Whistle Blowing Policy
Whistleblowing Policy YMCA of Singapore
A) Objectives of Policy The YMCA Whistle Blowing policy aims to provide an avenue for employees, members, volunteers, donors, vendors and those who engaged with the Association to raise concerns and offer reassurance that they will be protected from victimization for whistle blowing in good faith. Employees are often the first to realize that there may be irregularities within the Association. However, they may not express their concerns because they feel that by speaking up they would be disloyal to their colleagues. They may also fear harassment or victimization. In such cases, employees may feel that it is best to ignore the concern rather than report. Anyone who has concerns about suspected serious misconduct such as corruption, acts of fraud, theft and breach of laws and regulation that may adversely impact the Association may channel their concerns to the Audit and Risk Committee (ARC) via this policy.
B) Scope of Policy This policy is for persons employed or engaged with the Association for the purposes of the Association. This policy provides an avenue for YMCA employees in situations where there are concerns that the supervisor and/or management of the YMCA:
1. Is/are Involved directly or indirectly in the matter of concern; or
2. Will not be impartial in handling the matter. This policy covers issues where the following may be suspected:
1. Corruption;
2. Acts of fraud;
3. Theft and/misuse of the Association’s properties, assets or resources; or
4. Breach of laws.
Existing procedures are in place to enable the staff to lodge a grievance relating to his/her own employment, and in situations where the staff is able to bring his/her concerns directly to the Management of the Association as per the HR Handbook.
C) Confidentiality and Protection
1. Harassment or victimization The Association recognizes that the whistleblower’s decision to report a concern can be a difficult one to make. The Association will not tolerate harassment or victimization and will take action to protect the whistleblower when he/she raises a concern in good faith, even if it turns out that there are no violations.
2. Confidentiality During the investigation process, it may be necessary to reveal the source of the information and a statement by the whistleblower may be required as part of the investigation and evidence. However, the Association will do its utmost to protect the person’s identity if they do not want their name to be disclosed.
3. Anonymous Allegations This policy encourages individuals to put their name to any disclosures they make to facilitate the investigation process. Concerns expressed anonymously may be considered at the discretion of the Association. In exercising this discretion, the factors to be considered will include:
• The seriousness of the issues raised;
• The likelihood of confirming the allegation from attributable sources.
4. Untrue Allegations If the whistleblower makes an allegation in good faith, which is not confirmed by subsequent investigation, no action will be taken against that person. In making a disclosure, the whistleblower should exercise due care to ensure the accuracy of the information. If, however, the whistleblower makes malicious allegations, and particularly if he/she persists with making them even if the investigation does not support the assertions made, disciplinary or necessary action may be taken against that whistleblower of that untrue assertion. 5. Follow up While the purpose of this policy is to enable the Association to investigate possible malpractice and take appropriate steps to deal with it, the Association reserves the right to decide if it will disclose the actions it has taken for each case. Key
Reference: Whistle Blowing Policy and Procedures Issued by The Institute of Internal Auditors Singapore
Reporting Channels
YMCA Singapore’s whistleblowing email address ARCChair@ymca.org.sg
Whistle Blowing Process In matters relating to Fraud, Theft and/or breach of regulations, a whistle blower may raise a concern directly to YMCA’s Audit and Risk Committee (ARC). This email account will be accessed by the ARC Chairman and up to 2 other Committee Members who are also directors of the YMCA of Singapore. Upon investigation, the ARC will report the findings to the Board and other further channels, if necessary.
Established HR staff channels also exist for concerns not relating to the above, which are normally routed through the respective Division Heads or Head of Departments to the General Secretary & CEO. Should the whistle blower not be comfortable with the above channels due to the nature of the complaint, he/she can also go through the HOD, Human Resources Department to investigate the concern.
To enable YMCA Singapore to effectively investigate your concerns, the following information should be provided, where possible:
- Your contact information;
- Name(s) of person(s)/company(ies) involved;
- Your relationship with the reported person(s)/company(ies);
- Detailed description of the incident (including date, time, location, methods and action/ behaviour);
- Period of time the impropriety had been perpetuated;
- Has management been informed (if yes, please provide the notification date and contact information of the person notified);
- Physical evidence and any other information that may substantiate the incident.
For allegation of corrupt practices, please report to the Police or Corrupt Practices Investigation Bureau (CPIB) at 1800-376-0000.
We encourage whistleblowers to provide their names and contact numbers to facilitate investigations.