FAQs
About EthicsPoint
Reporting – General
Reporting Security and Confidentiality
Tips and Best Practices
What is EthicsPoint?
EthicsPoint is a comprehensive and confidential reporting tool created by NAVEX to assist management and employees work together in addressing concerns about Sightsavers activities, projects, or staff.
I do not work for Sightsavers, but I would like to make a report about the organisation. Can I use this system?
Yes of course. This system is here for anyone who has a concern about Sightsavers activities or representatives to raise it and to be assured that it will be reviewed by the organisation.
Why do we need a system like EthicsPoint?
We believe that everyone that our organisation comes into contact with should be encouraged to speak up about any concerns they may have. Although any kind of report is encouraged, we particularly want to hear of any concerns arising from communities in which we work.
Reporting – General
May I report using either the Internet or the telephone?
Yes. With EthicsPoint, you have the ability to file a confidential, anonymous report via either the telephone or the Internet.
What type of situations should I report?
The EthicsPoint system is designed for all stakeholders to report any concern, complaint they may have regarding Sightsavers alongside any violation of our stated policies.
If I see a violation, shouldn't I just report it to my manager, security, or human resources and let them deal with it?
For non-employees:
When you observe some behaviour that you believe violates our policies or community expectations, we encourage you to report it.
For Sightsavers employees:
Ideally, you should bring any concerns forward to your direct manager, or other member of our management team. We recognize, however, that there may be circumstances when you are not comfortable reporting the issue in this manner. It is for such circumstances that we have set up this SpeakUp platform (EthicsPoint). We would rather you report anonymously than keep the information to yourself.
Why should I report what I know? What is in it for me?
For non-employees:
Members of the communities in which we work have the right to live in an environment where they do not encounter negative experiences because of Sightsavers activities. Therefore, we encourage any concerns to be reported so that they can be addressed to improve conditions for all those involved.
For employees:
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. Corporate misconduct can threaten the livelihood of an entire organisation.
Does management really want me to report?
We certainly do. In fact, we need you to report. You know what is going on in our organisation - 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 organisation and our people. Also, offering positive input may help identify issues that can improve our services.
Where do these reports go? Who can access them?
Reports are entered directly on the EthicsPoint secure server to prevent any possible breach in security. EthicsPoint makes these reports available only to specific individuals within the organisation who are charged with evaluating the report, based on the type of violation and location of the incident. Each of these report recipients has had training in keeping these reports in the utmost confidence.
Isn’t this system just an example of someone watching over me?
The EthicsPoint system concentrates on being a positive aspect of our overall philosophy, and allows us to assure a safe, secure, and ethical workplace. You are encouraged to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern.
We have carefully chosen the best reporting tool to meet our compliance obligations while maintaining a positive reporting environment.
Reporting Security and Confidentiality
I am a Sightsavers employee and It is my understanding that any report I send from an organisation computer generates a server log that shows every website that my PC connects with, won’t this log identify me as a report originator?
EthicsPoint does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to EthicsPoint is available. In fact, EthicsPoint is contractually committed not to pursue a reporter’s identity.
If you feel uncomfortable making a report on your work PC, you have the option of using a PC outside our work environment (such as one located at an Internet café, at a friend’s house, etc.) through the EthicsPoint secure website. Many people choose this option, as EthicsPoint’s data shows that fewer than 12% of reports are generated during business hours.
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.
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, if you wish to remain anonymous, 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 village in …” or “In my 33 years in…”.
Is the telephone toll-free hot line confidential and anonymous too?
Yes. You will be asked to provide the same information that you would provide in an Internet-based report and an interviewer will type your responses into the EthicsPoint Web site. These reports have the same security and confidentiality measures applied to them during delivery.
What if I want to be identified with my report?
There is a section in the report for identifying yourself if you wish.
Tips and Best Practices
I am aware of some individuals involved with unethical conduct, but it does not affect me. Why should I bother reporting it?
Our organisation chooses to promote ethical behaviour. All unethical conduct, at any level, ultimately hurts the communities which we serve, the organisation and all employees.
I am not sure if what I have observed or heard is a violation of organisation 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 would rather you report a situation that turns out to be harmless than let possible unethical behaviour go unchecked because you were not sure.
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 implicated parties are not notified or granted access to reports in which they have been named.
What if I remember something important about the incident after I file the report? Or what if the organisation has further questions for me concerning my report?
When you file a report at the EthicsPoint Web site or through the EthicsPoint Call Center, you receive a unique username and are asked to choose a password. You can return to the EthicsPoint system again either by Internet or telephone and access the original report to add more detail or answer questions posed by an organisation representative and add further information that will help resolve open issues. We strongly suggest that you return to the site in the time specified to answer any questions. You and the organisation now have entered into an “anonymous dialogue,” where situations are not only identified, but can also be resolved, no matter how complex.
Are these follow-ups on reports as secure as the first one?
All EthicsPoint correspondences are held in the same strict confidence as the initial report, continuing under the umbrella of anonymity.
Can I still file a report if I do not have access to the Internet?
You can file an EthicsPoint report from any computer that can access the Internet. You can file from home. Many public locations, including the public library and internet cafes have Internet computers. If you do not have access to or are uncomfortable using a computer, you can call the EthicsPoint toll-free hotline, which is available 24 hours a day, 365 days a year.