| Topic: | Employees, Employment and Workplace |
|---|---|
| Approval Authority: | Vice-President Finance and Administration |
| Approval Date: | 30 September 2025 |
| Effective Date: | 30 January 2026 |
1. Purpose
The purpose of this Procedure is to provide a process through which Employees can submit a Good Faith Disclosure of any Improper Activity without fear of Reprisal. This Procedure reflects the University’s commitment to accountability and ethical conduct.
2. Scope and Application
This Procedure applies to all Employees.
3. Definitions
This Procedure relies on definitions set out in the Safe Disclosure Policy.
4. Procedure
4.1 Any Employee with information and reasonable grounds to believe that an Improper Activity has occurred, is occurring, or may be reasonably foreseeable to occur or imminent is encouraged to make a Good Faith Disclosure as soon as possible.
4.2 When submitting a Good Faith Disclosure, Employees are encouraged to provide the following information in writing, to the best of their ability:
a. Identification of the alleged or suspected Improper Activity, including date, location, and other relevant information;
b. Description of the activities involved in the alleged or suspected Improper Activity;
c. Explanation of the perceived risks to the University or parties involved;
d. Identification of parties involved; and
e. Any other relevant information to evaluate the Good Faith Disclosure.
4.3 Where a Good Faith Disclosure has been received, it will be forwarded to the Director, Internal Audit. Where there are established Policies and procedures or collective agreements governing the alleged Improper Activity in question, the Director, Internal Audit will redirect the Good Faith Disclosure to the appropriate office specified in the relevant Policy or procedure or collective agreement.
4.4 If not redirected under section 4.3, the Director, Internal Audit will conduct a preliminary review of the Good Faith Disclosure to determine if there are reasonable grounds to pursue the allegation of Improper Activity. If the Director, Internal Audit determines there are such reasonable grounds the Director, Internal Audit shall, in collaboration with other internal and external resources as appropriate, respond or investigate.
4.5 If the Director, Internal Audit determines an investigation is warranted, it will be conducted in an impartial, confidential, and timely manner either by the Director, Internal Audit, or such other internal or external investigator as the Director, Internal audit may assign.
4.6 The Director, Internal Audit will provide the investigator’s report to the appropriate officers of the University responsible for the Employee(s) who performed the Improper Activity to determine whether follow up remedial or managerial action is warranted.
4.7 Individuals making a Good Faith Disclosure may receive limited information on the status and resolution, subject to legal and confidentiality constraints.
4.8 Any Employee who experiences Reprisal as a result of making a Good Faith Disclosure can report their concerns to the Director, Internal Audit who will assess and determine the appropriate course of action.
5. Roles and Responsibilities
The Vice-President Finance & Administration will be responsible for the implementation of this Procedure.
6. Review
This Procedure will be reviewed every five (5) years. During the review, this Procedure will remain in full force and effect.
| Legislative History: | Approved: 30 September 2025 |
|---|---|
| Date of Next Review: | 15 January 2030 |
| Related Policies, Procedures and Guidelines: |