University guidance for tackling sexual harassment by third parties

The content below outlines the University's policy relating to sexual harassment by third parties

The University expects all members of the University community, its visitors and contractors to treat each other with respect, courtesy and consideration, in line with its Harassment Policy.  

As a result of legislative changes that came into effect in October 2024 (the Worker Protection Act 2023), employers now have a legal duty to proactively take reasonable steps to prevent sexual harassment of workers in the course of their employment, including sexual harassment by people (known as third parties) who are not employees of the University.  

The University considers sexual harassment to be unacceptable and encourages University workers to report formally or informally. Reports of third-party harassment will be taken seriously and investigated in accordance with the University procedures (as appropriate) – and steps will be taken to protect individuals from further harassment.  

This guidance has been developed to: 

  • Ensure that all third parties understand and adhere to our Harassment Policy to protect University workers from sexual harassment. 
  • Communicate the steps the University plans to take to prevent sexual harassment, in collaboration with third parties.  
  • Tell staff about how to report an incident of harassment including sexual harassment by a third party, and communicate the steps the University may take to remedy the situation and prevent further harassment.  

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The University expects all third parties, including their employees and clients, to adhere to the University Harassment Policy and treat our staff in a respectful, courteous and considerate manner when visiting University premises or engaging in activities related to the University (this includes online and outside of University premises).   

The Head of Department or manager responsible for the third-party relationship will be responsible for communicating this guidance and the Harassment Policy to ensure third parties are aware of their responsibilities under the policy, agree how staff can report sexual harassment and agree the actions that will be taken in the event of an incident of harassment to protect individuals from further harassment and prevent it happening again.  

Where problems occur, the University takes concerns seriously and will take appropriate steps to investigate the incident in accordance with the University procedures (where appropriate) and take action to remedy the situation. In some circumstances, the member of staff may choose to also report their concerns to the relevant third party’ 

Harassment by a third party occurs when a member of University staff is subjected to harassment including sexual harassment by a person who is not employed by the University.  

Third parties include, but not limited to:  

  • Students 
  • College-only staff  
  • Visiting academic and research staff 
  • Research collaborators 
  • Visitors to our Museums, Libraries and Gardens 
  • Research Participants  
  • Suppliers, contractors and project partners 
  • Alumni, donors and funding bodies 

To effectively prevent sexual harassment by third parties in work, the university will:  

  • Produce guidance to ensure third parties and their employees are aware of their responsibilities under the Harassment policy.  
  • Provide regular staff communications and implement training for staff. 
  • Ensure department risk assessments are up-to-date to mitigate the risk of sexual harassment by third parties (where appropriate). 
  • Work collaboratively across the University to strengthen communications with third parties and guidance for particular types of third parties (e.g., customers, event audiences, research participants and research collaborators). 

University staff subjected to harassment including sexual harassment by a third party should in the first instance speak with their manager, HR or Head of Department to discuss the situation. The University will discuss with you how you wish to take this forward. 

Support is available through: 

Reports of third-party harassment will be taken seriously and the University will take appropriate steps to investigate the incident in accordance with the University procedures (where appropriate). In some circumstances, the member of staff may choose to also report their concerns to the relevant third party’ 

The University will try to resolve issues of harassment in a suitable manner. The action, and those responsible, will be depend on who the third party is, the situation and wishes of the individual impacted..  

In order to address the complaint, it may be necessary (but not limited) to:   

  1. Speak to the third party about how to resolve the incident formally or informally (where appropriate).   
  2. Support the staff member to report the incident through the appropriate third-party procedures.  
  3. Where student conduct is involved, support the staff member to raise a formal complaint to the Proctors Office in line with University procedures.  
  4. Notify Security Services and/or the police when complaints involve members of the public. 

 

Your manager is the most appropriate person to take this forward initially. They will speak to HR and/or Head of Department to determine which part of the University to contact.  

Depending on the circumstances of the case, the University may take the following steps to effectively protect staff from further harassment and prevent sexual harassment: The action, and those responsible, will be depend on who the third party is, the situation and wishes of the individual impacted. 

  • Individuals are warned about their behaviour.  
  • Visitors or attendees are asked to leave or are banned from University premises or events. 
  • Suppliers or contractors are required to leave university projects.  
  • Third party contracts or Service Level Agreements are ended.  

The Head of Department is responsible for determining the action that will be taken to remedy the situation and protect the individual from further harassment. The action will be different depending on who the third party is and the nature of the situation.  

Review  

This guidance will be reviewed regularly to ensure it remains effective and compliant with current legal standards and EHRC guidance.  

Contact us

equality@amin.ox.ac.uk

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