WHISTLEBLOWING
Whistleblowing
Reporting Responsibility
This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns regarding inappropriate conduct and practices that they have observed taken place among the board members, officers, employees and volunteers that would affect the reputation and/or operations of the Society so that 365 Cancer Prevention Society can address and take corrective actions timely. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of 365 Cancer Prevention Society’s code of ethics or suspected violations of law or regulations that govern 365 Cancer Prevention Society’s operations.
No Retaliation
It is contrary to the values of 365 Cancer Prevention Society for anyone to retaliate against any board member, officer, employee or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of 365 Cancer Prevention Society. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
Reporting Procedure
365 Cancer Prevention Society has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their superior. If you are not comfortable speaking with your supervisor or you are not satisfied with your superior’s response, you are encouraged to speak with the Executive Director. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to the 365 Cancer Prevention Society’s Executive Director, who has the responsibility to investigate all reported complaints. Employees with concerns or complaints
may also submit their concerns in writing directly to their superior or the Executive Director. Donor, volunteer, staff or any stakeholder may wish to consider contacting the President of the Society or the Chair of the Audit Committee where applicable.
The Executive Director is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Executive Director will advise the Board of Directors of all complaints and their resolution when such cases occur, and will report at least annually to the Executive Committee on compliance activity relating to accounting or alleged financial improprieties.
If the suspect is:
- Supervisor or Manager report to Executive Director
- Executive Director report to Chairman of Audit Committee
- EXCO report to President or Chairman of Audit Committee
Accounting and Auditing Matters
The Executive Director shall immediately notify the Audit & Risk Management and/or Finance Committees of any concerns or complaint regarding corporate accounting practices, internal controls or auditing and work with the concerned committee until the matter is resolved.
Acting in Good Faith
Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the
complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
Handling of Reported Violations
The Executive Director will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
Whistleblowing Form