On the basis of this draft, a structure for complaints regarding discrimination is to be established that is tailored to the special needs of an association with a small team in the network coordination office and a voluntary Board.
The aim is to promote respectful, anti-discriminatory and supportive cooperation and to offer those affected by discrimination appropriate protection and support.
Objectives of the complaints structure:
– Protection and support for those affected.
– Reduction of discrimination, ensuring that complaints are dealt with in a fair manner.
– Promoting respect, diversity and participation in the association’s work for association members, freelancers, employees and the association’s Board.
– Prevention through awareness-raising and knowledge transfer.
– Defined and agreed structure/process of a complaints procedure.
Guidelines (see Code of Conduct):
– Respectful cooperation: Every person is valued regardless of origin, gender, age, religion, sexual orientation or other characteristics.
– Zero tolerance for any kind of discrimination.
– Transparency and fairness: Complaints are handled confidentially and independently in accordance with this structure.
– Confidentiality: Those affected can trust that their concerns will be dealt with discreetly.
Design of the complaints structure:
Contact persons:
– Two people (one member of the Board, one person from the network coordination office) are appointed as contact persons for complaints and matters of confidentiality (Board and network office each propose one person) and mandated by the Board and network coordination office. They are trained (mandatory workshop on anti-discrimination and diversity & further training opportunities) and act as the first point of contact.
– The mandate as a contact person for complaints and matters of confidentiality is granted on the basis of a revocable mandate and can be withdrawn in certain situations that might compromise the performance of the task.
– An external contact person (e.g. an external counseling center) can be involved to ensure neutrality in complex cases or in cases involving members of the Executive Board or contact persons.
How to report:
– Personal conversation with a person of trust.
– Written complaint by e-mail, post or an online reporting form provided.
– Anonymous reporting (via online tool).
Responsibilities and tasks:
– The contact persons receive complaints, conduct initial talks and document the incidents.
– If necessary (see above: complex cases or cases involving members of the Executive Board or contact persons themselves) or at the request of the person concerned, an external consultant can be involved.
– At the request of the person concerned, they can also be represented.
– Decisions on measures are made by the employer on the basis of the association statutes, anti-discrimination clause, Code of Conduct (in consultation with the person concerned, if they could be affected by the measures) and the generally applicable legal regulations (in this case, the entire Executive Board), except in cases that affect them (in this case, the external consultant also decides).
Complaint procedure
0) The person making the complaint has information about
– The possibility of a meeting with contact persons before a complaint is submitted.
– The course of the complaints procedure.
– The possibility of independent and confidential advice.
Reporting form (as an aid)
1) Submission: The person making the complaint chooses a reporting channel (in person, in writing, anonymously).
2) Initial meeting:
– Clarification of the facts of the case.
– Discussion of immediate measures, protective measures and possible further steps.
3) Implementation of immediate measures, protective measures and further steps
4) Examination:
– Careful investigation of the incident by the contact persons.
– Consultation of the external consultant if necessary.
5) Decision on measures (see anti-discrimination and anti-racism clause).
– Structural measures such as workshops or mediation.
– Sanctions such as warnings or termination.
6) Conclusion: Feedback meeting with the reporting person and, if applicable, the person affected.
7) Evaluation: Regular review of processes and measures.
Opportunities for action (in line with anti-discrimination and anti-racism clause)
Preventive measures:
– Regular training on diversity, sensitivity to discrimination and conflict management.
– Introduction of a Code of Conduct that is binding for all member initiatives.
Structural measures:
– Moderated feedback discussions or mediation.
– Training
– awareness-raising workshops for the accused person, team or network.
Sanction measures:
– Warning in the event of discriminatory behavior.
– Termination of existing contracts
– Exclusion from the association in the event of serious violations.
– Measures are always taken in accordance with legal requirements.
Documentation and confidentiality
– All complaints and measures are documented in a confidential complaints register by the confidential counsellors.
– Access to this information is reserved exclusively for the persons of trust and, if applicable, the external contact person.
– Personal data is only passed on with the consent of the person concerned.
Reporting form for discrimination incidents