By Norman E. Friedman, M. ED., AMSkier Partner

As my colleague Fran Mendelowitz, LCSW founder of InterAct NY & AMSkier Partner, wrote recently, sexual misconduct at several major television networks, public radio, Congress, Hollywood, and the White House demands our attention as we continually re-staff our businesses and move into a new year.
One of the guiding principles of AMSkier is to educate our clients and friends on critical issues like inappropriate workplace behavior and to be available to assist you to address them. To begin the process of education and prevention we offer some suggestions.

What Constitutes Sexual Harassment
Staff need to be clear about what constitutes inappropriate workplace behavior and that it will not be tolerated:

• Sexual pranks, or repeated sexual teasing, jokes, or innuendo, in person or via e-mail;
• Verbal abuse of a sexual nature;
• Touching or grabbing of a sexual nature;
• Repeatedly standing too close to or brushing up against a person;
• Repeatedly asking a person to socialize during off-duty hours when the person has said no or has indicated he or she is not interested;
• Giving gifts or leaving objects that are sexually suggestive;
• Repeatedly making sexually suggestive gestures; and
• Making or posting sexually demeaning or offensive pictures, cartoons or other materials.

Victims and Harassers
To be clear about what constitutes both a victim and harasser, note the following:

• A victim of sexual harassment can be a man or a woman.
• The victim can be of the same sex as the harasser.
• The harasser can be a supervisor, co-worker, or a non-employee.
• The harasser can be a person who has a business relationship with you and your business.

Immediate Action
If an allegation of inappropriate workplace behavior is brought to your attention, you should note the following:

• You are committed to immediately respond to anyone at the workplace who experiences sexual harassment or observes it.
• You are knowledgeable of the reporting requirements and procedures of this state.
• Investigations of any allegation will be thorough and impartial and will be assigned to staff who have received special training.
• You will take immediate corrective action if it is determined that sexual harassment has taken place.

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The inclusion of these guidelines are suggested for your staff manuals, staff posters and employment applications. We will continue to update you and provide guidance and updates as we continue forward together.

As always, we remain available for our clients 24/7. We at AMSkier Insurance wish you and those you love a wonderful holiday and a safe and peaceful New Year.

Are you interested in beginning a relationship with AMSkier Insurance? Contact us today!

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ADA Compliance – Six Steps For Your Spa

Is your spa compliant with the ADA? Our laws and our culture recognize the dignity of those with physical, developmental and intellectual challenges, and their right to be free from unlawful discrimination. But as the definition of “disability” continues to expand, employers often must make difficult decisions about protecting their customers and their business without running afoul of the Americans with Disabilities Act (ADA).

The key language is: can the individual perform the essential functions of the job with or without “a reasonable accommodation that does not fundamentally alter the nature of the goods and services provided, or create an undue risk to the individual or others?” If not, then the law allows an employer to “discriminate” by not hiring that person. In determining what is “reasonable,” cost may be taken into consideration, as well as the job in question, industry and physical layout of your facility.

While ultimately the final decision always rests with the employer, by adhering to the following six steps, spa owners can significantly increase their chances of complying with the ADA as well as properly defending themselves if they are ever accused of an ADA violation:

While it is clearly UNLAWFUL to ask a prospective employee about a disability, once a conditional offer is made, an employer can ask the key question: “Is there anything that would prevent you from performing the essential functions of the job with or without a reasonable accommodation?”If the answer is no, there can be no further inquiry unless there is an obvious situation (a silly example would be a person hired to lead nature hikes who uses a wheelchair). Once you are made aware of the disability, if you have any concerns about the employee’s ability to function with or without an accommodation, you are free to discuss the issue directly with the individual. There is no need to beat around the bush. The key is to phrase all questions in terms of your desire to make a reasonable accommodation and to treat each person individually. Statements such as “we don’t hire people with epilepsy” are a big no-no and will get you in trouble every time.If after this conversation you have any concerns, you can insist on speaking with the employee’s health care provider. To do so, the person must give permission to the provider in the form of a written release. If the person refuses to do this, the inquiry is over, and you can refuse to accept the person on the grounds that he/she is refusing to allow you access to the information you need to comply with the law.When speaking with the health care provider (if you have an in-house medical staff you should include them in the conversation), be careful not to ask questions such as, “Doctor, do you believe this person can fulfill the requirements of the job?” The reason is simple. First, the doctor will almost never disagree with his patient and 99.9% of the time will give his/her stamp of approval. Second, when it comes to your facility, it is you – not the doctor – who is the expert and who has the final say, and just how a doctor would not ask you a medical question, you should not ask a doctor’s opinion about running a spa. As we know, each business is unique and no one knows it better than you do, and in the end, asking the doctor to decide the ultimate question will provide little guidance while getting you in trouble if you disagree with his/her assessment. Instead of delegating the decision to the doctor, talk about your concerns, and ask questions directed to the job functions, programs, schedules and facilities of your particular spa. Once armed with the answers, you are ready for the next step.Discuss any remaining concerns with the employee. What accommodations are you able to make? Or are you unable to make any that are reasonable? Always phrase the discussion in terms of your desire to make this work, if possible, and in terms of the safety of the staff member, his/her co-workers, and your customers. If you agree with an accommodation, make the plan as specific as possible. There is nothing wrong with a “trial period” to see if the plan will work, if it needs adjustments, or if the experiment has failed.It is essential that all discussions, whether with a healthcare or employee, focus on the person. In other words, avoid stereotypes. The main thrust of the ADA is that each employee must be treated as an individual rather than as a member of a group.

