RIT
Systems and Technologies

Frequently Asked Questions

Ethics Hotline

For answers to questions about:

EthicsPoint

Q. What is EthicsPoint?

EthicsPoint is a comprehensive and anonymous Internet and telephone based reporting tool that assists management and employees to work together to address fraud, abuse, misconduct, and other violations in the workplace, while helping to cultivate a positive work environment.

Q. Why do we need a system like EthicsPoint?

There are several reasons why we need a reporting tool:

  1. We want to make sure there are multiple avenues for employees to report their concerns without fear of retaliation. EthicsPoint is the leading reporting tool and is designed to protect the anonymity and confidentiality of those who use the system.
  2. We believe that employees are the Institute's most important resource. Through open channels of communication, you can participate in improving the Institute and helping to create and maintain a safe and ethical environment.
  3. Reporting "hotlines" have proven to be an effective tool in reducing losses and helping to protect organizations' financial strength.

Q. Isn't this just a "Big Brother" program making everyone suspicious of everyone else?

Absolutely not - the EthicsPoint system concentrates on being a positive aspect of the overall Institute culture, and allows employees to help assure a safe, secure and ethical workplace. We encourage you to use the system to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern. Effective communication is the lifeblood of any organization and EthicsPoint is a great way to enhance that communication.

Reporting

Q. May I report using either the Internet or the telephone?

Yes you may. By giving you choices, EthicsPoint helps ensure that employees can file a report anonymously and in the manner most comfortable or convenient to them.

Q. Does management/administration really want me to report?

We certainly do. In fact, we need you to report. You know what is going on in your department - both good and bad. You may have initial knowledge of an activity that may be cause for concern. Your reporting can minimize the potential negative impact on the Institute and our community. Also, offering positive input may help identify issues that can improve Institute culture and performance.

Q. Why should I report what I know? What's in it for me?

We all have the right to work in a positive environment and with that right, comes the responsibility of acting in an ethical manner and letting the appropriate people know if someone is not acting appropriately. By working together, we can maintain a healthy and productive environment. As shown by companies like Enron and WorldCom, ethical misconduct can threaten the livelihood of an entire organization.

Q. Can RIT's students and vendors participate by reporting at EthicsPoint?

Yes. This system can be used by all members of the RIT community in an effort to maintain a safe and ethical environment.

Q. What type of situations should I report?

EthicsPoint is a communications tool providing an avenue primarily to report possible misconduct relative to financial matters including financial reporting, accounting, internal control, regulatory compliance, and use of Institute resources.

Q. If I see a violation, shouldn't I just report it to my manager, campus safety, or human resources and let them deal with it?

In general, using existing avenues and protocols for reporting and resolving concerns is preferred.

This hotline is not intended to replace or supersede any existing reporting methods or protocols, and is not to be used to report health, fire and safety, personnel, or academic matters.

The Institute strongly urges members of the RIT community to report possible misconduct relative to financial reporting, accounting, internal control, regulatory compliance, and use of Institute resources, through normal lines of communication. Please refer to policies and procedures included on the individual departments' web pages.

Routine discussion with one's supervisor is the preferred method of resolution of most concerns. If this is not satisfactory, alternatives are department or division management, human resources representative, or appropriate members of Institute administration.

There may be good reasons why in certain situations you might find the EthicsPoint hotline more appropriate. First, EthicsPoint ensures that your report gets to the appropriate people. That may or may not happen if you simply report something to your manager, especially when dealing with issues not under his/her control. More importantly, reports can be filed anonymously and all report information is secure and held in the strictest confidence.

When to Report

Q. If my concern is relative to treatment by a supervisor, harassment, discrimination, my level of compensation, my performance appraisal, or other personnel disciplinary actions?

This hotline should not be used for these matters. Routine discussion with one's supervisor is the preferred method of resolution of most concerns. If discussions with your supervisor are not effective, you should contact senior management in your department or division, or the appropriate representative in Human Resources to discuss these concerns.

Q. I am aware of some individuals involved with unethical conduct, but it doesn't affect me. Why should I bother reporting it?

Our Institute chooses to promote ethical behavior. All unethical conduct, at any level, ultimately hurts the Institute and all employees, including you. You only have to consider what happened in recent corporate scandals to see disastrous effects that a seemingly harmless lapse in ethics can have on an otherwise healthy organization. So if you know of any incidents of misconduct or ethical violations, consider it your duty to yourself and your coworkers to report it.

Q. I am not sure what I have observed or heard is a violation of Institute policy, or involves unethical conduct, but it just does not look right to me. What should I do?

File a report. EthicsPoint can help you prepare and file your report so it can be properly understood. We'd rather you reported a situation that turned out to be harmless than let possible unethical behavior go unchecked because you weren't sure.

Privacy/Anonymity

Q. It is my understanding that any report I send from an Institute computer generates a server log that shows every web site that my PC connects with, and won't this log identify me as a report originator?

With fewer than 12% of reports generated during business hours, most people prefer to report from the comfort of their home after hours and on the weekend.

Q. Can I file a report from home and still remain anonymous?

A report from home, a neighbor's computer, or any Internet portal will remain secure and anonymous. An Internet portal never identifies a visitor by screen name and the EthicsPoint system strips away Internet addresses so that anonymity is totally maintained. Plus, EthicsPoint is contractually committed not to pursue a reporter's identity.

Q. I am concerned that the information I provide EthicsPoint will ultimately reveal my identity. How can you assure me that will not happen?

The EthicsPoint system is designed to protect your anonymity. However, you as a reporting party need to ensure that the body of the report does not reveal your identity by accident, for example, "From my cube next to Jan Smith..." or "In my 33 years..."

Q. Where do these reports go? Who can access them?

Reports are entered directly on the EthicsPoint secure server to prevent any possible breech in security. EthicsPoint makes these reports available only to specific individuals within the Institute who are charged with evaluating the type of violation and appropriate resolution of the incident. Each of these report recipients has had training in keeping these reports in the utmost confidence. The EthicsPoint system is designed and staff are trained and committed to ensure that no report is ever shared with implicated parties, their peers, or subordinates.

Q. What if my boss or other managers are involved in a violation? Won't they get the report and start a cover-up?

The EthicsPoint system and report distribution are designed so that no report is ever shared with implicated parties, their peers or their subordinates. If reports implicate the specific individuals within the Institute who are charged with evaluating the type of violation and appropriate resolution of the reported incident, such reports will be routed to the Senior Vice President for Finance and Administration and the Executive Director of Institute Audit, Compliance & Advisement. If the President or Senior Vice President for Finance and Administration are implicated, the report is available only to specified members of the Board Trustees' Audit Committee. This will help to eliminate cover-ups by any implicated individual.