Whistleblower Protection Policy - Why are we required to have this policy?
- A Whistleblower Protection Policy allows individuals to report misconduct or unethical behavior without fear of retaliation. For charities and nonprofits, this is vital for maintaining transparency and accountability. The term "whistleblowing" refers to the act of calling attention to a questionable or illicit activity in an attempt to have it brought to an end.
- Why it’s important: It protects the individuals who come forward and helps maintain a transparent and ethical environment.
- Can you give an example of what would require this? Monetary kickbacks from suppliers; misuse of funds; encouragement of unsafe practices.
- What it includes: How to report issues, assurance of confidentiality, and protection
London Curling Club Whistleblower Policy
Brief & purpose
This policy aims to provide a safe and confidential reporting mechanism for employees to report any unethical or illegal behavior that they witness or are asked to participate in. The policy protects employees from retaliation for reporting such behavior and ensures that the organization takes appropriate action against those who violate the policy.
Scope
This policy applies to all employees, contractors, and third-party vendors working with London Curling Club.
Reporting channels
Employees can report violations through various channels, such as:
* Email: president@londoncurling.ca or secretary@londoncurling.ca or any executive board member
* Anonymous reporting system: unsigned letter submitted to suggestion box located outside administration office
Reporting form
The reporting form should include fields for describing the violation, the date, time, location, and any supporting evidence. Employees can access the form through the anonymous reporting system or by contacting the ethics department.
Investigation process
All reports will be thoroughly investigated by the Board of Directors or an appointed investigator, should circumstances warrant this. The investigation will be fair, impartial, and confidential. The organization will take appropriate action against those who violate the policy, up to and including termination.
Retaliation protection
The organization prohibits retaliation against employees who report violations in good faith. Employees who feel they have been retaliated against should report the incident to the Board of Directors Executive immediately.
Disciplinary action
Employees who violate this policy will face disciplinary action, up to and including termination. The organization will also take appropriate action against contractors or third-party vendors who violate the policy.
Communication and training
The organization will communicate this policy to all employees, contractors, and third-party vendors. The policy will be reviewed and updated regularly to ensure it remains effective and relevant. The organization will provide training to staff and others on the policy and their roles and responsibilities.
General Tips for Completing a Whistleblower Report:
- Be as specific as possible about the wrongdoing. Provide details such as dates, locations, individuals involved, and any supporting documentation.
- Describe the nature of the concern. Clearly explain what you are concerned about.
- Choose whether to provide your name and contact information. Some organizations offer the option to remain anonymous.
- Consider whether you want to be anonymous.
- Review all information to ensure accuracy and completeness.
Effective date
This policy is effective as of January 1, 2025 and supersedes any previous policies related to whistleblower reporting.
