Sexual Harassment Prevention Policy: Distribution Acknowledgment
Instructions for Use
Massachusetts law (M.G.L. c. 151B, s. 3A(e)) requires employers of six or more employees to adopt a written sexual harassment policy and to provide it to each employee at hire and annually. The ABAS policy is the Sexual Harassment Prevention Policy (HR-001). This form captures the delivery evidence.
When to use this form:
- At hire. Deliver the current published HR-001 with this acknowledgment as part of the onboarding notice packet, within the first week of employment.
- Annually. Deliver the current published HR-001 with this acknowledgment to every employee in an annual distribution campaign. Set the campaign to a fixed month so the annual cycle is never missed.
- On revision. When HR-001 is revised, the next distribution delivers the new version; note the version acknowledged on the form.
How to deliver:
- Attach the current published HR-001 (PDF render or HRIS document) so the policy itself travels with the acknowledgment; a link alone is not the delivery.
- Deliver through the HRIS with electronic signature capture, or on paper with a wet signature.
- If the employee does not return a signed acknowledgment, complete the employer delivery record. The statutory obligation is delivery of the policy; the record preserves that evidence when no signature is returned.
Acknowledgment of Receipt
Signing acknowledges that you received the ABAS Sexual Harassment Prevention Policy (HR-001); it is not a waiver of any right and does not limit any reporting route described in the policy.
☐ I acknowledge that I received the Sexual Harassment Prevention Policy (HR-001), that I have read it or will read it, and that I know how to report harassment through the routes it describes, including to the Massachusetts Commission Against Discrimination.
| Field | Entry |
|---|---|
| Employee name (print) | |
| HR-001 version received | |
| Distribution trigger | ☐ At hire ☐ Annual distribution ☐ Policy revision ☐ Re-issue campaign |
| Signature | |
| Date |
Employer Delivery Record
Human Resources completes this block only when no signed acknowledgment is returned. It records the company's delivery of the policy.
| Field | Entry |
|---|---|
| Employee name | |
| HR-001 version delivered | |
| Date delivered | |
| Delivery method | ☐ HRIS electronic delivery ☐ Email ☐ Paper, in person ☐ Paper, by mail |
| Delivered by (role/title) | |
| Follow-up attempts and dates |
Form Realization and Fallback
This is the canonical, authoritative version of Form CFM-008, maintained in the compliance documentation. It defines the fields and acknowledgment structure that any realization must capture.
ABAS may collect this acknowledgment through an electronic realization: the HRIS document-delivery and e-signature workflow, email with electronic acknowledgment, or a web form. Any electronic realization must carry the same content, deliver HR-001 itself alongside the acknowledgment, and carry the form identifier CFM-008.
The documented form here is always available as a fallback. It can be printed and completed on paper whenever an electronic channel is unavailable. Alternate-language and screen-reader versions are derived from this canonical form and must match it.
Retention
Signed acknowledgments and employer delivery records evidence the at-hire and annual distributions the statute requires and are retained for the duration of employment plus three years:
- Human Resources retains each acknowledgment (or completed employer delivery record) in the employee's personnel file in the HRIS, tagged to the distribution campaign and the HR-001 version delivered.
- Human Resources confirms campaign completeness to the Compliance Officer after each annual distribution; gaps are tracked to closure.
- The annual campaign date and completion status are reported to the Compliance Committee as part of the training and communications record.