Whistleblower policy and procedures
What is whistleblowing?
Whistleblowing is the act of exposing secret information or activity within a private or public organization that is deemed illegal, unethical or not correct. A whistleblower is someone who exposes the information or activities.
RECOFTC’s policy and procedures for whistleblowing apply to the following issues and concerns:
- Financial corruption and fraud
- Collusion and coercive business practices
- Environmental crimes
- Safety in the workplace or in the field in relation to RECOFTC-funded activities
- Unsatisfactory conduct or misconduct
Workplace grievances and other concerns regarding employment are addressed in RECOFTC’s Employee Handbook.
RECOFTC’s policy and commitments
RECOFTC is committed to preventing and combating corrupt, fraudulent, collusive or coercive practices in all aspects of its business. It promotes and adheres to the highest standards of transparency and accountability in the use of its funding. It takes a zero-tolerance position on all cases of fraud and corruption, pursuing all allegations. RECOFTC is also committed to meeting the highest ethical standards in its practices and operations and to ensuring environmental sustainability, employee safety and freedom from discrimination. When allegations are reported and substantiated, RECOFTC takes appropriate measures as outlined in the procedures detailed in this document.
Anyone can make a whistleblowing report, either openly or anonymously. RECOFTC takes all possible actions to protect from reprisal the individuals who help to reveal corrupt practices in its activities and operations and the individuals or entities who are subject to unfair or malicious allegations. This applies to recipients and users of RECOFTC funding, including people, companies, partners and consultants, as well as their officers, employees and agents who are bidding, applying for or participating in RECOFTC activities, projects or programs.
RECOFTC encourages everyone to communicate their concerns in good faith and without fear of retaliation and in the knowledge that they will be protected from victimization and dismissal. RECOFTC’s protection also applies to people who cooperate with an audit or investigation.
Procedures for whistleblowing
There are two channels for reporting. You can send your concern by email to email@example.com. This email address is managed by RECOFTC’s office of Human Resources.
If you would like to report anonymously, you can report by sending a letter to a dedicated mailbox at Kasetsart University: P.O. Box 1098, Kasetsart Post Office, Bangkok 10903, Thailand.
Do not include sensitive personal information about anyone mentioned in your report unless it is essential for describing your concern.
In your report, try to answer the following questions:
- Is anyone at RECOFTC or among its stakeholders at immediate risk of harm?
- What happened? If possible, provide dates, times, places and people.
- Who is involved?
- When were you first concerned about it?
- How do you know about it?
- Have you told anyone about it?
- Was any action taken? If yes, what action was taken and by whom?
Include your contact information in the report if you would like to receive a response or be available to answer questions. If not, send your report anonymously.
Procedures for responding to a whistleblowing report
RECOFTC manages reports within 60 days of receipt.
Reports go directly to the Executive Committee for consideration. The Committee decides whether or not to take further action. The Committee may decline further action if:
- The alleged conduct is not reportable conduct under the whistleblowing policy and procedures.
- The report was not made in good faith or is malicious.
- There is insufficient information to enable further investigation.
- The concern has been resolved.
If a report is about issues not covered by this policy, the Committee directs the report to an appropriate committee within RECOFTC for consideration.
If accepted for further action, the Committee conducts a confidential internal investigation or retains an external service to conduct a confidential external investigation.
After an internal or external investigation, the Committee decides what actions will be taken to resolve the concern. Once the concern is resolved, the Committee officially replies to the whistleblower if contact information was provided in the report.
The Committee treats all reports on merit and ensures that they are handled confidentially by all parties. No Committee member or person involved in an investigation will identify the whistleblower. The Committee can, when needed and possible, submit follow-up questions to the whistleblower if contact information was provided in the report. No individual who may be involved with or connected to the concern is allowed to participate in the investigation of a report.
The Committee is responsible for reporting whistleblower cases to the Board of Trustees and donor representatives at every Board of Trustees meeting. The report must include details of the incident, actions taken and the preventive measures implemented to avoid recurrence of the incident. The whistleblower is not identified in the report.
If there are any whistleblower claims involving members of the Executive Committee, the case is immediately referred to the Board of Trustees for action. Depending on the nature of the report, the Board determines the appropriate process for investigation and action. Processes may include an investigation by subcommittee, Board member, delegation to the Executive Director and other approaches.
For more information
For more information related to this policy and the procedures, contact: firstname.lastname@example.org.