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Queen's University
 

The text ConfidenceLine as the Logo for the Confidence Line

Queen’s University is a complex institution where faculties, schools, and departments work together to support teaching, learning, and research. We share a commitment to the highest standards of honesty, integrity and respect and to the continual improvement of our internal control and risk management environment in relation to best practice standards.

An external third-party reporting service is now available allowing faculty, students, staff, and administration to report potential fraud or financial misconduct without the requirement to provide their name, contact information, or any information that might lead to their identity.

Queen’s University’s Safe Disclosure Policy outlines the regular process to confidentially report concerns about misconduct. Although such concerns may be reported to your direct supervisor or University administrator, the Safe Disclosure Policy has established a Safe Disclosure Officer at the University Secretariat. It is possible to report concerns about misconduct confidentially to the Safe Disclosure Officer by direct telephone line at 613-533-2030 or at drm@queensu.ca.

You may also contact the Safe Disclosure Officer if you are uncertain where in the University to go with an issue or concern. Queen’s University also has a variety of channels in place for addressing other specific concerns at the University. These are outlined at the back of the Safe Disclosure Policy, including the Queen’s University Policy on Integrity in Research and the Harassment/Discrimination Complaint Policy and Procedure.

For situations where Queen’s University faculty, students, staff, and administrators feel uncomfortable contacting the Safe Disclosure Officer regarding potential fraud or financial misconduct, Queen’s University also provides the option of an external,
toll-free third-party reporting service. This service is called ConfidenceLine.

ConfidenceLine is an alternate, anonymous reporting mechanism that is available 24/7 online or by phone. It gives you access to an independent third party that also ensures your anonymity should you need to report fraud or financial misconduct.

ConfidenceLine can be reached via telephone toll-free at or via the internet at www.queensuniversity.confidenceline.net

 



FREQUENTLY ASKED QUESTIONS

  1. How can I access ConfidenceLine to report potential fraud or financial misconduct?
  2. Why has Queen’s University introduced this new hotline?
  3. Why has Queen’s University added a third party to provide this service?
  4. Why was ConfidenceLine chosen as the provider of this hotline service?
  5. Who owns ConfidenceLine?
  6. How secure is the information gathered by ConfidenceLine?
  7. Who can make reports through ConfidenceLine?
  8. What are the regular reporting channels at Queen’s University?
  9. What can I report through the Safe Disclosure Officer or, if that is not possible, through ConfidenceLine?
  10. How is my anonymity preserved when I contact the Safe Disclosure Officer?
  11. How is my anonymity preserved when I use ConfidenceLine to report potential fraud or financial misconduct?
  12. How are reports of potential fraud or financial misconduct handled through ConfidenceLine?
  13. What should I expect when I make a report of potential fraud or financial misconduct using the toll-free ConfidenceLine phone line at 1.800.661.9675?
  14. What happens when I make a report of potential fraud or financial misconduct using the online ConfidenceLine option at www.queensuniversity.confidenceline.net?
  15. What if I'm the person who is the subject of an investigation?
  16. Will I have an opportunity to respond and provide my perspective?

 

  1. How can I access ConfidenceLine to report potential fraud or financial misconduct?

    ConfidenceLine is available 24 hours a day, seven days a week. You have two options for contacting ConfidenceLine: ConfidenceLine can be reached via telephone toll-free at  1-800-661-9675 or via the internet at www.queensuniversity.confidenceline.net

  2. Why has Queen’s University introduced this new hotline?

    Queen’s University’s academic, research, administrative and service units have policies, guidelines and procedures in place to ensure the highest standards of honesty, integrity and respect in all of its activities. Policies are also in place to create a safe and healthy environment for students and employees.

    Best practices inform that Queen’s University should have a 3rd party available to address disclosures of potential fraud or financial misconduct.

    The Safe Disclosure Policy establishes a secure process for reporting concerns about professional or financial misconduct at Queen’s University, and it also protects members of the campus community who report such issues in good faith. With the addition of ConfidenceLine for matters of fraud or financial misconduct, Queen’s University has ensured that employees and stakeholders have access to an alternative, anonymous mechanism if they feel unable to use normal channels to report  financial matters.

  3. Why has Queen’s University added a third-party reporting service?

    Queen’s University added this service to increase the options available to members of the campus community interested in reporting potential fraud or financial misconduct anonymously and without fear of personal or professional reprisal.

