FY 2022

SI Civil Program

Annual Report on Harassment and

Workplace Culture at the Smithsonian 

Institution

Prepared by: 

SI Civil Branch

Office of Human Resources

Smithsonian Institution December 2022
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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SI Civil 

Introduction

Where we are

The Smithsonian Institution (SI) is The recently expanded SI Civil Team also

committed to maintaining a work developed values that stress how

environment that is free from harassment important honesty, integrity, and trust are

and workplace violence. The purpose of when handling matters related to

this report is to highlight the harassment and other sensitive

Smithsonian’s harassment and workplace workplace issues. These values echo the

violence prevention efforts in Fiscal Year Smithsonian community’s overall

2022 and how SI responds to reports of commitment to ensuring individuals feel

concerning behaviors. respected and welcomed in the

workplace.

In FY 2022, the Smithsonian expanded and

enhanced SI Civil, the anti-harassment and The information and data contained in this

workplace violence prevention program in report focus on reports compiled by SI

the Office of Human Resources. This year Civil for FY 2022. It does not include data

SI Civil focused on 4 broad areas: related to EEO complaints, which is

expanded capacity, new reporting system, administered by the Office of Equal

outreach and training, and accountability. Employment and Supplier Diversity

(OEESD).
 

 

 

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SI Civil Executive Summary

SI Civil Program

• The SI Civil Program, created in 2021, is a resource for all employees and affiliated staff to 

report incidents of harassment, workplace violence, or retaliatory behaviors impacting the 

workplace. 

• Recognizing the importance of this program, in FY22 the Smithsonian:

 Expanded the capacity of SI Civil with additional staff and resources (including a new 

case management system for tracking cases).

 Launched a new communications campaign and reporting system called Voice It: 

which includes a 24/7 toll-free number for reporting incidents in English and Spanish 

and an online reporting platform.

 Developed and began conducting a new mandatory supervisory training called “SI 

Civil Anti-Harassment Supervisory Workshop: Creating a Culture of Respect at the 

Smithsonian”. 

 Designated SI Civil Champions at each unit to ensure senior-level leaders are also 

increasing awareness of SI Civil and promoting Smithsonian’s commitment to 

maintaining a welcoming and respectful work environment at all levels.

 Added new questions to the Smithsonian Employee Perspective Survey (SEPS) to 

better assess anti-harassment efforts.

FY22 Case Data

• SI Civil received 90 reports related to harassment and workplace violence-related 

incidents (including sexual harassment, non-sexual harassment, retaliation, threats, 

intimidation, and physical violence).

• In 28% of cases, a violation of Smithsonian policy was established and resulted in some 

form of discipline (including reprimand, suspension, demotion, or removal). Specific data 

related to case outcomes may be found on page 13.

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SI Civil 

SI Civil Program Overview

SI Civil Program Goals

The SI Civil Program was implemented in January 2021, its mission is to empower individuals to

communicate workplace concerns and facilitate the resolutions of those concerns as quickly 

as possible. SI Civil’s goals are simple:

• prevent potentially violent situations from occurring in the workplace; 

• address harassing behaviors before it becomes severe or pervasive; 

• promptly and objectively investigate incidents, when necessary; and 

• take immediate and appropriate corrective action when violations of policy occur.

SI Civil Policies

• Anti-Harassment Policy (Smithsonian Directive 225, effective December 30, 2020) 

⚬ The goal of SD 225 is to address harassing conduct at the earliest possible stage, 

regardless of whether the conduct is based on a protected class (e.g., race, sex,

disability).

⚬ The Smithsonian will not wait for harassing conduct to become severe or pervasive 

before investigating and taking corrective action.

• Workplace Violence Prevention Policy (Smithsonian Directive 217, effective December

30, 2020)

⚬ The goal of SD 217 is to provide guidance for preventing and appropriately addressing

threatening or intimidating behavior, potentially violent situations, or incidents of 

workplace violence .

⚬ All known incidents of threats, intimidation, or workplace violence will be taken 

seriously and addressed promptly.

⚬ If the behavior involves a crime in progress or a specific threat of imminent bodily harm,

individuals should treat it as an emergency and contact local law enforcement. 

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SI Civil Reporting Process

SI Civil Reporting Process

The SI Civil reporting process is designed to be simple and keep the reporting individual informed 

throughout the process. 

