PURPOSE: 

To provide guidance regarding the communication of concerns or complaints related to, but not limited to, misconduct or suspected misconduct, including fraud and financial impropriety, and to ensure that anyone who makes a report in good faith will be protected from retaliation.   

SCOPE OF POLICY:

This policy applies to all individuals involved with iSisters, which may include but is not limited to iSisters current and former Board directors, employees, contractors, subcontractors, volunteers, vendors, donors, members, and partners. For the purposes of this policy, individual means an individual involved with iSisters.

POLICY:

1. It is the duty of all individuals to report misconduct or suspected misconduct, including fraud and financial impropriety. This includes misconduct such as but not limited to:
   1. Providing false or misleading information, or withholding material information on financial statements, tax returns, or other public documents
   2. Pursuit of material benefit or advantage in violation of iSisters Conflict of Interest Policy
   3. Misappropriation or misuse of iSisters resources such as funds or assets
   4. Unauthorized alteration or manipulation of electronic records
2. iSisters is committed to addressing complaints and reports of misconduct in a respectful, confidential, objective and timely manner.    
3. No individual who makes a report in good faith shall suffer retaliation. Retaliation means any direct or indirect detrimental action threatened or taken against an individual. Anyone who is found to have retaliated against someone who has made a report in good faith will be subject to discipline up to and including termination.
4. If an individual has a complaint or report of misconduct and is unable to resolve it in an informal manner, they may forward a formal complaint or report of misconduct to the Executive Director at ExecutiveDirector@isisters.org or (613) 565-7337.  In the event that the complaint or report of misconduct is about the Executive Director, the complainant should report the details of the incident(s) to the Chair of the Board of Directors at BoardChair@isisters.org. 
5. Complaints shall be made in writing in a timely manner, ideally within three (3) months of any related incident(s).
6. Anyone filing a complaint alleging misconduct must act in good faith and have reasonable grounds for believing the information disclosed indicates wrongdoing. Making allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false could result in disciplinary action up to and including termination.
7. If the complaint or misconduct is related to harassment and/or discrimination, the steps outlined in the iSisters Harassment Policy (no. 4-3) should be followed.
8. The Executive Director will advise the Board of Directors of all complaints or reports of misconduct received. Complaints and reports of misconduct will be kept confidential and information will be shared strictly on a need-to-know basis.
9. The Executive Director will investigate the written complaint and will gather any necessary supporting information, including speaking to the individual against whom the complaint was made (if applicable) and any witnesses (if applicable). Once a complaint is substantiated, the Executive Director will determine and implement a decisive and appropriate response.  If the complaint is about the Executive Director, the Chair of the Board of Directors will determine and implement a decisive and appropriate response.
10. The Executive Director or Board Chair will respond to the complainant to acknowledge receipt of the reported complaint or misconduct within 30 business days, and all reports will be investigated within 60 business days, except for extenuating circumstances. The Executive Director or Board Chair will confirm the resolution of the complaint with the complainant within 90 business days, except for extenuating circumstances. 
11. Individuals who believe that retaliatory action has been taken against them because they have reported misconduct should forward all information and documentation to support their complaint to the Executive Director or Board Chair depending on the circumstance. Reports of retaliation will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
12. If the result of the investigation indicates there is a credible case of retaliation or threat of retaliation, it will refer the findings to the Board and recommend measures to safeguard the interests of the complainant. The Executive Director or Board Chair may recommend disciplinary actions to be taken against the retaliator. The Board will make a decision on the appropriate action to be taken.
13. If the investigation reveals no credible case of retaliation or threat of retaliation, the complainant will be advised. Regardless of outcome, the complainant will receive the outcome of the investigation in writing from the Executive Director. The Board will be informed of the outcome

RELATED DOCUMENTS 

• Harassment & Workplace Violence  Policy
• Board Conflict of Interest Policy
• Employee, Volunteer and Contractor Conflict of Interest Policy
• EDI Statement

Revisions:

Apr. 16, 2018

Dec 15, 2020

Feb 15, 2022