ADA-related decisions are often difficult. They must balance your personal desire to provide opportunities to individuals with disabilities along with your need to provide a safe environment for customers and staff. By following these steps, you will help shield yourself from a discrimination claim. More importantly, you will likely garner the information you need to make good decisions.

Are you an AMSkier client? If so, I am always available to shepherd you through ADA issues from start to finish. Clients faced with a specific question, or who need step-by-guidance, please call me at (570) 226-4571.

Alan Cooper, Esquire, AMSkier General Counsel, Claims Director

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There has been a deluge of public sexual harassment allegations since the exposure of sexual harassment allegations against Hollywood producer Harvey Weinstein. As you have no doubt noticed, the accusations have expanded beyond Hollywood, affecting many industries.

This challenges business leaders to ensure they are creating a safe and positive work environment free from sexual harassment. To achieve this, we can follow these crucial practices:

• Provide sexual harassment training for staff.
• Create a “zero tolerance for sexual harassment” culture.
• Develop and/or update sexual harassment policies and procedures.
• Ensure that we have a reporting process in place so that we can address reports of sexual harassment immediately.
• Take appropriate action when warranted.
• Refrain from retaliating against any staff person who makes a sexual harassment report.

It is advisable to inform your entire business community about steps that you have taken to ensure that your work continues to be a safe environment, protecting employees and customers from sexual harassment.

Many of these practices take anti-sexual harassment policies as a starting point. These policies should include (but are not limited to) the following:

• A statement that sexual harassment will not be tolerated in the workplace.
• An easy-to-understand description of prohibited conduct, with examples.
• A description of the harassment reporting system, which is available to staff who experience harassment as well as those who observe harassment. This system provides multiple, easily accessible avenues to report.
• A statement that the reporting system will result in a prompt, thorough, and impartial investigation.
• A statement that the identity of an individual who submits a report, a witness who provides information regarding a report, and the target of the complaint, will be kept confidential to the extent possible consistent with a thorough and impartial investigation.
• A statement that any information gathered as part of an investigation will be kept confidential to the extent possible consistent with a thorough and impartial investigation.
• An assurance that a manager or other company leader will take immediate and proportionate corrective action if it determines that harassment has occurred.
• An assurance that an individual who submits a report (of harassment experienced or observed) or a witness who provides information regarding a report will be protected from retaliation by colleagues and supervisors.
• A statement that any employee who retaliates against an individual who submits a report or provides information regarding a report will be disciplined appropriately.

To help foster a zero-tolerance environment for sexual harassment, businesses can consider “civility training” and bystander intervention training. Civility training promotes the creation of solutions while emphasizing civility and respect. This training has been exemplified by the college campus campaign It’s On Us, which is an outgrowth of the White House Task Force to Protect Students from Sexual Assault. It emphasizes the notion that assault is not just about a perpetrator and a victim—it’s about every community member doing their part to create a solution.

Let’s add our voices to efforts to end sexual harassment by promoting the notion that no one may subject an employee or customer to any unwelcome conduct of a sexual nature. We’re sure you pride yourself on providing a safe work environment, but we must all be vigilant about maintaining a work environment that is free from discrimination and harassment. If you would like further information about anti-sexual harassment policies, contact FrancineM@amskier.com. Fran Mendelowitz, LCSW is a psychotherapist, founder of InterACT NY and an AMSkier Partner.

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