ESG Metric: Ethics reporting and advice
Ease of implementation: Easy
Suitable for: All businesses
Suggested functional lead: HR, leadership team
Summary
External reporting of un-ethical behaviour is crucial to ensure all behaviour can be reported even if the employee does not feel comfortable sharing it internally. One of the methods of external reporting is through a hotline such as Alertline. You can get in touch with them via phone of on their global online portal linked below. In the online portal you will be prompted with various questions regarding the incident and asked to set up an account so they can keep you updated. Whilst it can stay anonymous, they highly advice some sort of contact details once the report has been submitted for the investigation phase. The information remains fully confidential and they actively work towards protecting the employees from potential retaliation.
Background Information
Hotlines are an independent third party where one can report any suspected violations of company policy, laws or regulations. Alertline, is available 24 hours a day, 7 days a week, 365 days a year. Reporting to Alertline can be anonymous if allowed by law. They do not suggest complete anonymity as it can limit the ability to investigate the reported concern. They will, of course, never identify any individual who requests confidentiality. Any suspected violations can be reported to them via telephone if located in the US, or online via the Alertline portal available in over 40 languages1. This is a useful method of ethics reporting as it is external form the organisation, allowing employees to feel more confident about confidentiality and action. Occasionally, employees worry that internal reporting is bias and can cause retaliation. Giving them an option of external reporting allows employees to report unethical behaviour when they feel like they cannot report it internally.
Implementation Steps3
How to get in touch with Alertline
Ensure employees have access to Alertline contact details and feel encouraged to reach out when witnessing misconduct. If in the US, they can call at: 1-800-828-0896 or access the Alertline portal globally here.
Submit a report
Following this link, any individual can make a report. You will be promoted to choose the location the individual is in, the location the incident took place and more. Everything a question has been answered a follow up will appear.
Set up an account
Alertline will make the individual set up an account to be able to follow-up on the report and allow for the investigator to contact the if necessary.
Reporting Advice
Clearly outline your code of conduct
It is important all employees have clear access to guidelines of how to behave in the work force. Ensure the code of conduct is readily accessible for all employees ie. in a shared drive or on your internal communication channel.
Outline easy accessibility to Alertline information
Create a simple document to outline the importance of reporting unethical behaviour and how to get in touch with Alertline. See example by DB Schenker here.
Actively encourage individuals to speak up
Once a Alertline has been advertised and promoted, inform employees what type of issues to report and where to go for ethical behaviour information. Cultivate a positive, speak-up culture through clear communication of what behaviours are acceptable and how to report it if not. Reiterate the process can remain completely anonymous if preferred.
Encourage disclosing names in reporting
Reports are confidential, however may require some information being disclosed if public authorities get involved. It is therefore encouraged to add your name to any report you submit or phone call made, so they can contact you for further information if necessary.
Protect the employee reporting these case
It is crucial that the people reporting misconduct are protected from potential retaliation. The employee reporting an issue must be reassured that their job is not in jeopardy and they will not be in danger of financial or phycological harm. Investigations must be executed if retaliation complaints are reported.