EthicsPoint

Reporting Security & Confidentiality

About EthicsPoint

What is EthicsPoint?

EthicsPoint is a comprehensive and completely confidential reporting tool created by NAVEX, a company that specializes in policy, risk, incident, and procedure management, as well as code of conduct and industry benchmarking software solutions. - that enables management and employees to work together to address any unethical and improper misconducts in the workplace while cultivating a positive work environment.

Why do we need a system like EthicsPoint?

Our employees are our most important asset. By creating open channels of communication, we promote a positive work environment and maximize productivity.
An effective reporting system augments our other efforts to foster a culture of integrity and ethical decision-making.

Reporting – General

May I report using either the Internet or the telephone?

Yes. EthicsPoint enables you to file a confidential, anonymous report via either the telephone or the Internet.

What type of situations should I report?

The EthicsPoint system allows employees to report any violation of our stated Code of Conduct, or other concern you may have.

If I see a violation, shouldn't I just report it to my manager, security, or human resources and let them deal with it?

When you observe some behavior that you believe violates our Code of Conduct, we expect you to report it. 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 partnered with NAVEX. We encourage our employees to report incidents anonymously rather than never speaking up.

Why should I report what I know? What’s in it for me?

Each of us has the right to work in a positive environment, and with that right comes the responsibility to act ethically and notify the appropriate people if someone is not acting appropriately. Corporate misconduct can threaten an entire company's existence unless we work together to maintain a healthy and productive workplace.

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 company - both good and bad. If you have information on an activity that is concerning, you can report it to minimize the negative impact on our company and our people. Positive input can also be useful in identifying issues that can be improved.

Where do these reports go? Who can access them?

Reports are entered directly on the EthicsPoint secure server. NAVEX makes these reports available only to specific individuals within the company 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?

No. EthicsPoint is a positive aspect of our overall philosophy that allows us to ensure a safe, secure and ethical workplace. You are encouraged to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern. Effective communication is critical in today’s workplace and this is a great tool to enhance that communication.

We have carefully chosen the best reporting tool to meet our compliance obligations while maintaining a positive reporting environment.

Reporting Security & Confidentiality

It is my understanding that any report I send from a company computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the report originator?

NAVEX does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to EthicsPoint is available.

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 or at a friend’s house) through the EthicsPoint secure website. Many people choose this option, as NAVEX 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.

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 protects 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 cube next to Jan Smith…” or “In my 33 years…”.

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 to identify yourself, if you wish.

Tips & Best Practices

I am aware of some individuals acting unethically, but it doesn't affect me. Why should I bother reporting it?

Our organization promotes ethical behavior. All unethical conduct, regardless of the level, hurts the company and all employees, including you. The disastrous effects of a lapse in ethics on a healthy company can only be seen in recent corporate scandals. You have a duty to report incidents of misconduct or ethical violations to yourself and your colleagues.

I am not sure if what I have observed or heard is a violation of company policy, or involves unethical conduct, but it just does not look right to me. What should I do?

You can trust NAVEX to help you prepare and file the report, and we would prefer to have you report a situation that turns out to be harmless rather than leave the possibility of unethical behavior unaddressed.

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 guarantee that implicated parties are not notified or granted access to reports.

What if I remember something important about the incident after I file the report? Or what if the company 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, randomized number called a “Report Key” 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 a company representative. We strongly suggest that you return to the site in the time specified to answer company questions. You and the company 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?

EthicsPoint correspondence is held in the same strict confidence as the initial report and remains anonymous at all times.

What if I lose my Report Key or forget the Password I created?

In order to maintain security and confidentiality, you will need to file a new report if you lose your report key or password. Include a reference to your previous report or question in the new report.

Can I still file a report if I don’t have access to the Internet?

You can call EthicsPoint’s toll-free hotline 24 hours a day, 365 days a year if you don’t have access to or are uncomfortable using a computer.