  4. Why was ConfidenceLine chosen as the provider of this Queen’s service?

    Queen’s University’s researched three different Canadian firms as possible providers of this service. The department chose the ConfidenceLine hotline based on the results of this research.

  5. Who owns ConfidenceLine?

    ConfidenceLine is owned and operated by CKR Global. CKR Global’s call centres are located across Canada.

  6. How secure is the information gathered by ConfidenceLine?

    All ConfidenceLine data is stored in Canada in a secure facility that meets all federal and provincial privacy legislation and is not subject to provisions of the U.S. Patriot Act.

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  8. Who can make reports through ConfidenceLine?

    Employees are often in the best position to spot possible financial irregularities, and they have a responsibility for reporting their suspicions. Queen’s University faculty members, staff members and administrators can all use ConfidenceLine to report potential fraud or financial misconduct if they feel they are unable to use regular reporting channels already in place. ConfidenceLine will also accept reports from students and alumni; from vendors, suppliers and contractors working with Queen’s University; and from the general public.

  9. What are the regular reporting channels at Queen’s University?

    The regular reporting channel for all matters, including but not limited to potential fraud or financial misconduct, is through your immediate supervisor, and the regular procedure is to make a report to that supervisor. Your supervisor is required to take your report to the appropriate next step, which will be based on Queen’s University policy and on the nature of your report.

    If you feel you are unable to make a report to your immediate supervisor, you could also: 
  • take your report directly to a university administrator at the Vice-Principal level, or
  • contact the Queen’s University association you belong to (either the Queen’s University Faculty Association or the
                 Queen’s University Staff Association, or relevant bargaining unit), or
  • contact the Department of Human Resources.

    There are also designated offices and teams in place to respond to very specific issues:

  • For perceived violations of Queen’s University’s Human Rights Policy, you can contact
                 http://www.queensu.ca/humanrights/.
  • For perceived violations of the Student Code of Conduct, you can contact the AMS Judicial Affairs Office
  • For perceived irregularities in research, you can contact the Office of Research Services.
  • For assistance with a variety of personal issues, Queen’s University’s Employee Assistance Program offers services
                 including counselling, care giver services, life planning assistance, smoking cessation programs and nutritional
                 counselling.
  • For a situation where there is an immediate danger to someone’s safety or health, call 911 and then call Security
                 Services.
  1. What can I report through the Safe Disclosure Officer or, if that is not possible, through ConfidenceLine?

    Because every situation is unique, it is difficult to provide a definitive list of what to report. But, as outlined in Queen’s University’s Fraud and Irregularity Policy, here are a few examples of the kinds of activities you should report: 
  • Fraud, which is defined as deliberate and/or unlawful deception, misrepresentation or concealment of facts in order to
                 secure an advantage, a benefit or gain, or in order to cause loss to another
  • Acts or activities that are unethical, dishonest, improper or illegal, such as theft, embezzlement, misappropriations,
                 misapplications, destruction, removal or concealment of University property, which includes but is not limited to money,
                 tangible property or intellectual property
  • Forgery, falsification or alteration or inappropriate destruction of any paper of electronic document such as cheques,
                 reference letters, resumes, grant applications, time sheets, requisitions, budgets, accounting records, etc.
  • False claims and/or misrepresentation of information and/or documents.
  • Inappropriate use of computer systems, including hacking and software piracy.
  • Bribery, kickbacks, or rebates (given or received).
  • Authorizing or receiving payments for goods not received or services not performed.
  • Authorizing or receiving payments for hours not worked.
  • Irregularity, which is defined as any activity or potential activity that deliberately disregards University regulations,
                 policies, procedures, codes of conduct or internal controls, or any other perceived misconduct or unethical behaviour.
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  1. How is my anonymity preserved when I contact the Safe Disclosure Officer?

    The Safe Disclosure Officer refers to the employee in the University Secretariat designated by the University Secretary to receive reports of alleged improper acts. To the extent possible and within the limitations of the law, reports of an alleged improper act and consequent related actions shall be kept confidential including, but not limited to, the protection of the identity of the person disclosing the information.

  2. How is my anonymity preserved when I use ConfidenceLine to report potential fraud or financial misconduct?

    ConfidenceLine is intended to be an anonymous reporting service so that Queen’s University faculty, students, staff, and administrators can report matters of potential fraud or financial misconduct without the requirement to provide their name, contact information or any information that may lead to their identity.

    While it may at times be more effective for follow-up purposes to have the name of the reporting party, the concerned individual will be given an opportunity to disclose their identity, but it is always a choice to remain anonymous. ConfidenceLine and Queen’s University will not trace or track the phone numbers or IP addresses of the reporting party.

