You Inform Frequently Asked Questions
What is fraud?
Fraud is deceit or trickery perpetrated for profit or to gain unfair or dishonest advantage. Occupational fraud is defined as the use of one’s occupation for personal gain through the deliberate misappropriation of assets.
What is misappropriation of assets?
Misappropriation of assets is defined as the intentional, illegal use of the property or funds of another person for one’s own use or other unauthorized purposes, particularly by a public official or by any person with a responsibility to care for and protect another’s assets.
How do I keep my identity anonymous?
The YOU>>inform web-based form allows the reporter to select keeping his or her identity anonymous. The reporter should make sure not to include in his or her report any information that could reveal his or her identity.
What should I do if I experience retaliation?
The College Employee Handbook includes a non-retaliation section. However, if retaliation is experienced, it should be reported to the immediate supervisor and/or to the next level supervisor following the chain of command. A person who experiences retaliation should also consult with the Human Resources Department (HR).
Why does Madison College need a reporting mechanism?
Management governs by policies and procedures. However, management does not have all the resources or the control tools to know or detect all potentially illegal activities across the College. You<<inform is a tool designed to encourage people who witness illegal activities of fraud, misappropriation of College assets, or noncompliance with laws and regulations, to help management know about these activities.
Even though Higher Educations Institutions (HEI) are not legally required to provide a reporting mechanism for their employees to report illegal activities, they implement this control tool as a best practice.
Will every filed report be investigated?
Only reports of illegal activities of fraud, misappropriation of College assets, and noncompliance with laws and regulations that are founded on reliable evidence will be investigated. Reports that are not founded on reliable evidence will not be investigated.
Are reports filed through YOU>>inform subject to open records act?
Reports filed through the YOU>>inform reporting mechanism will be treated like any other College public record in compliance with the Wisconsin Public Records Law and any other applicable federal and state laws and regulations.
What if someone files allegations against me that the investigation concludes are false. If someone else obtains these reports by filing an open record act request, wouldn’t that cause damage to my reputation?
If an allegation is internally investigated, and the investigation concludes that the allegation is not founded and the College will not pursue civil or criminal charges, this conclusion will be part of the records that will be released in compliance with the Wisconsin Public Records Law.
How will I know if the report I filed will be investigated?
The web-based form is not equipped with a feature to communicate with the reporter or to provide feedback, updates, ask questions, or seek additional information or documentations. Feedback could only be provided if requested by a reporter who reveals his or her identity to the Senior Internal Auditor.
Can I file a report using the internet or the telephone?
A reporter can use either the web-based form or the landline hotline from any location and at any time.
What kind of activities can I report using YOU>>inform?
YOU>>inform should only be used to report illegal activities of fraud, misappropriation of College assets, and noncompliance with laws and regulations that a reporter witnesses. These reports must be founded on reliable evidence.
What allegations should not be reported through the YOU>>inform?
You>>inform SHOULD NOT BE USED
- If the reporter is not 100% sure that what (s)he witnessed is real and could be supported by reliable evidence.
- To report personnel issues such as absenteeism, tardiness, conflict with other employees.
- To express personal opinion on College’s activities and personnel, political views, or feelings and emotions.
- To report matters that have been already addressed through different processes.
What if I witness an unethical but not illegal activity?
If in doubt, the first recommendation is to talk to the immediate supervisor about the witnessed activity. If the immediate supervisor is involved, the next higher level supervisor should be contacted, and so on following the chain of command up to the VP or cabinet member. An alternative is to consult with the Human Resources Department or the Office of Internal Audit for guidance.
How will reports be investigated?
The Senior Internal Auditor will evaluate the risks each report presents and make a determination as to whether there is evidence to review and/or investigate the allegation. All work done by the Senior Internal Auditor will result in some recommendations. If the internal investigation yields the possibility of civil or criminal risk to the college or administrative corrective actions, the Senior Internal Auditor will discuss the risk and the audit recommendation(s) with the President and/or any other College officers deemed necessary to decide on the next steps within the College’s existing legal, governance, and policy frameworks.