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Western Virginia EMS Council, Inc. Employee Handbook 2019
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Whistleblower Policy General:
The Western Virginia EMS Council Business Ethics and Conduct policy (1.04) requires directors, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Additionally, the Council’s adopted administrative policies, Financial Policies and Procedures, and its Employee Policies handbook outline certain procedures and practices necessary to fulfill the Council’s mission and everyday operations. As employees and representatives of the Council, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.
Reporting Responsibility:
It is the responsibility of all directors, officers and employees to comply with the Business Ethics and Conduct policy and all other policies and procedures of the Council and to report violations or suspected violations in accordance with this Whistleblower Policy.
No Retaliation:
No director, officer or employee who in good faith reports a violation of the Code or other policies and procedures shall suffer harassment, retaliation or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the Council prior to seeking resolution outside the Council.
Reporting Violations:
Employees: In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with the Executive Director. Supervisors and managers are required to report suspected violations of the Business Ethics and Conduct policy or any other policy or procedure to the Executive Director, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, individuals should contact the Executive Director directly. In cases where the area of concern or suspected fraud may involve the Executive Director, the employee should report the concern directly to the President of the Board of Directors.
Directors: In most cases, a board member should report an area of concern to the Executive Director or, if you are not comfortable speaking with the Executive Director, to the President, any board officer or any member of the Executive Committee. In cases not involving the Executive Director, the President, officer or Executive Committee member will communicate the issue to the Executive Director.
Compliance Officer:
The Executive Director is the Council’s compliance officer for matters relating to all employment policies, and is responsible for investigating and resolving all reported complaints and allegations concerning violations of the Business Ethics and Conduct policy and other policies and procedures. At his discretion, he shall advise the Executive Committee. He shall provide a summary of all compliance matters to the Executive Committee at least annually.
Accounting and Auditing Matters:
The Executive Committee of the Board of Directors shall address all reported concerns or complaints regarding corporate accounting practices, internal controls or auditing. The Executive Director shall immediately notify the Executive Committee of any such complaint and work with the committee until the matter is resolved.
Acting in Good Faith:
Anyone filing a complaint concerning a violation or suspected violation of the Business Ethics and Conduct policy and other policies and procedures must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
Confidentiality:
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
Handling of Reported Violations:
The Executive Director will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
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