Procedures for Handling Allegations of Sexual Harassment

June 29, 2005

To: IC Directors; OD Senior Staff

From: Deputy Director, National Institutes of Health

Subject: Procedures for Handling Allegations of Sexual Harassment

To ensure that the NIH management plays an active role in preventing sexual harassment in the workplace, the Office of Ombudsman and the Office of Equal Opportunity and Diversity Management (OEODM) have drawn up the following procedures to be followed if a sexual harassment allegation is brought to our offices.

Actions Required of Ombudsman

The Office of the Ombudsman will notify Institute or Center (IC) management in writing that a sexual harassment allegation was raised by an employee (or multiple employees) that may reflect incidents or elements of sexual harassment (even when the identities of the employees are not revealed). The Office of Ombudsman will also forward a copy of the written notification to the OEODM within two working days. When the Office of Ombudsman settles the matter with the involved parties, it will provide a copy of the written agreement to the OEODM. If the matter is not settled, the Office of the Ombudsman will notify OEODM within two days of concluding its intervention.  

Actions Required of OEODM

When the OEODM receives notification from the Office of Ombudsman, they will coordinate initiation of an informal inquiry. When the inquiry is complete, the OEODM will make its recommendations to appropriate management officials.

Actions Required of IC Management

When the Office of Ombudsman notifies an NIH management official of a sexual harassment allegation, NIH management may continue to work with the Office of Ombudsman to address and resolve the issue. However, management must initiate an immediate informal inquiry into the allegation and document the action, with assistance of the OEODM. If an employee or an office other than the Ombudsman or OEODM raises a sexual harassment allegation with IC management, the IC should immediately contact the OEODM to obtain technical guidance on investigating the allegations and for information on possible avenues to resolve the matter.

If you have any questions about these procedures, please contact Lawrence N. Self, Director, OEODM, at 301-496-6301.

/s/

Raynard. S. Kington, MD., Ph.D.

cc: IC Executive Officers