Whistleblower Policy

Employee Protection and Reporting Procedures
Effective Date: 2/17/18
Approved By: HR

I. Purpose

This policy is designed to promote integrity, accountability, and transparency by encouraging employees to report any suspected misconduct, unethical behavior, legal violations, or safety concerns. It also outlines the protections available to whistleblowers and the procedures for reporting and investigating concerns without fear of retaliation.

II. Policy Statement

[Organization Name] is committed to maintaining a workplace where employees feel empowered to speak up without fear of retaliation. Employees who, in good faith, report violations of law, company policy, fraud, or other misconduct are protected under federal and state whistleblower laws.

III. Scope

This policy applies to all employees, contractors, consultants, interns, volunteers, and applicants. It may also apply to former employees who report conduct that occurred during their employment.

IV. Definitions

  • Whistleblower: Any individual who makes a report under this policy in good faith.

  • Retaliation: Any adverse action taken because an employee engaged in protected whistleblower activity. This includes termination, demotion, denial of benefits, intimidation, or harassment.

  • Good Faith Report: A report made with a sincere belief that a violation has occurred, regardless of whether the claim is ultimately substantiated.

V. Reportable Concerns

Employees are encouraged to report, but are not limited to reporting, the following:

  • Fraud, theft, or embezzlement

  • Violations of federal, state, or local law

  • Unsafe working conditions or public safety risks

  • Gross mismanagement or abuse of authority

  • Harassment, discrimination, or ethical misconduct

  • Financial irregularities or misuse of funds

  • Retaliation against whistleblowers

VI. Reporting Channels

Reports can be made using any of the following methods:

  • Direct Supervisor or Manager
    Employees are encouraged to first report concerns to their immediate supervisor, unless doing so is impractical or unsafe.

  • Human Resources Department
    Reports may be submitted to HR, which will coordinate investigations or escalate as needed.

  • Anonymous Reporting Hotline or Email
    [Insert phone number, email, or third-party platform if applicable]
    Anonymous reports will be accepted and handled with the same seriousness as named disclosures.

  • External Reporting (Where Applicable)
    In certain cases, employees may also report violations to regulatory agencies such as OSHA, the SEC, EEOC, or the Department of Labor.

VII. Confidentiality

All reports will be handled confidentially to the extent allowed by law. Information will be shared only with those responsible for investigating and resolving the issue.

VIII. Anti-Retaliation

[Organization Name] strictly prohibits retaliation against anyone who:

  • Makes a good faith report of wrongdoing;

  • Cooperates in an investigation;

  • Files a complaint with a government agency or participates in legal proceedings.

Any employee who retaliates against a whistleblower may face disciplinary action, up to and including termination. Individuals who experience retaliation should report it immediately through one of the channels listed above.

IX. Investigation Process

  • All reported concerns will be reviewed promptly and impartially.

  • Investigations may involve interviews, review of documents, and coordination with legal counsel or external agencies as needed.

  • Findings will be documented, and appropriate corrective actions will be taken when misconduct is confirmed.

X. False Reports

Knowingly filing a false report is a serious offense. Employees who make malicious, false, or bad-faith allegations may be subject to disciplinary action.

XI. Training and Acknowledgment

All employees will receive training on this policy upon hire and periodically thereafter. Employees must acknowledge receipt and understanding of this policy in writing or electronically.