The Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, mandates organizations to submit an annual report to the District Officer. This report must detail the number of cases filed, disposed of, and pending, along with other relevant information. Preparing the POSH (Prevention of Sexual Harassment) annual return might seem daunting, but this comprehensive guide will ensure a smooth and compliant process.
Step 1: Establish a Robust Policy Framework
Ensure your organization has a well-defined POSH policy that aligns with the Act. The policy should:
Clearly outline the procedures for reporting and addressing sexual harassment complaints.
Highlight the role and responsibilities of the Internal Committee (IC).
Emphasize the organization's commitment to maintaining a safe and respectful workplace.
Include measures for prevention, redressal, and employee sensitization.
Step 2: Display Notices as Required
Ensure that POSH-related notices, including details of the IC members and the procedures for filing complaints, are prominently displayed at the workplace.
These notices should serve as a constant reminder of the organization’s commitment to compliance and employee awareness.
Step 3: Gather Required Information
Collect all relevant data from the reporting year, including:
Number of complaints received
Number of complaints resolved
Number of complaints pending
Nature of action taken
IC recommendations
Awareness sessions
IC training
Policy updates
Employee assistance programs
Step 4: Review and Verify the Data
Before preparing the report:
Verify the accuracy: Double-check the data to ensure it matches the organization’s official records.
Ensure completeness: Confirm that all mandatory information is included, leaving no gaps.
Cross-check details: Align information with IC meeting minutes, inquiry reports, employee engagement records, and notices displayed.
Step 5: Prepare the POSH Annual Return
When drafting the report:
Use the prescribed format: Refer to the format specified by the Ministry of Women and Child Development or the relevant state government authority.
Include all required details: Incorporate key details such as the organization's name, address, contact information, and reporting year.
Highlight key activities: Provide a clear overview of all POSH-related activities conducted during the year, including:
Formation of the Internal Committee (IC).
Compliance with IC recommendations.
Awareness sessions and IC training.
Updates to the policy framework.
Step 6: Certify and Submit the Report
Certification: Obtain the signature of the Presiding Officer of the IC to certify the accuracy and completeness of the report.
Submission: Submit the certified report to the District Officer within the stipulated deadline as prescribed by the POSH Act.
Step 7: Maintain Records and Ensure Compliance
After submission:
Maintain records: Keep detailed documentation of all complaints, IC recommendations, inquiries, actions taken, training conducted, and assistance programs offered.
Review compliance: Periodically review your organization’s POSH policy, IC procedures, and training plans to ensure ongoing compliance with the Act.
Track improvements: Use insights from the annual return to assess the effectiveness of your organization's POSH framework and identify areas for improvement.
Why Accurate POSH Returns Matter
The POSH annual return is more than just a compliance requirement—it reflects your organization’s commitment to creating a safe and respectful workplace. Key aspects such as the policy framework, display of notices, awareness programs, IC formation, compliance with IC recommendations, and proper submission of reports ensure that your organization:
Demonstrates accountability and transparency.
Builds trust among employees by addressing workplace harassment proactively.
Fosters a culture of respect and dignity.
By adhering to this guide, preparing your POSH annual returns can become a seamless and straightforward process that contributes to a positive work environment.
