POLICY OF ETHICAL PRACTICE >
FREQUENTLY ASKED QUESTIONS (FAQs)
Frequently Asked Questions (FAQs)
Robert Morris University's EthicsPoint Reporting Hotline is not a 911 or Emergency Service. Reports submitted through the EthicsPoint Reporting Hotline may not receive an immediate response. If you require emergency assistance, please call 911.
Within this Frequently Asked Questions page, we will cover the following three categories: 1) General Questions, 2) Protection for Reports, and 3) Student Concerns. Each category has specific questions and answers listed below. If your question is not answered within this page, please contact the Director, Internal Audit at 412-397-5274, or firstname.lastname@example.org, or the Director, Human Resources at 412-397-6277 or email@example.com.
1) General Questions
What is EthicsPoint?
EthicsPoint is a comprehensive and anonymous Internet and telephone-based reporting tool that assists the University and its employees, students, and others in addressing concerns regarding accounting, internal controls, fraud or other non-compliance with University policies. RMU contracted with EthicsPoint to provide the University hotline service 24 hours per day, 365 days per year. The hotline is staffed by EthicsPoint with specially trained personnel. When a reporter submits a reported concern ("Concern"), he/she may remain anonymous during the entire reporting process.
Why is the EthicsPoint Reporting Hotline necessary?
An anonymous reporting hotline is a key component of the Sarbanes-Oxley Act of 2002 (SOX), which sets standards for corporate governance and control. Most colleges and universities in the United States have adopted components of SOX as a "best practice".
How does the EthicsPoint Reporting Hotline process work?
You may call the toll free number 800-963-5593 or submit an online Concern via the EthicsPoint Reporting Hotline Website. EthicsPoint takes the initial information and routes it to Robert Morris University's appropriate office to handle the investigation. Please see the Protection for Reporters section.
Does RMU think there is a problem with fraud or other wrongdoing at the University?
RMU believes in the integrity of our campus community and does not suspect any wrong doing. By establishing this confidential reporting tool, RMU strengthens its commitment to maintaining a safe, secure, and ethical environment.
Who is responsible for administering the program?
The Director, Internal Audit and the Director, Human Resources are responsible for the co-administration of the EthicsPoint Reporting Hotline. Any questions can be addressed by contacting the Internal Audit Department at 412-397-5274 or firstname.lastname@example.org, or the Human Resources Department at 412-397-6277, or email@example.com.
Where does my Concern go once reported? Who at the University sees my Concern?
All Concerns are sent to the co-administrators and several senior leaders of the University. In addition, Concerns are communicated to specific University officials based on the nature of the Concern. Concerns are categorized by allegation category such as Academic & Other Student Matters, Financial Matters, Human Resources Matters, Information Technology Matters, Intercollegiate Athletics, Risk & Safety Matters, and Other. Each of these categories has a particular pre-identified, University official to receive and assist with the handling of such Concerns. For example, the Director of Athletics will receive Concerns about reports within Intercollegiate Athletics. The co-administrators will share the Concern or parts of the Concern with others at the University who would need to see it for investigation purposes only. All Employees that see information from a Concern are required to keep this information confidential in accordance with the Policy of Ethical Practice.
How can I follow-up on a Concern?
When you file a report, either by calling the toll-free number or by submitting a report online, you will receive a unique username and be asked to choose a password. You will need to retain these to return to a report you previously filed. To follow-up on a report over the phone, call the toll free number and tell the interviewer that you are following up on a report. You will be asked for your username and unique password. To follow up on a report over the internet, go to the www.ethicspoint.com, chose "File a Report," enter "Robert Morris University" in the organization name field, click on the "Follow up on a Report" button, and enter your username and password. This will take you to the report you previously filed and a link to "Post a Follow-Up Note" or "Upload File." The university will provide a conclusion or status of the investigation after 10 business days. You may upload a file or post a follow-up note at any time.
Can I report employment concerns that are not policy violations?
The EthicsPoint Reporting Hotline is intended to investigate violations of laws, rules, regulations or University policies. If you have an employment concern that is not a violation, you should contact the Human Resources department.
Will I be told about the details about an investigation or its outcome/results?
In most cases, you will be told whether your reported issue was investigated, and whether it was resolved. There are, however, legal and other restrictions on what information the University is allowed to provide. For example, you may not be told about actions taken against a University employee or student as a result of your allegation because that information may be deemed "private" under applicable law. You also may not be told information that is deemed to be legally privileged or otherwise confidential.
What are my other reporting options?
Frequently, the best place to raise a concern or ask a question is within your own department and supervisor. You may also be able to raise your concern with specific University offices established to handle certain types of issues.
What if I have documentation (evidence) substantiating my Concern?
Using the web link- If the documentation is in an electronic format, you can upload it when you submit your Concern or at any time after that by using the identification key and password that was provided to you when the initial Concern was submitted. If the documentation cannot be uploaded, you should indicate that in your initial Concern or by posting a follow-up note to the anonymous reporting hotline. A co-administrator will post a follow-up comment providing guidance on how to submit the information.
Using the telephone option- If you make a Concern by telephone or are following up on a Concern by telephone, you should indiciate to the operator that you have documentation that would help support the claim. The operator will provide guidance on how to submit the information.
2) Protection for Reporters
What if I want to file a Concern that involves my supervisor/manager or a University official that normally has access to view Concerns? Will they have access and see the Concern?
The EthicsPoint system and Concern distribution are designed so that no Concern is ever shared with implicated parties. Those involved in the investigation of a Concern will only share information with individuals that have a need to know based on the investigation plan. If you file a Concern anonymously, please refer to the question below addressing remaining anonymous.
If I file a Concern anonymously, will anyone at the University ever learn my identity?
The University will not learn your identity from EthicsPoint if you file an anonymous Concern. In some circumstances, however, your identity may nevertheless become apparent. For example, this may occur where the particular facts of the Concern suggest that it must have come from one person, or the reporter's identity becomes clear during the course of the investigation. In all cases, Concerns will be treated as confidential to the extent practicable and the University forbids retaliation based upon making a good faith report of a Concern.
How will individuals reporting Concerns be treated?
All matters related to your Concern will be handled with discretion. Reporting can be done anonymously. Individuals may choose to identify themselves and will not suffer any retaliatory action for reporting or inquiring in good faith. Please refer to the University's Policy of Ethical Practice Policy.
What should I do if I feel I am being retaliated against for making the report?
The University prohibits retaliation for making good faith reports. If you believe you are the victim of retaliation for making a report, or have concerns about retaliation, you may utilize the EthicsPoint system or contact the vice president for human resources or the director of internal audit.
3) Student Concerns
What if I want to report an academic or other student issue?
If you are a student and have a concern related to your educational or student experience, you should file a report under the category "Academic & Other Student Matters". If you have concerns about misconduct involving University staff, faculty, volunteers, or other University representatives; or any other concerns about the safety of University facilities used by students, you should file a report to the appropriate category that corresponds to your situation. For example, if your Concern is about the safety of University facilities used by students, you should select the category "Risk & Safety Matters" to file a report. Similar to employees, all student reports must be made in good faith. Additionally, if your Concern can be reported to the applicable department, please do so.
What not to report here.
Certain categories of Concerns should not be reported through the EthicsPoint reporting hotline. Please direct the following types of Concerns to the appropriate office noted below or refer to the policies listed below: