Five Key Focus Areas for

Internal Investigations
of Sexual Harassment

by Raanon Gal, Taylor English

Duma LLP
Five Key Focus Areas for Internal
Investigations of Sexual Harassment

A WHITEPAPER
BY RAANON GAL, TAYLOR ENGLISH DUMA LLP

A claim of sexual harassment can be one of the most

challenging issues facing an organization. How you handle the
investigation can mean the difference between taking the right
actions toward resolution or subjecting the organization to
ongoing litigation, liability and loss of workforce morale.

When an incident report involves sexual harassment, it must be taken seriously

and inves gated with all due diligence possible. In the U.S., there are both
federal and state harassment laws that make it the employer’s responsibility to
inves gate such complaints, regardless of any extraneous circumstances.

When an employer doesn’t implement an inves ga on, such failure may be

used against the organiza on to prove that it did not have adequate measures
in place to prevent harassment from occurring or even that it disregarded the
misconduct. These shortcomings can in turn lead to addi onal legal ac on and
even puni ve damages against the organiza on.

Conduc ng an internal inves ga on, whether paired with a subsequent external

inves ga on or not, can also help the organiza on establish preventa ve
measures aimed at reducing future risk and liability, not to men on the posi ve
boost to employee rela ons and the strengthening of your
ethically minded culture.
According to an AOL Jobs Survey [2011],
There are many ar cles, books and guides that provide specific
one in six persons has been sexually
details and even worksheets about the steps involved in an
harassed in the workplace. Out of those
inves ga on and the ac ons that should be taken. The five key
harassed, 43 percent say it was from
focus areas presented here look at best prac ces for internal
a manager and 51 percent say it was
sexual harassment inves ga ons from the aspect of who is
from a peer. Only 35 percent of people
responsible for what and how their input should be administered.
harassed reported it; women (47
percent) are more likely to do so than
The InvesƟgaƟon Team
men (21 percent).
 The Witnesses
 The VicƟm Pamela Mahabeer
 The Accused “Sexual Harassment SƟll Pervasive
 Concluding the InvesƟgaƟon in the Workplace,”
AOL Jobs, January 2011

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 1
This objec ve view of an inves ga on involving harassment is not meant to sound
dismissive of the subject. Sexual harassment can be devasta ng to its vic ms and
leave long-term mental and emo onal scars. It is an issue that must be addressed
at an even higher level focused on educa on, awareness and preven on, which
for an organiza on can be found in its policies, training, leadership and culture.
Claims of harassment can be equally troubling to those accused, regardless
of guilt, and can also damage the organiza on at large in terms of reputa on,
standing, turnover and hiring prac ces, and employee produc vity.

When conduc ng a sexual harassment inves ga on or any employment related

inves ga on, there are five key focus areas to consider:

The InvesƟgaƟon Team

Those selected will be the primary witnesses for the company. The company
should appoint one chief inves gator who will interview all witnesses. A second
or third person should be selected to assist the chief inves gator in taking notes,
arranging interviews, to act as a witness to verify what was said during the
interviews, and to tes fy for the company about the inves ga on.

The inves ga on team should be individuals with knowledge of the company’s

policies, procedures and rules, and should be a competent and experienced
interviewer who can take thorough and accurate notes. Also, they must be able
to gain the trust of those they are interviewing.

The Witnesses (including the complainant/vic m and the accused)

Take detailed notes, as close to verba m as possible, during each interview. Sign
and date your notes.

Iden fy the individual being interviewed at the top of a new page for each
witness, and record the names of those present at the interview, the date, me
and place of the interview.

Make appropriate disclosures at the commencement of the interview including:

1. State what is being inves gated, e.g., “we are inves ga ng an employee
complaint of improper conduct.”
2. Tell how the informa on received may be used, e.g.: “We will review
your informa on, along with the informa on we obtain from other
witnesses and try to make a determina on as to whether improper
conduct occurred.”
3. Explain that informa on obtained during the interview will be reported
to those within and possibly outside the company who have a “need to
know” of it.
4. Explain the importance of accurate informa on and the individual’s
obliga on to provide truthful, thorough informa on.

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 2
 FAST FACTS
5. Cau on the witness against discussing your
interview or any informa on the witness obtains
during the interview with any other persons.

In inves ga ons regarding specific events, cover all

events which occurred during the relevant me frame in on sexual harassment
chronological blocks of me. Do not leave the me block
un l all details necessary to recreate the scene have been
established. For each block of me, cover the following:
7,571
1. Exactly what occurred? Sexual harassment charges
2. When and where did it happen? filed with the EEOC in 2012
3. Who witnessed these events or knows of relevant
informa on?
82.2%
4. Who did or said what, in what order? (Try to Claims filed by women
determine exact words spoken.)

2,190
5. Who is responsible and could it have been
avoided?
6. Was this an isolated event or part of a pa ern? If Cases resolved with
so, explore each event. merit resolutions
7. What impact, if any, has the event had?
8. With whom has the witness discussed the event?
9. Are there any notes, recordings, photographs,
$43 million
Monetary benefits
physical evidence or other documenta on?
(not including those
Pin each witness down to facts: specifically what the obtained through litigation)
witness saw, heard, did, smelled or felt. Dis nguish
ma ers of which the witness has personal knowledge (Source: U.S. Equal Employment Opportunity Commission,
from hearsay. 2012 Statistics on Sexual Harassment)

Neither give the impression that you disbelieve any

witness nor express an opinion as to whether something
inappropriate occurred during this fact-gathering process.

Prior to concluding the interview, ask if the witness has any other informa on
which may be relevant. Ask if there are any ques ons which were not asked that
the witness feels should have been asked. Let the witness know that if he/she
has forgo en or later recalls any informa on or documents, the witness should
call you immediately when addi onal informa on comes to mind.

Do not include, in your interview notes, your own interpreta ons, beliefs,
assump ons, or conclusions.

At the conclusion of each interview, review with the witness the points
contained in your notes to confirm their accuracy and determine whether the
interviewee has anything to add. Review and finalize the notes immediately
upon comple on of the interview or other communica on.

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 3
Generally, tape recording interviews is not advisable. Tape recorders o en
frighten interviewees and make them hesitant to share the facts they have.

If you will be sending the witness a statement, declara on or memorandum

for review and signature, explain what you will be doing and obtain a promise
of coopera on.

Stress the importance of not disclosing the ques ons asked, informa on
given or other informa on about the interview to others to facilitate a
thorough, impar al inves ga on.

Avoid discussing theories, strategy, assessment or other evidence with

the witness.

The Complainant/VicƟm

When interviewing the complainant/vic m, consider asking the individual

to write down, either before or at the start of the interview, all incidents of
improper conduct and all facts and witnesses which establish what occurred. (A
handwri en statement by the complainant/vic m is desirable at this early stage
before he/she has counsel who may recast the events in a more nega ve light).
You should also ask the complainant/vic m the following ques ons:

1. Did you ever indicate that you were offended or somehow displeased by
the act or offensive statement?
2. What did you say to show your displeasure (try to get exact words
spoken)?
3. What did you do to show your displeasure?
4. What was the harasser’s response to your act or statement (try to get
exact words spoken)?
5. When did you indicate your displeasure?
6. Did you ever specifically tell the harasser to stop?
7. Did you ever specifically say that you found the conduct to
be offensive or to cons tute sexual harassment?
Among women who have
8. Did you speak to anyone else about the offensive behavior experienced harassment but
or statement? did not report it, four in 10
9. With whom did you speak? were either concerned about
10. When did this conversa on take place?
the consequences of making
11. What did you and he/she say (exact words used)?
a report, or didn’t think it
12. Did you ever make any notes or record of this incident?
13. Did you tape record it? When? would do any good.
14. What do your notes or recordings say?
ABC News/Washington Post poll,
15. Where is a copy? Can we obtain one?
November 2011

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 4
 16. What did you do a er the offensive statement or
incident? (Find out whether the individual was able to The inves ga on must be both prompt
return to normal ac vi es.) and thorough. Legal liability can o en
17. Did you ever seek any medical treatment or counseling as be minimized or even eliminated by
a result of the incident or offensive statement? a prompt and thorough inves ga on
18. When did you first learn of the company’s sexual that provides an effec ve solu on for
harassment policy and complaint procedure? all par es.... An improper or ineffec ve
inves ga on can result in liability to
19. To whom did you first report the offensive incident or the alleged vic m, the accused, and
statement? Have you confided in anyone else? Who? even to other employees who believe
20. If the individual did not use the complaint procedure that they also were vic ms or were
promptly: why did you wait to use the complaint retaliated against for par cipa ng in
procedure to report the incident or statement? the inves ga on.

Before concluding the interview with the complainant/vic m, Karimah J. Lamar,

you should thank the employee for raising the issue, reaffirm that “InvesƟgaƟng Sexual
the company does not permit retalia on or reprisal for making Harassment Complaints,”
an honestly believed complaint, ask the employee to keep the Carothers DiSante
inves ga on and informa on provided during the interview & Freudenberger LLP
confiden al, express the company’s commitment to conclude the
ma er in a mely manner, and confirm that all facts, evidence,
and persons with poten al informa on have been disclosed to
the best of the individual’s ability. Avoid making promises about any ac on you
will take.

The Accused

When interviewing the accused, iden fy and give the individual an opportunity
to respond to each alleged improper statement or ac on. You should disclose
the incidents/statements in full detail so that the accused has a full opportunity
to refute or disprove them. Be sure to check your obliga on to offer an
ombudsman when discipline may result from your interview. You may even be
obligated to inform the accused of that, he/she has such a right.

