Document Code: SayProP500
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 16 March 2025
Next Review Date: 16 August 2025
1. Overview
The SayPro Human Capital Trauma Management Policy aims to provide a structured approach to managing trauma incidents experienced by Human Capital members. This policy outlines procedures to ensure that any individual affected by trauma is supported in a professional, empathetic, and effective manner, fostering a supportive work environment and minimizing the impact of trauma on both personal well-being and organizational performance.
2. Objectives
- To define clear processes for trauma management within SayPro.
- To ensure prompt and effective responses to trauma incidents impacting Human Capital.
- To promote a safe and supportive environment for affected employees.
- To ensure that all trauma-related incidents are handled with empathy, confidentiality, and professionalism.
- To provide guidance on counseling services, workplace accommodations, and ongoing support for individuals experiencing trauma.
3. Scope
This policy applies to:
- All SayPro Human Capital employees.
- SayPro Officers and Royal Directors involved in managing or supporting individuals impacted by trauma.
- Any external contractors or partners working with SayPro who may require trauma management support.
- Employees experiencing trauma as a result of work-related or external events.
4. Trauma Management Process
4.1 Identifying Trauma
Trauma can be triggered by various events, including but not limited to:
- Workplace accidents or injuries.
- Personal or family-related trauma, such as the death of a loved one.
- Exposure to distressing events in the workplace (e.g., violence, emergencies).
- Mental health crises or emotional distress.
4.2 Initial Response
When an employee is identified as experiencing trauma, the following steps should be taken immediately:
- Immediate Support: The employee should be offered immediate emotional support by a supervisor, Officer, or SayPro Royal Director.
- Referral to a Qualified Professional: The employee should be referred to SayPro’s Employee Assistance Program (EAP) or an external trauma counselor for further assessment and guidance.
- Safety and Well-being Assessment: A quick assessment should be made to ensure the safety and well-being of the affected employee.
- Confidentiality: Information related to the trauma incident should be treated with the utmost confidentiality.
4.3 Trauma Recovery and Accommodation
Once an employee has been referred for professional support, the next steps should focus on recovery and managing the impact of trauma on their work life:
- Temporary Work Adjustments: If needed, temporary work adjustments such as flexible hours or reduced workload may be implemented to allow the employee to recover without added stress.
- Regular Check-ins: The employee’s Royal Director or Officer should regularly check in to ensure the employee feels supported and has the resources they need.
- Workplace Modifications: In cases where the trauma is long-term, further workplace modifications may be necessary (e.g., relocation to a different role or workspace).
- Return to Work Plan: A return-to-work plan should be developed to help the employee transition back into the workplace in a way that minimizes stress. This plan should be created in consultation with the employee and their healthcare professional.
4.4 Long-Term Support and Monitoring
- Ongoing Counseling: Employees affected by trauma may require ongoing counseling or mental health support. SayPro should ensure access to these services as part of the Employee Assistance Program (EAP).
- Workplace Well-being Initiatives: Encourage employees to participate in mental health awareness or well-being programs offered by SayPro to promote emotional health in the workplace.
- Feedback and Evaluation: After the recovery process, feedback should be sought from the employee to understand the effectiveness of the support provided and identify areas for improvement.
5. Roles & Responsibilities
5.1 SayPro Chief Executive Officer (CEO)
- Ensure the implementation of this policy across the organization.
- Ensure that sufficient resources and mental health support services are available for affected employees.
5.2 SayPro Chief Human Capital Officer (CHCO)
- Oversee the trauma management process within SayPro.
- Ensure that all staff are trained to identify and respond to trauma.
- Facilitate access to external counseling services and Employee Assistance Programs (EAP).
5.3 SayPro Royal Directors and Officers
- Support employees who have experienced trauma by offering empathy and practical assistance.
- Ensure the workplace adjustments are made to accommodate the employee’s needs during recovery.
- Confidentiality and respect are crucial in handling any trauma-related matters.
5.4 Employee Assistance Program (EAP) Team
- Provide confidential counseling and emotional support for employees impacted by trauma.
- Work with Human Capital to implement return-to-work plans and accommodation strategies.
5.5 Employees
- Notify a supervisor or Officer when experiencing trauma or distress.
- Cooperate with mental health professionals to facilitate a recovery process.
- Maintain confidentiality and respect for others’ privacy when discussing trauma-related matters.
6. Templates and Documents
- Trauma Incident Report Form (SayProF500-01)
- Employee Assistance Program (EAP) Referral Form (SayProF500-02)
- Workplace Accommodation Request Form (SayProF500-03)
- Return-to-Work Plan Template (SayProF500-04)
- Trauma Recovery Feedback Form (SayProF500-05)
7. Compliance and Review
- Monitoring: The Human Capital team will regularly monitor the effectiveness of trauma management practices and the accessibility of EAP services.
- Audit: Periodic audits will be carried out to ensure that trauma management procedures are adhered to and that all employees are receiving the necessary support.
- This policy will be reviewed annually to ensure its continued relevance and effectiveness.
8. FAQs
Q1: What should I do if I suspect a colleague is experiencing trauma?
A: Approach the colleague with empathy and discretion. Encourage them to speak to their supervisor or seek Employee Assistance Program (EAP) support.
Q2: How can I request trauma-related support or accommodations?
A: Submit a Workplace Accommodation Request Form (SayProF500-03) to your Royal Director or Officer, who will help coordinate appropriate support.
Q3: Can trauma be work-related, and how is it handled?
A: Yes, trauma can result from work-related incidents (e.g., accidents, stress, harassment). It is handled according to the trauma management process outlined in this policy, including support and accommodations.
Q4: Will my trauma-related issues be kept confidential?
A: Yes, all trauma-related matters will be handled with the highest level of confidentiality to protect the privacy and dignity of the affected employee.
Approved By:
Neftaly Malatjie
Chief Executive OfficerAttach