Concerns may be raised verbally or in writing. As it is essential for the Home to have all critical information in order to be able to effectively evaluate and investigate an allegation, the report made should provide as much detail and be as specific as possible. The allegation should include details of the parties involved, dates or period of time, the type of concern, evidence substantiating the allegation, where possible, and contact details, in case further information is required.
The Home encourages employees and outside parties to put their names to their allegations whenever possible. Concerns or irregularities expressed anonymously are more difficult to act upon effectively but they will be considered, taking into account the seriousness and credibility of the issues raised, and the likelihood of confirming the allegation from attributable sources and information provided. All concerns or irregularities raised will be treated with confidence and every effort will be made to ensure that confidentiality is maintained throughout the process.
The Receiving Officer is Hon. Secretary. The contact details of the Receiving Officer are as follows:
The Home prohibits discrimination, retaliation or harassment of any kind against a whistle blower who submits a report in good faith. If a whistle blower believes that he or she is being subjected to discrimination, retaliation or harassment for having made a report under this Policy, he or she should immediately report this to the Chairman of the Management Committee.
5. Handling of Allegations
The Receiving Officer is responsible for ensuring each report is correctly investigated. He must maintain a repository of all reports.
A preliminary investigation must be completed within one month to determine whether a full investigation is needed.
The receiving officer will inform the Chairman of the Management Committee who will then direct the allegation to the appropriate person from the Management Committee best placed to lead the investigation.
All information disclosed during the course of investigation will remain confidential, except as necessary or appropriate to conduct the investigation and to take any remedial action, in accordance with any applicable laws and regulations.
Depending on the nature of the allegation, the subject of the allegation may be informed of the allegation against him or her, and be provided with an opportunity to reply. Employees who fail to cooperate in an investigation, or deliberately provide false information during an investigation, shall be subject to strict disciplinary action up to, and including immediate dismissal.
If, at the conclusion of an investigation, the Home determines that a violation has occurred or the allegations are substantiated, effective remedial action commensurate with the severity of the offence will be taken.
At the appropriate time, the party making the report/allegation may need to come forward as a witness. If an employee or outside party makes an allegation in good faith but it is not confirmed by the investigation, no action will be taken against him or her. If, however, an employee has made an allegation frivolously, maliciously or for personal gain, disciplinary action may be taken against him or her. Likewise, if investigations reveal that the outside party making the allegation had done so maliciously or for personal gain, appropriate action, including reporting the matter to the police, may be taken.
The Home reserves the right to refer any wrong doing to appropriate external regulatory authorities.
6. Modification of this Policy
The Home may modify this Policy to maintain compliance with applicable laws and regulations or accommodate organizational changes within the Home.
