Date: October 24th, 2021
1. Purpose
The Whistle-blower Policy of the EKF Charity organization is a beacon of integrity, accountability, and ethical conduct. It is not just a policy; it is a commitment, designed to ensure that all individuals associated with the Foundation, be they employees, volunteers, contractors, or any other stakeholders, have a confidential, secure, and unwavering channel through which they can report any suspected misconduct, illegal activities, unethical behavior, or violations of organizational policies. It is a declaration of the Foundation's commitment to upholding the highest standards of integrity and accountability, recognizing the intrinsic value of those who dare to speak out against wrongdoing. EKF Charity actively encourages and protects whistle-blowers that come forward to safeguard the integrity of our mission and the well-being of our community.
2. Definitions
To navigate the landscape of this policy, let's define the key terms:
Whistle-blower: An individual who, with courage and conviction, reports concerns, misconduct, or violations as outlined in this Policy.
Retaliation: Any adverse action taken against a whistleblower as a result of their reporting, which may include but is not limited to termination, demotion, harassment, or discrimination?
Confidentiality: The cornerstone of trust, the assurance that the identity of whistle-blowers and the details of their reports will be kept confidential to the extent permitted by law.
3. Reporting Mechanism
Ekfcharity stands firm in its commitment to provide accessible and trustworthy channels for reporting concerns or misconduct. Whistleblowers may report through the following channels:
Directly to their immediate supervisor or manager: Recognizing the importance of direct communication, this channel enables individuals to bring concerns to their direct line of management.
To the Chairperson of the Foundation: The Chairperson, representing the highest echelons of authority, provides a channel for those who might prefer to report at a level removed from their immediate work environment.
To the Secretary of the Foundation: The Secretary, a key steward of the Foundation's operations, stands as an alternate point of contact for those who seek an additional layer of confidentiality.
Through an anonymous reporting system provided by the Foundation: Acknowledging the sensitivities and potential fears associated with whistleblowing, this anonymous channel ensures that reporting can be done without revealing one's identity.
4. Confidentiality and Anonymity
Confidentiality is a cornerstone of this policy, with EKF Charity's solemn commitment to maintain the confidentiality of whistle-blowers to the extent permitted by law. This extends to the option for whistle-blowers to report anonymously. While anonymity is encouraged to facilitate openness and protect the identity of the reporter, it is also recognized that providing contact information can significantly aid the investigation process. Whistle-blowers have the freedom to make this choice, striking the balance between confidentiality and the needs of a thorough investigation.
5. Non-Retaliation
Retaliation is a threat that undermines the integrity of any whistle-blower policy. EKF Charity not only prohibits but actively opposes any form of retaliation against whistle-blowers. This unwavering stance is an embodiment of our commitment to ensuring that those who come forward can do so without fear of negative consequences. Any individuals found to have engaged in retaliation will be subject to disciplinary action, with consequences ranging from corrective action to, where warranted, termination or even legal action.
6. Investigation Process
EKF Charity takes all reports seriously, and they will be promptly and impartially investigated by an appointed committee. The impartiality of the investigation is a hallmark of our commitment to justice and accountability. It ensures that every report is treated with due diligence, respecting the rights and perspectives of all parties involved. Whistle-blowers will be informed of the outcome of the investigation to the extent permitted by law, ensuring transparency and closure.
7. False Reports
While EKF Charity encourages and protects whistle blowers, it's equally important to underscore that knowingly false reports can have serious consequences. Whistle blowers making such reports may face disciplinary actions, as this policy balances the imperative of protecting those who report wrongdoing with the importance of safeguarding against the misuse of the reporting system.
8. Protection of Whistle blower Identity
The identity of whistle blowers is a precious trust that the Foundation upholds with the utmost commitment. All reasonable efforts will be made to protect the identity of whistle blowers, subject to legal requirements. EKF Charity acknowledges that the act of whistle blowing often requires great courage and comes with potential risks. Ensuring that the identities of whistle blowers are safeguarded is a fundamental element in building and maintaining trust.
9. Records Retention
Transparency and accountability are crucial for the foundation's integrity. In line with this, all reports and related documents will be retained for a period of at least seven years. This practice not only complies with legal requirements but also serves as a testament to the foundation's commitment to accountability, ensuring a comprehensive historical record of all reports and investigations.
10. Annual Review
As the world changes, so must policies evolve. The Chairperson and Secretary of EKF Charity will regularly review and, if necessary, revise this Policy annually. This ensures its ongoing effectiveness and continued compliance with applicable laws and regulations. The commitment to improvement and alignment with the highest standards is an enduring facet of EKF Charity's governance and management.
11. Acknowledgment
This Policy is not just words on paper; it's a commitment to transparency, integrity, and accountability. It stands as a declaration of our resolve to provide a safe and secure channel for those who dare to speak out against wrongdoing. The EKF Charity organization hereby approves and adopts this Whistle blower Policy on October 24th, 2023.