The Company encourages employees to feel comfortable expressing job-related concerns and issues, and is committed to listening and responding to employee issues. The Open Door Policy, as outlined in Luxottica Employee Guide, provides an avenue for an employee to bring a concern to management’s attention without fear of retaliation.
Retaliation against employees who utilize the Open Door Policy is strictly prohibited. Managers will be subject to corrective action up to and including termination of employment if any of the following occurs:
- Deterring an employee’s attempt to take a problem to a higher-level manager
- Deterring an employee’s attempt to take a problem to HR
- Failing to respond to an employee’s concern
- Retaliating against an employee in any way for using the Open Door Policy
Who can employees approach with job-related concerns?
In many cases, the employee’s immediate manager is the person best qualified to solve or answer a question. Employees who are not comfortable going to their immediate manager may submit their concerns via Employee Relations e-Service (found on My Personal Desk by selecting the Employee Relations icon). Please refer here to determine if Employee Relations support is required before proceeding.
My employee approached me with a job-related concern – what should I do?
Pay attention - actively listen to the employee’s concerns.
- Do not pass judgment or get distracted
- Hold the conversation in a private place, if possible
- If the employee requests that his/her concern be kept confidential, you may not be able to comply with the request. Inform the employee that you will keep the information confidential to the extent possible, but may need to share the information with HR and others who have a business need to know so that the Company can properly address his/her concerns. Depending on the situation, you may also need to share certain information with a co-worker who is accused of wrongdoing so that he/she has an opportunity to respond
Document the concern and conversation in writing
- Take written notes of your discussion with the employee. Dates, names, and details are important.
- Retain notes in a confidential and secure file within the store, organized by employee. Do not retain notes in the employee’s personnel file
- Do not ask the employee to write a statement unless directed to do so by Asset Protection or HR
Follow-up with employee
- Let the employee know that you passed his/her concerns on to your manager/HR and that someone will follow up with him/her
- Do not communicate specifics of the investigation to the employee, unless directed to do so. Employees may be instructed to maintain confidentiality where critically necessary to protect a witness, avoid tampering/destruction of evidence, or to prevent a cover-up
All information should be provided to your field manager.