With Valentine’s
Day a few days away, and the rush for Hallmark cards and chocolates at a
frenzied-level, the holiday is a reminder to employers that office romances can
raise a slew of problems. Companies should pay special attention to Valentine’s
Day behavior and remind employees of professional boundaries to avoid any
incidents that could be construed by an employee as unwanted harassment. Sexual
harassment and unwanted attention can result from fractured workplace
relationships and pose even more of a risk after a romantic relationships in
the workplace sour. However, there are steps a company can take to minimize the
risk of such an outcome and limit claims of harassment as a result of romantic
relationships in the workplace. One way is to limit romantic relationships in
the workplace and another is to require employees engaging in such
relationships to sign a "Love Contract."
Workplace Romance
Romance gone
awry, misinterpreted comments, or unwanted touching can result in confusion and
discord in the workplace. Ultimately, these situations can give rise to
complaints of harassment, particularly where one participant in the
relationship later claims that, rather than a romance, the relationship was
actually stalking or harassment. Although controversial and potentially
unpopular, policies prohibiting or discouraging romantic relationships between
supervisors and subordinates can be useful tools in preventing claims of
harassment.
In
California, the California Constitution protects an employees’ right to privacy
and protects lawful conduct occurring during nonworking hours away from the
employer’s premises. Therefore, to the extent actions of romantic employees do
not affect the workplace, employers are unable to prohibit these relationships.
However, in situations where there is romantic relationship between a
supervisor and a subordinate, an employer can strongly argue against a romantic
relationship in the workplace. To implement such a policy, companies should
stress that these types of relationships create a conflict of interest. At
least one California appellate court has enforced an employer’s conflict of
interest policy prohibiting supervisor-subordinate romances.
If such a
relationship does occur, the company can then take action with respect to the
employees. In fact, most companies have policies stating that such actions can
result in discipline ranging from transfer to termination.
The severity of
the discipline always depends on the nature of the relationship and the type of
discord it creates. However, companies should try the least intrusive means
first and transfer one of the parties to another department if a position is
available. Companies should be aware, however, that transfer doesn’t always
solve the problem. For example, by transferring a manager to supervise a
different department, the company could potentially magnify the problem by
creating interdepartmental conflict. If a transfer doesn’t fix the problem, or
if there is no other appropriate position available, termination may be the
only option.
If
the conflict can be resolved short of termination, both parties will remain in
the workplace. Therefore, the employer should remain particularly aware of both
employees’ disposition in the workplace by keeping in touch with their supervisors.
Follow-up interviews with both employees at a reasonable interval, such as one
to three months after the transfer, also should help to keep emotions in check.
Love Contracts
Another tactic
is to require employees to execute Love Contracts formalizing the consensual
nature of a workplace romantic relationship. Such agreements have been used
with frequency over the past 10 years. However, employers should consult legal
counsel prior to implementing such policies in order to ensure their legality. Such
contracts clarify that both parties understand that the relationship will not
result in any unique benefits for either party.
Although a Love
Contract cannot eliminate the possibility of harassment claims, or litigation
following the deterioration of a romantic workplace relationship, it can serve
as strong evidence that the parties to the contract were involved in a
consensual relationship. Most companies find that Love Contracts are useful to
help keep valuable employees on staff while helping to protect the employer
from a harassment lawsuit down the line.
The content of
the Love Contract can vary. Some are very simple—only half a page, signed by
both parties, acknowledging that a relationship is ongoing and consensual.
Others can be as long as three or four pages, including various acknowledgments
and clauses.
Companies must
take into account the type of employees involved when drafting the contract and
tailor its provisions accordingly. Companies may have simple contracts for those
rank-and-file employees who work at the same level within the company. More
sophisticated contracts may be used when management-level employees are
involved because those employees may be more litigation savvy.
Companies that
have consulted with our practice to develop Love Contracts note that a critical
part of the document is reminding employees that the company’s acknowledgment
of the relationship should not be confused with condoning public displays of
affection or other unprofessional behavior. It should be made clear to the
parties that signing the document does not give them free reign to act
inappropriately in the workplace.
Any company must
be mindful that, despite its best efforts, any complaint of harassment can
result in a lawsuit related to the actions alleged
and the employer’s response to the complaint. However, companies can reduce the
likelihood of harassment lawsuits stemming from romantic workplace
relationships by preventing relationships between subordinates and managers and
by having employees in romantic relationships sign Love Contracts.
Employers would do well to seek
assistance from counsel in implementing significant changes to ensure
compliance with the law. If you have any
questions about workplace romance, Love Contracts, or how they may affect your
business, please contact:
Colin P. Calvert
Attorney at Law
ccalvert@laborlawyers.com | O: (949) 798-2160
2050 Main Street |
Suite 1000 | Irvine, CA 92614
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