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Individuals report 

concerning

behaviors or

incidents to SI Civil,

unit HR liaisons, or a 

Smithsonian 

supervisor.

SI Civil conducts an 

initial inquiry and 

determines if an 

administrative 

investigation is 

necessary.

If necessary, an 

administrative 

investigation is 

initiated.

SI management, in

consultation with SI Civil, 

reviews the information 

and takes corrective 

action, as necessary. 

Notes on the Reporting Process

• Supervisors (including those in supervisory-like positions) are required to report incidents 

covered by these policies to SI Civil within 24 hours. 

• Generally, there is no specific time limit for filing a report with SI Civil. However, individuals are 

encouraged to report incidents as soon as possible so Smithsonian can conduct a thorough 

inquiry.

• SI Civil will notify the reporting party of the status of the report, when the issue has been 

referred to the appropriate management officials, and when the matter has been addressed. 

However, because of privacy rights and procedures, no further information will be provided. 

• Corrective action may include discipline (e.g., removal or suspension), counseling, 

reassignment, coaching, training, or a voluntary facilitated conversation.

• Reporting includes required notifications to the Board of Regents and Office of Sponsored 

Projects (OSP). OSP coordinates reporting to certain federal funding agencies that have 

reporting requirements in specific situations related to individuals receiving awards.

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SI Civil 

Other Resources

Finding Support at Smithsonian

In addition to the option of reporting to SI Civil, there are multiple Smithsonian resources 

available to support individuals. SI Civil staff continuously refer individuals to these resources 

before, during, or after they file a report with SI Civil. Once an allegation is raised to a 

Smithsonian management official or to SI Civil, the Smithsonian is required to initiate a 

prompt, objective, and thorough investigation. Therefore, these confidential resources are 

vital in providing support to individuals who are unsure about reporting.

If an individual would like to discuss an incident or issue in a completely confidential setting,

they may contact the Employee Assistance Program or the Ombudsperson, both of which 

operate under principles of confidentiality. 

• The Employee Assistance Program offers confidential guidance and counseling, free of 

charge, on any issue. Additionally, the Smithsonian partnered with Inova Employee

Assistance to provide employees and members of their households additional services 

(counseling in multiple languages available).

• The Ombudsperson provides Smithsonian and affiliated individuals with a neutral,

independent, informal, and confidential alternative to address workplace issues and 

conflicts.

Office of Equal Employment and Supplier Diversity

Employees and affiliated individuals who wish to file a formal discrimination complaint may do 

so by contacting the Office of Equal Employment and Supplier Diversity (OEESD) within 45 

calendar days of the date of the alleged discriminatory conduct. The EEO complaint process is 

separate and distinct from the SI Civil reporting process.

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SI Civil FY22 Highlights 

SI Civil Program Expansion and Voice It Campaign

• Provided the SI Civil Program with the necessary resources to support staff. Designated SI 

Civil as a new and separate branch within the Office of Human Resources. Recruited and 

selected an SI Civil Manager, hired two new SI Civil Specialists (one located at the 

Smithsonian Tropical Research Institute in Panama), and brought on a contractor to assist.

• Updated the external-facing SI Civil website on si.edu with user-friendly guidance on how to 

report, what to report, and where to find additional support.

• Created a simple way to report harassment. With the assistance of the Chief Information 

Officer and the Office of Communications and External Affairs, SI Civil launched 

Smithsonian’s new anti-harassment campaign and reporting system: Voice It. The campaign 

focused on the strongly held belief that if you see it,feel it, or hear it, we need you to voice

it.

 Voice It Online Reporting: the new online reporting website is mobile-friendly, 

available in English or Spanish, and supports anonymous reporting.

 Voice It Hotlines: individuals can call toll-free hotlines (in U.S. and Panama) 24 hours a 

day, seven days a week. Live operators are available to take reports from individuals 

and submit directly to SI Civil. Both the reporting website and hotlines are available in 

English and Spanish.

 Voice It posters were hung up in staff common area, such as breakrooms, kitchens, 

bathrooms, office suites, labs, and hallways. Posters were printed in English and 

Spanish and include a QR code to directly access the reporting website from any 

smart phone.

• Started to track cases using the new integrated case management system (part of the 

Voice It system). This will allow for quick data analysis and high-level reporting on cases, 

trends, and outcomes.

