Procedures

The library takes very seriously every complaint of discrimination, harassment, or complaints of unlawful adverse employment action relating to filing a discrimination/harassment complaint. The Executive Director will ensure that all such complaints be investigated promptly and completely.

1. The dates and times of all incidents of discrimination, harassment, or retaliation;

2. The names of all discriminators, harassers, retaliators, and victims;

3. A detailed factual description of the discrimination or harassment; and  

4. The names of all individuals present during the challenged conduct or who otherwise could corroborate or refute the facts alleged

As a first step, the Library encourages individuals who believe they are being discriminated against or harassed to promptly advise the offender that their behavior is unwelcome and to request that it be discontinued. Often this action alone will resolve the problem. If an employee does not feel that such a step is appropriate, an employee may report the problem directly to their manager or the director of human resources. 

All reports should be made immediately. The quicker an issue is raised, the more likely an appropriate resolution can be reached. Untimely reporting significantly increases the difficulty in conducting an investigation because memories fade and witnesses disperse. 

In most cases, a prompt investigation will immediately follow the reporting of behavior believed to constitute discrimination or harassment which violates the Library’s policy. Any such investigation will be designed to address the allegations made but will usually include detailed interviews of the persons directly involved, witnesses, and review of any documents that may support or refute the allegations. 

Investigations will be kept as confidential as practical, but confidentiality cannot be guaranteed. All employees having knowledge of the discrimination, harassment, or retaliation complaint shall cooperate in the investigation. 

In instances where sufficient information is available, the Library will promptly make factual and disciplinary determinations about the challenged conduct. However, some inappropriate behavior might not be reflected in documents or witnessed by other people. In those situations, individual credibility determinations will have to be made. The Library will do its best to find the facts. These credibility issues should not discourage an employee from reporting discrimination, harassment, or retaliation, but should illustrate the importance of having documents, witnesses, and other information available to assist the Library in reaching its determination. All determinations will be based upon a totality of the circumstances then known to the Library. 

Any employee engaged in illegal discrimination, sexual harassment, other types of harassment, or retaliation will be subject to disciplinary action up to and including termination of employment. This includes first-time offenders. All disciplinary decisions will be made on a case-by-case basis. 

Any act of retaliation against an employee who reports, participates in an investigation of discrimination or sexual or other harassment or is otherwise involved in such an inquiry is strictly forbidden. Any employee found to have retaliated against another person will be subject to disciplinary action up to and including termination of employment. 

Discrimination, harassment, and retaliation claims are very serious matters. Accordingly, while all legitimate claims of discrimination or harassment must be reported, such claims must never be fabricated or lodged without the utmost sincerity. Any person found to have intentionally falsified a claim of discrimination or harassment, or who lodges a claim for malicious or improper reasons, is subject to immediate disciplinary action up to and including termination of employment. 

It is important to the Library to have a well-trained and educated staff. If at any time an employee does not believe that they are sufficiently aware of what is acceptable behavior or do not understand this subject well enough, should contact their manager or the director of human resources. 

Preserving a workplace free of illegal discrimination or unlawful harassment is the responsibility of all employees. If an employee observes or is otherwise made aware of discrimination, possible sexual or other harassment of, or retaliation against another employee, or anyone else in the workplace, they should report this immediately to their manager or the director of human resources. 

The Library endeavors to provide a process for resolving complaints in these matters. Therefore, an employee or volunteer alleging unlawful discrimination or harassment is respectfully asked to complete these administrative complaint resolution procedures before presenting the matter to the Oklahoma Human Rights Commission, the U.S. Equal Employment Opportunity Commission or the courts.