Reporting Discrimination In Your Workplace: Follow The Policies To The Letter

If you’re going to make a discrimination, harassment or whistleblower complaint against your current employer, you must make it internally, with your employer, before proceeding further.  And you have to do it exactly as your handbook or policies require.

This applies to current employees.  Former employees are not required to contact their old employer and use internal procedures.

The law requires you to promptly report the problem as soon as you realize it, in the manner set out in company policies.  It’s critical that you strictly follow your employer’s procedure for reporting.  One court dismissed an employee’s lawsuit because she didn’t follow the reporting policy to the letter.  Here’s part of the Order:

[The case against the employer is hereby dismissed because the company] exercised reasonable care to prevent and correct promptly any sexually harassing behavior – including by adopting and giving notice of a policy under which a complaint of sexually harassing behavior could be made to [people in specific positions inside the company] and the [employee] knew of the policy, did not give notice to the people identified in the policy, and unreasonably failed to take advantage of the policy or avoid harm otherwise.

The rule is incredibly harsh. The employee in that case reported the harassment to several supervisors, but just not the exact right ones.   It’s true that reporting discrimination internally rarely helps. Employee complaints are rarely upheld.  You just can’t expect any employer to investigate itself in a balanced way.  Imagine, in a different setting, allowing people accused of crimes to investigate their guilt. (“Not guilty, I declare myself!”).  We laugh at such an idea, because that system of justice would be outlandish.  But we’re supposed to believe an employer accused of  serious misconduct would act differently.


But the law is clear. If you’re an employee who wants to protect your right to bring a lawsuit, you must strictly follow the written policies for reporting complaints.

Here are Jim Garrity’s Seven Rules For Reporting:

  • If you are experiencing discrimination or harassment, read the company’s policies carefully.  They can appear in the employee handbook, in operational manuals, or posted notices on lunchroom billboards.
  • Follow the procedure in the order laid out in the policies.  Don’t skip any step unless the policy expressly allows you to do so.
  • Report to the specific people or positions identified in the policy.  Reporting to the wrong person can nullify your complaint
  • Be crystal clear what you’re reporting.  If it’s discrimination or harassment you’re reporting, use those words, and explain what kind of discrimination or harassment you’re experiencing.  A good complaint identifies you, identifies the person engaging in the wrongful conduct, specifically identifies the problem as discrimination or harassment, and identifies the type(s) of discrimination (e.g., “Mike is discriminating against me because I’m Asian, because I’m 60 years old, and because I am disabled“).   An inadequate complaint would lack this information and might not protect your rights (e.g., “I don’t like the way things are going for me here”).  Reporting discrimination and harassment (based on race, gender, age or another protected category) entitles you to special legal protection.   Just complaining that things don’t always go your way doesn’t.  Be specific.  Don’t let anyone reword your complaint or rephrase it for you, since company representatives (supervisors, owners, HR representatives) have an incentive to press you to water down your complaint to the point that it has no value.
  • Use your name.  We don’t recommend anonymous complaints in these settings since (a) the company will probably know it was you anyway, and (b) an anonymous complaint may not give you any legal protection at all.
  • Do it in writing.  Proof of verbal complaints disappears the minute you stop talking.  We recommend emails because they reliably prove transmission, date and time transmitted, and identity of the recipients.
  • Follow up.  If your initial complaint is ignored, see what the policy recommends.  Often, policies tell you that if you’re not satisfied with the way your complaint was handled, you should then pursue a different path.  Do it.  Don’t skip anything.  And do it in writing.   Incomplete efforts to pursue a complaint can be as bad as no effort at all.  Be equally clear at every level.

Categories: Complaints & Documentation

Tags: , , , , , , , , , , , , ,

1 reply

  1. You just can’t expect anyone to investigate themselves in a balanced way. Imagine, in a different setting, allowing people accused of crimes to investigate their guilt. (“Not guilty, I declare myself!”). We laugh at such an idea, because that system of justice would be outlandish. But we’re supposed to believe an employer accused of serious misconduct would act differently

    Based on what you said and the current climate of the police departments why do we tolerate this miss use of power within the justice system? Why aren’t there civilian committees set-up to over see an officers misconduct allegations or why the police fight tooth and nail to not have camera’s on their persons, something to hide?

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

This site uses Akismet to reduce spam. Learn how your comment data is processed.

%d bloggers like this: