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Policy for equality Policy for equality Contents Contents ................................................................................................................................................................. 2 1. Scope and responsibilities ........................................................................................................................... 3 1.1. Scope.................................................................................................................................................... 3 1.2. Responsibilities .................................................................................................................................... 3 1.2.1. Collaboration................................................................................................................................... 3 1.2.2. Central and local responsibilities .................................................................................................... 3 1.2.3. Manager/supervisor......................................................................................................................... 3 1.2.4. Employees ....................................................................................................................................... 3 1.2.5. Union organisation .......................................................................................................................... 4 2. Purpose and objective ................................................................................................................................. 4 3. Definitions and explanations....................................................................................................................... 4 4. Policy ............................................................................................................................................................ 5 5. Rules and guidelines .................................................................................................................................... 5 5.1. Discrimination ..................................................................................................................................... 6 5.2. Victimisation/harassment..................................................................................................................... 6 5.3. Sexual orientation, transgender identity or expression........................................................................ 6 5.4. Disability.............................................................................................................................................. 6 5.5. Age and gender .................................................................................................................................... 7 5.6. Ethnic background and religion........................................................................................................... 7 5.7. Information and training...................................................................................................................... 7 6. Follow-up and breaches .............................................................................................................................. 8 7. Approval, additions and deviations............................................................................................................ 8 Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 2 1. Scope and responsibilities 1.1. Scope This policy applies to all companies and employees within the Axfood Group. 1.2. Responsibilities 1.2.1. Collaboration The employer, union organisations and employees will work actively together to ensure a workplace that is equal, that has a diverse range of people with different backgrounds and experiences, and that is free from discrimination and harassment. 1.2.2. Central and local responsibilities The Head of Negotiation and Remuneration has overall responsibility for this policy. Based on this policy, the company’s HR manager is to ensure that the company has: • Action plans that include activities to support equality work • Procedures for preventing and providing against any employee being subject to discrimination, harassment or reprisals in relation to gender, transgender identity, age, disability, sexual orientation or expression, skin colour, national or ethnic origin, religion or other faith • An attitude that encourages a working climate of inclusion and respect 1.2.3. Manager/supervisor The manager/supervisor is responsible for compliance and for implementing the practical work of the policy. The manager/supervisor is also responsible for actively following up the work, see more in the section 5. 1.2.4. Employees All employees must actively work to ensure an organisational culture that is equal and that promotes a sense of security and a workplace free from prejudice. Employees are obliged to follow the guidelines required to maintain a good working environment (The employee shall assist in work relating to the working environment and shall take part in the implementation of the measures needed in order to achieve a good working environment, Swedish Work Environment Act, SFS 1977:1160, 3:4). That includes the guidelines in this policy. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 3 1.2.5. Union organisation The role of the union organisations is, based on their experience and knowledge, to work actively to ensure a workplace that is equal, that has a diverse range of people with different backgrounds and experiences, and that is free from discrimination and harassment, by: • being familiar with the equality policy, legislation and what it means • working with the employer with a view to ensuring policy compliance • being able to give support and information about employees’ rights and obligations. 2. Purpose and objective The purpose of this policy is to clarify Axfood’s stance on equality and to clearly set out the division of responsibility between the various functions/bodies within the Group. The objective is to guide the actions of the companies and facilitate their everyday work on equality. 3. Definitions and explanations Equality in working life means that everyone, irrespective of gender, has the same opportunities, rights and obligations in regard to work, employment terms, working conditions and development opportunities at work. Ethnicity relates to an individual’s national and ethnic origin, skin colour or similar factor. Everyone has one ethnicity or more. Ethnicity is based on self-identification, which means that the individual defines his or her own ethnicity. Sexual orientation means homosexuality, bisexuality and heterosexuality. Transgender identity or expression means that someone does not identify themselves as a woman or a man, or that someone, through their clothing or in some other way, expresses identification with a gender other than their biological gender. Disability refers to a person’s lasting physical, mental or learning limitations due to injury or illness that occurred at birth, has occurred since birth or may be expected to occur. Age refers to the number of years that a person has lived. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 4 Victimisation means repeated unacceptable or negative actions that are aimed at an individual employee in an abusive manner and that could lead to that person being placed outside the social circle in the workplace. Victimisation can include adult bullying, mental abuse, social exclusion and other types of harassment such as sexual harassment. Such discriminatory actions might be carried out by employees or by managers/supervisors. 4. Policy All forms of discrimination are forbidden. We want to have proud and committed employees who feel good and enjoy their work. We are in no doubt that a workplace that embraces diversity, whether of circumstance, gender, ethnicity, age or experience, and that is free from discrimination or harassment creates a good, developmental working environment, where employees’ skills are put to good use and developed and the company’s customer offering and profitability are improved. 5. Rules and guidelines We work actively and systematically to achieve a mixed staff profile overall. This applies to all workplaces at all levels. We are target-driven and systematic in recruiting from the whole workforce and we work objectively on selection, free from prejudice and stereotyping. We are proactive in our work on the environment and corporate social responsibility, as part of which we have a Code of Conduct and a Sustainability Programme which this policy has also taken into account. Find more information about this under CSR on Axfood’s website at www.axfood.se. We follow all legislation, regulations and agreements in this area, including: • The Swedish Discrimination Act (SFS 2008:567) • The Swedish Work Environment Act (SFS 1977:1160) • The Swedish Ordinance on Victimisation at Work (AFS 1993:17) • The Swedish Prohibition of Discrimination of Employees Working Part Time and Employees with Fixed-term Employment Act (2002:293) • The Swedish Parental Leave Act (SFS 1995:584) • Current collective agreements Targets in this area are outlined in the Employee Guide. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 5 5.1. Discrimination All forms of discrimination are forbidden. This means that nobody may be discriminated against on the grounds of gender, transgender identity, age, disability, sexual orientation or expression, skin colour, national or ethnic origin, religion or other faith. Any complaints to the Equality Ombudsman (DO) must always be followed up and analysed with a view to preventing discrimination. 5.2. Victimisation/harassment All forms of victimisation/harassment in the workplace are forbidden. Any complaints to the Equality Ombudsman (DO) must always be followed up and analysed with a view to preventing victimisation/harassment. Victimising behaviour or conduct can never be accepted, no matter who is involved or who is affected. Every employee must play their part in ensuring a good climate in the workplace and across the whole Group. Each company must have procedures in place to prevent and provide against any employee being subject to discrimination, harassment or reprisals in relation to gender, age, sexual orientation, transgender identity or expression, skin colour, ethnic origin, religion or other faith. Every workplace must embody an attitude that encourages a working climate of inclusion and respect. 5.3. Sexual orientation, transgender identity or expression Nobody is to be subjected to sexual harassment or other victimisation/harassment on the grounds of their sexual orientation. Nobody should be made to feel uncomfortable due to slogans, images or texts that are displayed or visible in the workplace. It is not acceptable to harass or discriminate against someone who does not identify themselves as a woman or a man, or who, through their clothing or in some other way, expresses identification with a gender other than their biological gender. 5.4. Disability Discrimination on the grounds of disability is not permitted. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 6 5.5. Age and gender Discrimination on the grounds of age is not permitted. Sexual harassment or victimisation/harassment on the grounds of gender is not permitted. Nobody should be made to feel uncomfortable due to slogans, images or texts that are displayed or visible in the workplace. The working environment and working conditions (physical, mental and organisational) must be adapted to both women and men and, if specific needs arise, measures must be taken to the extent that this is practicable considering our resources and circumstances in general. Pay differences due to gender are not permitted. A statutory systematic review is conducted to ensure that no baseless pay differences occur between women and men. For more information, see the policy on pay as described in the Employee Guide. We will work actively to make it easier, in various ways, for women and men to combine parenting and working life. Working conditions are to be such that parents’ work can be reconciled with their parental responsibilities. This applies to working hours, staff conferences, meetings, training and travel. It is particularly important that both women and men are given the opportunity to take parental leave or take leave for the care of a child. 5.6. Ethnic background and religion Discrimination on the grounds of ethnic background and/or religion is not permitted. Working conditions are to be such that they are suitable for all employees, irrespective of ethnic and cultural background, religion or other faith. 5.7. Information and training All employees must be familiar with their company’s policy and action plans, and these are to be made easily available to employees. Managers and supervisors must be given training and guidance on issues concerning labour law and regulations, and the way that different working conditions affect people’s experiences, teamwork and risks of conflict. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 7 6. Follow-up and breaches The agreed policy is to be the subject of annual updating in line with a set procedure. There is to be an annual follow-up of compliance with the agreed policy and a special revision if necessary. The action plans are to be monitored on an ongoing basis. The targets and activities in the action plans are to be evaluated at least once a year and adjusted accordingly. All the companies must have a procedure for reporting and following up on incidents that have occurred. All breaches of this policy are to be reported to the respective company’s HR manager, who can decide on what action should be taken. 7. Approval, additions and deviations This policy was sanctioned by Axfood’s executive committee on 13 October 2011. Additions and changes to this policy may only be decided by Axfood’s executive committee. No deviations from this policy are permitted. Policy for equality Entry into force: 01 Nov 2011 Policy number: KP.03.03 Document owner: HR specialist Work Environment and Health 8