Whistle Blower Policy
Big Brothers Big Sisters is committed to the highest ethical standards. We do this by conducting our business with maximum integrity and by achieving full compliance will all applicable laws, rules and regulations. In line with this commitment, Big Brothers Big Sisters provides an avenue for its employees, Board members, volunteers and other stake holders to report any concerns they may have about the activities covered by this policy and to be assured that they will be protected from reprisal or victimization for reporting their concerns in good faith.
This policy covers instances where an employee, Board member or other stakeholder has evidence of an activity by any Big Brothers Big Sisters of St. Thomas-Elgin officer, employee, Board member or consultant (including external auditors) that to their knowledge constitutes: Accounting, auditing or other financial reporting fraud or misrepresentation, violations of federal or provincial laws that could result in fines or civil damages payable by Big Brothers Big Sisters of Canada, or that could result in fines or civil damages payable by Big Brothers Big Sisters of St. Thomas-Elgin, or that could otherwise significantly harm Big Brothers Big Sisters of St. Thomas-Elgin’s reputation or public image, unethical business conduct in violation of any Big Brothers Big Sisters of St. Thomas-Elgin’s policy, including, but not limited to its Codes of Ethics, danger to the health, safety or well-being of employees, Board members and/or the general public, harassment, retaliation, or discrimination stemming from having reported a Re-portable Activity.
For the purposes of this policy, any of the foregoing activities shall be deemed to be a “Re-portable Activity” The agency will not permit any employees, Board members, volunteers, consultants or external stakeholder to harass, retaliate or discriminate against any other employee, Board member, volunteer or stakeholder who, in good faith has reported a Re-portable Activity (a complaint). Retaliation in any form will not be tolerated. Any violation of this policy may subject the violator to disciplinary action, which may include, in appropriate circumstances, termination of employment or legal action. Making a complaint not in good faith will be viewed as a serious offence, and may be subject to discipline up to and including discharge of an employee, and/or the severing of the relationship with a Board member, supplier or other stakeholder.
A complaint can be filed online through the website (www.bbbselgin.ca) which will forward the complaint on a confidential basis to the Chair of the Board of Directors, who has the responsibility for investigating such complaints and taking the appropriate action. In the event of that the complaint concerns a re-portable activity on the part of the Chair, the complainant will have the opportunity to choose another member of the Executive Committee to forward the complaint to, on a confidential basis.
A complainant may remain anonymous. However, in order to allow for a better investigation of a complaint, the complainant should consider providing their name and contact information. The substance of the complaint will be treated with the utmost confidence and not discussed with others except to the minimum extent necessary to conduct a complete and fair investigation. In all cases, any person is alleged to have conducted the re-portable activity will be made aware of the complaint at an appropriate point during the investigation.
The complainant should give enough information to enable a full investigation, including where and when the re-portable activity occurred, names and titles of individuals involved, and as much other relevant detail as the complainant can provide.
Request for Information Includes:
• Role at BBBS (volunteer, staff, client, donor)
• Supervisor Name (if Applicable)
• Phone #
• Email Address
• Description of re-portable activity
• Whether the re-portable activity is ongoing, completed, (or unclear)
• Department (if applicable)
• Individual(s) suspected of re-portable activity
• How you became aware of the activity
• Describe any steps taken prior to submitted this report (ex. Informed a BBBS representative)
The recipient of a complaint made in accordance with this policy (the “investigator”) shall be responsible for expeditiously conducting or causing to be conducted an investigation of the complaint, resolving the matter, and reporting such resolution to the complainant. Under no circumstances will the Investigator allow such investigation or resolution or reporting to be delegated to or shared by anyone whom the complainant identified as being or having been involved in the re-portable activity or whom the investigator deems inappropriate
If you have any questions or concerns, please contact our President, CEO or Executive Director.