• Coordinated investigations and resolution of reports related to harassment, threats of 

violence, incidents of intimidation, or other concerning behaviors (including allegations of 

non-SI Civil misconduct) brought by individual employees, affiliated individuals, and 

management.

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SI Civil FY22 Highlights 

Training and Outreach

• Provided 15 sessions of SI Civil-focused training to Smithsonian units, town halls, employee

resource groups, and individual divisions/offices, related to SI Civil policies, reporting to SI 

Civil, and the importance of maintaining a respectful work environment.

• Added information on SI Civil to mandatory Equal Employment Opportunity (EEO) training,

new employee orientation, and Fundamentals for Supervisors training.

• Developed and began conducting a new mandatory supervisory training called “SI Civil AntiHarassment Supervisory Workshop: Creating a Culture of Respect at the Smithsonian”. This 

workshop provides an overview of the SI Civil Program, the Anti-Harassment and Workplace

Violence Prevention Directives, and supervisory responsibilities. Participants also discuss 

prevention strategies and participate in breakout sessions to review scenarios.

• Partnered with a local DC advocacy organization to hold Smithsonian’s first Domestic 

Violence Awareness Month webinar in October 2021.

SI Leadership Support

• The Secretary and Deputy Secretary provided their leadership and support in FY22 to ensure 

the Smithsonian is committed to a harassment-free work environment. Some of these

engagements included:

 Quick approval of additional resource requests such as additional SI Civil staff and 

the Voice It reporting system. 

 Release of frequent communications to the SI community, including updates on the 

SI Civil Program and the new Voice It campaign (SI-wide emails sent in January 2022, 

March 2022, and August 2022).

 Statements during SI-wide events such as the February 2022 virtual SI-wide 

informational session titled “Focusing on a Harassment-free Work Environment: 

Support Resources at the Smithsonian.” This event provided information for

employees and affiliated staff on support resources available to them (including SI 

Civil and the Employee Assistance Program, and Ombuds). 

 Instruction to all unit directors to appoint a senior-level “SI Civil Champion” (see page 

8 9). The Deputy Secretary also hosted the SI Civil Champions kick-off meeting in May 

2022.
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SI Civil 

■ ■ ■ 

FY22 Highlights 

Accountability

• Designated SI Civil Champions at each unit to ensure senior-level leaders are also increasing

awareness of SI Civil and promoting Smithsonian’s commitment to maintaining a welcoming

and respectful work environment at all levels. Held first meeting with SI Civil Champions in

May and required unit reports in August 2022 on each unit’s progress in implementing SI Civil 

action items (including leadership communication, spreading awareness of SI Civil, 

responding to recommendations from employee-led committees, and action plans related to 

SEPS results). 

• Assisted individual units with developing anti-harassment action plans, assessing

organizational climate issues, and handling specific cases.

• Provided regular SI Civil case status updates to senior leaders, including the Under Secretary

for Administration, the Office of Protection Services Director, and Smithsonian Facilities 

Directors. See example case update chart below.

0 1 2 3 4 5

1

2

3

SI Civil Case Update

November 18, 2022

Series1 Series2 Series3

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SI Civil 

2022 SEPS Results

2022 Smithsonian Employee Perspective Survey

• Last year’s SEPS results reflected a need to do more to ensure that staff feel safe, 

supported, and know how to report incidents of harassment. 

• Additional questions were added to the 2022 SEPS to assess Smithsonian’s antiharassment efforts. Those questions are included in the “Harassment-Free Workplace

Theme” of SEPS.

• The results of the 2022 Harassment-Free Workplace Theme are encouraging and show that 

while there is still room for improvement, Smithsonian is making progress in this important 

area. Below are some highlights:

 Most employees are aware of where to go to report incidents of harassment (87%

favorable) and believe that Smithsonian is committed to a harassment-free work 

culture (75% favorable).

 However, there is less confidence that other SI employees promote a safe, 

harassment-free workplace (64% favorable); that unit-level management will

respond to reports of harassment with fast and appropriate action (69% favorable); 

and that unit-level management will report incidents to Human Resources (68% 

favorable).

• SEPS questions in the “Civility Theme” assessed whether the work environment is civil and 

respectful. Below are some highlights:

• Employees believe their work environment is civil and respectful (86% favorable).

• However, a significantly lower favorability score was given to the statement “In our

work culture, people feel free to raise dissenting opinions without it having a negative 

impact on their career” (53% favorable).

