Current through all regulations passed and filed through September 16, 2024
(A)
Policy statement
According to federal sentencing
guidelines, the university of Toledo ("UToledo") provides procedures for
employees to report, in good faith, suspected violations of UToledo policies
and federal, state, or local laws and regulations.
(B)
Purpose of
policy
The purpose of this policy is to
provide anonymous reporting line procedures for reporting any activity or
conduct that are suspected violations of UToledo's policies and procedures,
and/or federal, state, or local laws and regulations. For other methods to
report see rule
3364-15-03
of the Administrative Code (compliance incident
reporting).
(C)
Definitions
(1)
Protected disclosure: reports about actual or suspected
wrongful conduct engaged in by a UToledo employee, student, volunteer, agent or
contractor (who is not the disclosing individual) based on a good faith and a
reasonable belief that the conduct has both occurred and is wrongful under
applicable law and/or UToledo policy.
(2)
Wrongful conduct:
a serious violation of UToledo policy; a violation of applicable state and
federal laws; or the use of UT property, resources or authority for personal
gain or other non-university-related purposes except as provided under UToledo
policy.
(3)
Retaliation: disciplinary or adverse action taken
against an individual because she or he has made a protected disclosure or has
participated in an investigation, proceeding, or hearing involving a protected
disclosure.
(4)
Anonymous reporting line: the anonymous reporting line
is an external service provider that collects and documents information
provided on the call. It operates seven days a week, twenty-four hours a day,
and three hundred sixty-five days a year.
(D)
Procedures
Individuals who report using the
anonymous reporting line should follow the procedures outlined in this
paragraph.
(1)
Anonymous reporting line:
(b)
If calling, after
the operator answers and provides a greeting, discuss in detail the issue or
concern, ask questions, and answer questions the operator may have. The
operator will reinforce that the caller does not need to identify him or
herself. If online, follow the prompts.
(c)
Record your
password for future reference, and
(d)
Access the site
with your password within ten days to receive an update, answer questions from
the investigator, or obtain a report on actions taken to date. At this time,
the investigator can let you know if they need additional time to fully
investigate.
(2)
The executive director of internal audit and chief
compliance officer and the director of the university of Toledo medical center
("UTMC") compliance will receive the anonymous reporting line report and review
to determine the appropriate department for investigation.
(3)
Upon receiving a
report, the individual will receive a response, acknowledging receipt of the
report.
(4)
An investigation can take more than ten days but will
be completed within forty five days of the receipt the report unless more time
is necessary to thoroughly investigate.
(5)
Upon completion
of an investigation, UToledo will take appropriate disciplinary action based on
the results of the investigation, up to and including
termination.
(6)
The reporter will be notified through the anonymous
reporting line database that the investigation has been concluded, but will not
be notified of the discipline to any employees involved in the
investigation.
(E)
Compliance
All UToledo employees, students,
volunteers, agents or contractors are expected to understand and follow UToledo
policies and/or federal, state, and local laws and regulations. Individuals are
encouraged to report compliance concerns to maintain the mission of
UToledo.
UToledo, in compliance with section
4113.52 of the Revised Code, is
committed to protecting individuals from interference with making a protected
disclosure and from retaliation for having made a protected disclosure. See
rule
3364-15-04
of the Administrative Code (non-retaliation).
Replaces: 3364-15-05