1. Ascertain the extent and nature of the interac ons the accused has had
with the alleged vic m, i.e., have gi s, cards, or notes been exchanged?
2. Has there been a da ng, sexual, social or working rela onship?
3. Has the alleged vic m ini ated or par cipated in any sexual discussions,
jokes, gestures, etc.?
4. Has the alleged vic m ever indicated any displeasure with anything the
accused has said or done or ever asked the accused to stop?
5. Ask the accused for any facts which show that anyone else may have a
mo ve to fabricate the allega ons against the accused. If the accused
denies wrongdoing and claims that the person raising the issue is lying,
explore possible reasons.
6. Ask why the accuser would make the claim.

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 5
 7. Ask if anything has happened between the two individuals which would
explain why one would make a meritless complaint.
8. Give the accused an opportunity to provide any alibis or mi ga ng
circumstances. Find out whether the accused has signed for receipt of
your harassment policy.
9. Ask the accused to iden fy all persons he/she believes should be
interviewed as part of the inves ga on and what relevant informa on
each is likely to have.
10. Request that the accused provide to you all relevant documents and
other evidence.
11. Ask the accused what steps he/she believes should be taken to ensure a
thorough inves ga on.
12. Explain to the accused that the company prohibits any retalia on or
reprisal against anyone making a complaint of sexual harassment or
anyone who provides informa on concerning the complaint. Inform
him/her that if he/she a empts to retaliate in any way against the
complaining party or a empts to interfere with the inves ga on, he/she
will be subject to discharge. Also advise him/her that a false complaint
will be subject to discipline as appropriate.

Concluding the InvesƟgaƟon

Once the facts have been gathered as accurately as possible from the
appropriate persons, the inves gator should again consult counsel and other
appropriate management representa ves to discuss the inves ga on.

If the results of the inves ga on are inconclusive, document that outcome. Do

not indicate that the Company concludes that no harassment occurred, because
that is tantamount to accusing the complainant of lying. On the other hand,
if the results of the inves ga on are conclusive, avoid labeling the conduct
as “sexual harassment” because that term is a legal term and can be taken
out of context. Rather, the conclusion should be factual. For example, “we
conclude that Jake did try to kiss Sue and that such conduct is inappropriate and
unprofessional.” Do not state that Jake “sexually harassed” Sue.

Determine the most appropriate ac on to be taken in light of the facts available,

which may of course, be inconclusive. The employer must take ac on which
is “reasonably calculated to end the harassment.” Among the op ons to be
considered are:

1. Discharge the accused if the inves ga on reveals that the ac vity

in ques on occurred and was in viola on of federal or state law or
company policy, and there are no mi ga ng circumstances.
2. A strong wri en warning to the alleged harasser, making clear that
any recurrence will not be tolerated, may be appropriate if there are
mi ga ng factors.

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 6
 3. A wri en memo to the alleged harasser sta ng that the Company has
not been able to determine whether any unlawful ac on occurred, but
reitera ng the Company’s policy against whatever ac on was alleged,
and making clear that any such ac vity in the future, if proven, will
result in discharge.
4. If you conclude that the accused should not be discharged, consider
transferring one or both of the persons involved to a different job
or facility in order to prevent any recurrence. Keep in mind that the
determina on of which of the two persons should be transferred
is o en a difficult and sensi ve issue with poten ally serious legal
consequences if either person is transferred against his or her wishes.
Labor and employment counsel should be consulted before you transfer
either party involuntarily.

Over-reac ng when imposing discipline on the accused can create problems as

well. An accused who has been severely disciplined based on an incomplete or
inconclusive inves ga on could sue for alleged wrongful termina on, slander or
defama on. Moreover, if the inves ga on reveals that the complaint is meritless
or that only minor misconduct or “unprofessional” conduct occurred, then
imposing severe discipline may suggest that the complainant/vic m’s allega ons
of more serious misconduct had more validity than the inves ga on actually
revealed. In short, it is important that the “punishment fit the crime.”

ABOUT THE AUTHOR

Raanon Gal focuses his pracƟce on defending employers in employment discriminaƟon,

FMLA, wage and hour, harassment and wrongful terminaƟon liƟgaƟon. He has represented
clients in a variety of industries and has provided representaƟon under Employment PracƟce
Liability Insurance arrangements. He also has experience in represenƟng clients concerning
cases involving non-compete agreements, misappropriaƟon of trade secrets, employment/
business torts and wage and hour liƟgaƟon. His pracƟce also encompasses all areas relaƟng
to the counseling, training and representaƟon of management clients in federal and state
courts, as well as before state and local agencies.

Raanon frequently writes and lectures on the FMLA, ADA, Record RetenƟon requirements
and sexual harassment avoidance. He also draŌs employee handbooks, employer policies
and execuƟve employment agreements. In 2011, Raanon was selected as the firm’s F. Carter “Chip” Tate Legal Aid Fellow for the
Atlanta Legal Aid Society’s Fellowship Program. He is also the editor of the Georgia Employment Law LeƩer, a monthly newsleƩer
on employment law developments in the state of Georgia.

FIVE KEY FOCUS AREAS FOR INTERNAL INVESTIGATIONS OF SEXUAL HARASSMENT THE NETWORK – page 7
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