Procedure for Reporting Protected Violations of College Policies and Relevant Laws and Ordinances (Whistleblower)
Reporting College-related misconduct:
Whistleblower complaints will be handled with discretion, confidentiality and sensitivity to the extent allowed by law and by the circumstances. Complaints will generally only be shared with those who have a need to know to enable the College to conduct a professional and thorough investigation. Good faith reporting of fraud or misconduct may be made verbally or in writing. The College encourages use of the HFC online reporting system. The online form can be accessed by clicking the following link: https://www.hfcc.edu/incidentreport for accurate and detailed reporting or by accessing the reporting system via the HFC main web page under “Campus Life”, Incident Report Form – BIT.
The complaint should first be made through the employee’s normal management reporting system. If the employee does not wish to use the normal course of reporting suspected violations, because their direct supervisor may be implicated or because there is a potential conflict of interest, or the employee is uncomfortable addressing the issue with their immediate supervisor, the employee may go directly to the Director of Human Resources to lodge their complaint.
Every complaint must contain specific information of the suspected violation to justify the commencement of an investigation. For example, any corroborating evidence should accompany the complaint.
The report may be made anonymously, but the College encourages identification. The identity of the reporter may aid in a thorough investigation. For example, the investigator of the complaint may want to interview the reporter. In addition, the identity of the reporter may be required by law, or the person accused of the suspected violation may be entitled to the identity of the reporter as part of a disciplinary proceeding.
If the report is made anonymously, the College will use every effort to maintain that confidentiality. If the reporter discusses their complaint with others outside the complaint process, the College may be unable to maintain confidentiality. And, employees must understand that their public testimony may be needed to prove the suspected violations.
Complaints Regarding Suspected Violations may be made:
In Person:-Employees may visit the Director of Human Resources during normal business hours or make arrangements for an appointment outside of normal business hours to file a Complaint. The Director of Human Resources is located in the Welcome Center on the 3rd Floor and can be contacted at 313-845-6427.
By Mail: Employees may send to the Vice President of Human Resources or the Director of Human Resources a completed Whistleblower Reporting Form. The completed Reporting Complaint Form should be sent to the Director of Human Resources in a securely sealed envelope marked “CONFIDENTIAL-MISCONDUCT POLICY”. If the Complaint involves the Vice President of Human Resources or the Director of Human Resources, the completed Reporting Complaint Form should be sent to the President of the College. The employee may be required to come to the Human Resources office or Vice President’s office to answer any questions after review of the submitted form.
The Reporting Form is available on the College website and at the Human Resources Office. The completed Reporting Complaint Form should be returned in the manner directed on the form.
Verbally: A complaint may be made by telephoning the Director of Human Resources at 313-845-6427 to inform the Director of the reporter’s good faith belief of a violation or suspected violation. The Director of Human Resources will record the information provided over the telephone by the reporter using the Reporting Complaint Form to accurately record all the relevant information. The Director of Human Resources will also request submission of any corroborating evidence, which may be delivered by the reporter to the Director’s office by mail or in person.
The Director of Human Resources shall be responsible for maintaining Whistleblower reports at a secure location until the investigation is complete. The Director of Human Resources shall not participate directly in the investigatory process, but will refer the suspected violations to the appropriate office for an investigation by a team charged with the responsibility to issue a through, just and prompt report.
If the suspected violation is against the Director of Human Resources, the report should be submitted to the Vice President of Human Resources, who shall then assume the Director of Human Resources duties stated above.
If the suspected violation is against the Chief Financial Officer or a Vice President of the College, the President of the College will lead the investigation and develop, if necessary, an investigation team to issue a report.
If the President of the College is the subject of the complaint, the Vice President of Financial Affairs along with the Chair of the Board of Trustees will conduct the investigation and disclose the violation to the Board of Trustees.
If the investigation establishes that a violation of law, external regulation or College policy occurred, appropriate action will be taken based upon law and College policy. Any significant Whistleblower reports and related documentation will be delivered to the President by the Director of Human Resources. The President will report significant violations to the College Board of Trustees.
This Procedure supersedes and replaces any and all procedures related to this subject