Are You a Newly Appointed POSH IC Presiding Officer? Your First 90-Day Guide
Congratulations on your appointment as the Presiding Officer (PO) of your organisation’s Internal Committee (IC)!
Under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, the Presiding Officer plays a critical role in ensuring that complaints are handled fairly, statutory requirements are met, and employees have confidence in the organisation’s POSH mechanism.
But where should you begin when you take charge? Beyond conducting meetings and overseeing inquiries, you need to understand your organisation’s compliance history, familiarise yourself with relevant case laws, build a strong working relationship with your IC members, and ensure employees know how to reach you.
Here is a practical guide to help you get started.
Understanding Your Role as a POSH Presiding Officer
The Presiding Officer leads the Internal Committee, facilitates a fair and impartial inquiry process, safeguards confidentiality, and works with HR and management to strengthen workplace prevention and compliance.
Your responsibilities extend beyond individual complaints. You must also ensure that the IC is adequately trained, documentation is maintained securely, awareness initiatives are conducted, and applicable reporting requirements are met.
Think of your role in three stages: establish the foundation in 30 days, strengthen the framework in 90 days, and sustain compliance throughout your tenure.
Your POSH IC Action Plan
First 30 Days: Understand, Connect and Take Charge
- Complete a structured handover
Obtain your appointment letter, complete the required confidentiality documentation, and understand the status of ongoing complaints and pending compliance activities. Review the previous PO’s handover notes and identify immediate priorities.
- Access POSH documentation and compliance records
Locate your organisation’s digital POSH documentation folder or physical records. Review the POSH policy, IC constitution orders, member appointment letters, training records, Quarterly Review Meeting (QRM) minutes, annual reports and previous compliance submissions.
For guidance, read CecureUs’s Building a Safe Workplace: Essential Documentation for PoSH Committees.
- Meet your IC members and key stakeholders
Understand each IC member’s experience, availability and capacity to contribute. Discuss the support available from HR, management, the legal team and your External Member. Establish clear communication channels while preserving the IC’s independence.
- Make yourself accessible to employees
Ensure you are introduced to employees across every office or branch under your jurisdiction. Employees should know who their Presiding Officer is, how to reach the IC and where to raise workplace sexual harassment concerns.
Check that the POSH policy, IC member details and complaint-reporting information are appropriately displayed and updated.
Within 90 Days: Strengthen Your Knowledge and Compliance
- Complete POSH IC capacity-building certification
Attend appropriate IC capacity-building training or a certification programme to strengthen your understanding of the POSH Act, inquiry procedures, evidence assessment, report writing, confidentiality and principles of natural justice.
Do not assume that previous experience or seniority alone is sufficient preparation for this role.
- Familiarise yourself with case laws
Review relevant judgments and legal developments concerning workplace sexual harassment, inquiry procedures, procedural fairness, confidentiality and the responsibilities of Internal Committees.
Pay particular attention to cases relevant to your organisation’s industry and working environment. Discuss complex legal questions with qualified legal counsel where necessary.
- Review past case and compliance history
Understand the organisation’s previous complaint trends, completed inquiries, pending matters, recommendations and compliance gaps. Access only records you are authorised to review, and maintain strict confidentiality.
Review the status of employee awareness programmes, IC training, policy updates, annual reporting and other applicable statutory obligations. Create an action tracker with clear owners and timelines for outstanding items.
- Verify digital access and reporting readiness
Confirm authorised access to the official IC email account and relevant documentation systems. Verify the organisation’s SHe-Box registration, IC details and designated nodal officer arrangements.
Visit the official SHe-Box portal to understand the applicable registration and reporting processes.
Ongoing Responsibilities: Lead, Learn and Stay Prepared
Once the initial transition is complete, the following responsibilities should remain part of your regular routine:
- Monitor legal developments: Stay updated on relevant POSH judgments, statutory requirements and industry-specific developments.
- Maintain inquiry readiness: Ensure complaints are addressed impartially, applicable timelines are monitored, records are maintained and confidentiality is protected.
- Build IC capability: Assess training needs, member availability and the support required from the External Member and legal team.
- Strengthen prevention: Coordinate with HR on employee awareness, IC training, policy communication and regular compliance reviews.
- Track reporting obligations: Review complaint statistics, pending cases, training records and applicable annual reporting requirements well before deadlines.
- Review documentation periodically: Ensure records are accurate, securely stored, accessible only to authorised individuals and ready for a compliance review.
What If a Complaint Is Already Pending?
A change in Presiding Officer should not disrupt an ongoing inquiry. Ensure a secure, authorised handover of relevant records, procedural history, notices, pending actions and applicable timelines.
Coordinate with the existing IC members and seek appropriate legal guidance when necessary. Maintain confidentiality and procedural fairness throughout the transition.
A Final Checklist for Every New PO
Before considering your transition complete, ask yourself:
- Do I understand my statutory responsibilities and inquiry procedures?
- Have I completed appropriate IC capacity-building training?
- Do I know where our POSH records and compliance history are maintained?
- Am I familiar with relevant case laws and previous organisational cases?
- Do I understand my IC team’s capacity and the support available from management, HR, the External Member and legal counsel?
- Do employees across my jurisdiction know who I am and how to contact the IC?
- Is there a clear plan to address pending compliance activities?
A well-prepared Presiding Officer builds more than a compliant Internal Committee — she helps build a workplace where employees feel informed, heard and protected.
For more blogs and articles, visit our official website. Contact us for workshops and queries related to POSH, EAP (Employee Assistance Program) , Diversity and Inclusion and Code Of Conduct
