Employee Reporter Policy

EMPLOYEE REPORTER POLICY

Purpose: This Employee Reporter Policy establishes procedures for employees to report suspected violations of law, company policy, financial irregularities, threats to health and safety, discrimination or harassment, and other misconduct. The policy sets out reporting channels, protections against retaliation, confidentiality safeguards, investigative procedures, and recordkeeping responsibilities.

Effective Date:

Scope

This policy applies to all employees, contractors, temporary workers, volunteers, and officers. It covers reports of misconduct by any individual acting on behalf of the company, including supervisors and management.

Definitions

Reporter: An employee or individual who provides information about suspected misconduct in good faith. Good-faith report: A report based on a reasonable belief that a violation occurred, even if the investigation does not ultimately confirm wrongdoing. Retaliation: Any adverse action taken because an individual made a report or cooperated in an investigation.

Reporting Procedures

Employees are expected to report suspected misconduct promptly. Reports may be made through one or more of the following channels:

- Direct Supervisor or Manager
- Human Resources: Contact Name:
- Alternative Internal Contact: Contact Name:

Anonymous Reporting: Employees may report anonymously. The company will use reasonable efforts to investigate anonymous reports, but the ability to investigate may be limited by the lack of identifying information. I wish to report anonymously:

Investigation Process

All reports will be logged and triaged by Human Resources or an appointed investigator. Investigations will be timely, objective, and conducted with due regard for confidentiality and fairness. Investigative steps may include interviews, document review, and other appropriate fact-gathering. Investigative findings and recommended corrective action will be documented in writing.

Confidentiality

To the extent possible, the company will protect the confidentiality of the reporter and investigation participants. Information will be shared only on a need-to-know basis. Complete confidentiality cannot be guaranteed where disclosure is necessary to conduct the investigation or as required by law.

Non-Retaliation and Protections

The company strictly prohibits retaliation against any individual who, in good faith, reports suspected misconduct or participates in an investigation. Retaliation is grounds for disciplinary action, up to and including termination. If an employee believes they have experienced retaliation, they must report it immediately.

False or Malicious Reports

Reports made with malicious intent or knowingly false statements are prohibited and may result in disciplinary action, up to and including termination.

Recordkeeping

Records of reports and investigations will be maintained by Human Resources in secure files for the period required by company policy and applicable law. Access to records will be limited to authorized personnel.

Responsibilities

Managers must promptly report known or suspected misconduct and must not impede or discourage reporting. Human Resources will coordinate investigations, implement corrective actions, and ensure compliance with this policy.

Employee Acknowledgement and Personal Information

Position Information

Employment History (most recent)

Education

References (Professional)

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will employment relationship. Either the employee or the company may terminate employment at any time, with or without cause or notice, unless there is a separate written agreement signed by an authorized company officer.

Equal Employment Opportunity: The company does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law. Reports of discrimination or harassment will be investigated in accordance with company policy and applicable law.

I acknowledge that I have read and understand the At-Will Employment statement:

I acknowledge that I have read and understand the Equal Employment Opportunity statement:

Authorization and Certification

Authorization to Contact Previous Employers and Conduct Background Checks: I authorize the company to contact prior employers, references, and other listed parties as necessary to verify the information provided and to conduct background checks where permitted by law. I understand that employment decisions may be based on the results of such checks.

Employee Certification: I certify under penalty of perjury that the information provided on this form and in any accompanying statements is true, complete, and correct to the best of my knowledge. I further certify that I have read, understood, and agree to comply with the Employee Reporter Policy, and I understand the protections available and the obligations imposed by this policy.

I consent to the company conducting background checks and contacting prior employers and references as described above:

Acknowledgement of Reporting Policy

By signing below, I acknowledge receipt of the Employee Reporter Policy, verify that I have read and understand its terms, and agree to cooperate in any related investigations.

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