    Queen’s University will ensure that the Safe Disclosure Policy continues to protect people who make reports. In the event that the designates of Queen’s University become aware of identity of the reporting party, the reporting party will be informed. No person shall take any reprisal against a reporting party who reports an alleged improper act.

  3. How are reports of potential fraud or financial misconduct handled through ConfidenceLine?

    After receiving a report, ConfidenceLine administration transmits the anonymous report to Queen’s University Safe Disclosure Officer. If the report is confidential, ConfidenceLine will then serve as the communications vehicle for the Safe Disclosure Officer to acknowledge receipt of your report, which normally happens within two to three business days, and to ask for any additional information.
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  5. What should I expect when I make a report of potential fraud or financial misconduct using the toll-free ConfidenceLine phone line at 1-800-661-9675?

    Your call will be answered by a trained ConfidenceLine agent, who will ask questions and create an online report file to record information about your concern. Translation services are available for employees who wish to communicate in languages other than English or French.

    Here’s what to expect:

    • The ConfidenceLine agent will ask you to identify the name of the company you are calling about.
    • You will be asked for specific information relating to your concern, so you should have the following details easily available during your phone call
    • The location of the incident(s)
    • Time(s) and date(s) of the incident(s)
    • Names and titles of involved individuals and/or witnesses
    • Information on whether you have made previous reports about your concerns.
    • Next, the ConfidenceLine agent will assign you a User ID, which you will need for any future communication with ConfidenceLine about your report. Be sure to record this User ID and keep it in a safe location because the User ID is what ConfidenceLine uses to retrieve and open your report.
    • Once you have made your report, ConfidenceLine will summarize it and forward it to the Queen’s University Safe Disclosure Officer.
    • The Safe Disclosure Officer will contact ConfidenceLine within two to three business days to acknowledge receipt of the report.
    • The Safe Disclosure Officer will ensure the appropriate action is then undertaken by the University.
    • You can choose to call ConfidenceLine again during this time to see if any additional information or clarification is needed. You will need your User ID so the ConfidenceLine agent can retrieve and open your report. The additional details you provide may be critical to how and if the analysis and investigation of your report is continued.

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  6. What happens when I make a report of potential fraud or financial misconduct using the online ConfidenceLine option at www.queensuniversity.confidenceline.net?

    Once you access the website, you will be able to click on instructions for using the program. Information will also be provided on how to contact ConfidenceLine if you need help making your report.

    Here’s what to expect:

    • You will be assigned a User Name to give you future access to your report while maintaining your anonymity. You will be asked to create a password specific to your report. Keep both your User Name and your password in a safe spot because you will need both to access your report in the future.
    • The program will prompt you to answer a series of questions. Be prepared to answer questions such as:
    • The location of the incident(s)
    • Time(s) and date(s) of the incident(s)
    • Names and titles of involved individuals and/or witnesses
    • Information on whether you have made previous reports about your concerns
    • After you have made your report, ConfidenceLine will summarize it and forward it to the Queen’s University Safe Disclosure Officer
    • The Safe Disclosure Officer will go online, open the anonymous report file through ConfidenceLine, and use it to acknowledge receipt of your concern. This normally happens within two to three business days.
    • You can choose to access the anonymous report during this time using your User Name and password. You may be asked additional questions, and the additional details you provide may be critical to how and if the analysis and investigation of your report is continued.

     

  7. What if I'm the person who is the subject of an investigation?

    The procedure established by the Safe Disclosure Policy is in addition to, but does not replace or modify, either the responsibility of administrators and managers or existing University policies; nor does it limit the provisions of collective agreements entered into by the University and its employee groups. A person who is subject to an investigation (the Respondent) will be advised in writing of the nature and substance of the report, the scope of the investigation, and the need to retain all materials possibly relevant to the allegation until further notice.

  8. Will I have an opportunity to respond and to provide my perspective?

    The Respondent will be invited to respond by meeting with the investigator or by written submission. The Respondent may seek advice from the investigator regarding the information to be submitted and issues to be addressed, which may expedite or simplify the investigation or render further investigation unnecessary. All reasonable steps shall be taken by the University to protect the position, reputation, privacy and confidentiality of an innocent Respondent or a Respondent who commits an innocent violation (refer to Safe Disclosure Policy (s.2 Definitions) for additional information).
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Kingston, Ontario, Canada. K7L 3N6. 613.533.2000