Information for Reporters
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Preparing to Make a Report to the Ethics and Compliance Hotline
Whether a reporter chooses to report to the Ethics and Compliance Hotline by phone or online, preparation prior to making a report can assist in ensuring the report is clear, thorough, and provides information that can assist in resolution.
Prior to reporting, reporters are encouraged to prepare information about the type of incident they are reporting and a description of the incident/concern.
This may include describing:
- Who: The names, or other identifying information, of the individuals involved in the incident/concern
- What: A description of the incident/concern believed to be a legal or policy violation and/or unethical.
- When: Date or date(s) the incident/concern occurred.
- Where: The campus, department, or specific location where the incident/concern occurred.
- Why: The reason it is believed the incident/concern being reported is a legal or policy violations and/or is unethical.
This may include gathering:
- Documentation: Documents (emails, memos, etc.), photos, screenshots, or other records.
A reporter should also consider if they will report anonymously or provide personally identifying information. If a reporter plans to report anonymously, the reporter should also determine if they would like to enable anonymous communication about the report between themselves and the university.
Choosing How to Report
Choosing Anonymity
A reporter may choose to remain anonymous for practical and personal reasons. For anonymous reporters, it may be especially beneficial to prepare before making a report to ensure the report contains thorough and detailed information to allow the university to adequately assess and resolve the concern.
Anonymous reporters that choose to enable anonymous communication may receive communication and be requested to provide additional information as well as offered appropriate supports and resources.
Choosing Identity
A reporter may choose to provide their identity for practical and personal reasons. Reporters that choose to provide their identity may be contacted by the university and requested to provide additional information as well as offered appropriate supports and resources.
Protection from Retaliation
The university encourages reporting of legal and policy violations and unethical conduct. All reporters, whether anonymous or identified, are protected from retaliation for making a report.
Advice for Anonymous Reporters:
If a reporter chooses to remain anonymous and also chooses to submit documentation, it is advised that the reporter take steps, as necessary, to remove or redact the reporters personally identifying information (e.g., name, email address) from any documentation.
Additional Tips for Reporting
- Reporters can view the online reporting form in advance of making a report to become familiar with the type of information reporters are requested and required to provide.
- While clear, thorough, and detailed reporting is encouraged, no reporter should be discouraged from filing a report if they are concerned about the type of information they are able to provide. All reports made in good faith are useful and encouraged.