counsel. Internal reporting is encouraged first but is not required.

Records

• Complaint files are maintained confidentially in the HR / personnel records system.
• Records are retained per the state retention schedule or seven (7) years, whichever is longer.
• Aggregate complaint data (number, type, outcome) is reviewed annually by the Chief.

Responsibilities

Training Requirements

• All members receive training on this policy at onboarding and annually thereafter.
• Supervisors receive additional training on receiving reports, interim measures, and the investigation process.
• Training is documented in member records.

References

• Title VII, Civil Rights Act42 U.S.C. § 2000e et seq. — federal prohibition of employment discrimination
• ADA / ADAAAAmericans with Disabilities Act — disability discrimination
• ADEAAge Discrimination in Employment Act
• State FEP Law[INSERT STATE] fair-employment practices statute
• EEOC GuidanceEEOC guidance on harassment and investigation

Adapt this template

Before this template becomes your department's policy, review the following items and adjust accordingly. Anything else that does not match your operation should be updated as well.

• Fill in designated contact names and their contact information.
• Reference your CBA or personnel rules for any specific procedural requirements.
• If your department is not covered by federal EEO law (very small volunteer agencies may not be), confirm state coverage — most states extend coverage below the 15-employee federal threshold.
• This SOP should be reviewed by qualified employment counsel before adoption.