• Unit directors are accountable for sharing unit-specific SEPS results with staff (when 

available) and expected to develop approaches to address challenges and areas of focus. The 

SI Civil Program partners with units if and when either of these themes become a challenge or

area of focus for a particular unit. 

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SI Civil 

FY22 Cases

SI Civil Aggregate Data and Trends 

The SI Civil program launched in January 2021. As SI Civil continues to establish itself as an 

integral part of the Smithsonian workplace culture, the total number of cases is expected 

increase. Although this upward trend may initially seem concerning, it speaks to the enhanced 

reputation of the program and that individuals feel comfortable enough to come forward and 

report concerns. Basic trend analysis will occur in FY23 (comparing FY21, FY22, and FY23) as we 

compile more reliable data using the Voice It Case Management System and data visualization 

tool.

SI Civil Cases

In FY 2022, there were a total of 90 reports. There were 65 reports last year (FY21). As 

mentioned above, this increase is expected. This includes every category of behavior covered by 

SI Civil policies: sexual harassment, non-sexual harassment, threats, intimidation, physical 

violence, or multiple issues (which typically includes retaliation). The categories are fully defined 

in the SI Civil policies (SD 217 and SD 225).

Although the facts of each case are unique and will result in various outcomes, we grouped the 

case resolutions by category of outcome. A description of each category is included at the 

bottom of each chart. 

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Case Count by Category 

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SI Civil 

Case Count by Category 

Harassment (non-sexual) 

Sexual Harassment 

Threat 

Multiple Issues 

Intimidation 

Physical Violence 

Other 

Total 

55 

14 

7 

6 

5 

2 

1 

90 

FY22 Cases

Cases by SI Civil Category

60 

40 

20

0 

Description of SI Civil Categories 

 Multiple Issues: This category includes cases that involve more than one SI Civil 

category. Allegations of retaliation are typically included in this category (along

with the underlying reported incident or protected activity).

 Other: This category includes cases that were reported to SI Civil but are outside 

the scope of SI Civil policies. 12  For other specific definitions, see SI Civil policies (SD 217 and SD 225).
 

 

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SI Civil 

Case Count by Outcome 

No Action Required 

Other Corrective Action 

Discipline 

Removal 

Open 

Total 

32 

27 

13 

12 

6 

90 

FY22 Cases

Cases by Outcome

40 

30 

20 

10

0 

Description of Outcomes 

 No Formal Action Required: This category includes complaints that were unsubstantiated or not 

related to SI Civil’s scope.

 Other Corrective Action: This category includes actions that are not disciplinary, such as 

facilitated conversations, coaching, letters of counseling, and reassignments.

 Discipline: This category includes letters of reprimand, suspensions and demotions.

 Removal: This refers to the termination of employment or affiliated individual privileges.

 13 Open: This refers to active cases where an outcome has yet to be determined.
 

 

 

 

 

 

 

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SI Civil 

Values and FY23 Goals

SI Civil Team Values

• This year, the SI Civil Team developed a set of values to accompany the high-level mission 

and goals outlined on page 4. Those values are:

 PromoteHonesty, Integrity, and Trust: We honor our commitments and conduct 

our work in a manner that promotes fairness, respect, honesty, and trust.

 Celebrate Teamwork: We encourage the diversity of thoughts, experiences, and 

backgrounds and celebrate participation and partnership in all of our endeavors. We 

nurture and embrace differing perspectives to make better decisions.

 Advocacy: We proudly advocate for, and honor the needs and interests of the 

Smithsonian community. 

 Quality Results: We believe everyone deserves excellent customer service and 

results you can trust. We take ownership in our work each and every day

FY23 SI Civil Team Goals

• Track all SI Civil cases and associated data using the Voice It: Case Management System.

• Draft and finalize SI Civil case management processes and procedures, including 

supervisory guidance for conducting simple administrative inquiries.

• Develop and launch SI-wide training on SI Civil policies, reporting process, and maintaining a 

welcome and respectful work environment (include new SI leadership video).

• Partner with other Smithsonian offices to ensure affiliated staff (academic appointees, 

contractors, volunteers) receive information on SI Civil.

• Workplace Violence Prevention Response Team completes threat assessment training.

• Build awareness, trust, and respect throughout SI by presenting at 10 all-staff/team

meetings, employee resource groups, or town halls.

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