Albion Campus Conduct Hotline

March 27, 2006

In part of our efforts to proactively address concepts in the Sarbanes-Oxley legislation, we are pleased to announce a new service that was adopted after discussions with the Board of Trustees. It is called Campus Conduct Hotline©  and it is designed to minimize any apprehension you may have and make it possible for you to report concerns about illegal or unethical business practices, fraudulent accounting or bookkeeping, or waste of institution resources. The Campus Conduct Hotline© system is available for your use around the clock, seven days a week. Because the Hotline is operated by an independent organization, any calls made through this Hotline are completely confidential and anonymous. 

Using this new reporting service is easy. Simply dial toll-free to (866) 943-5787.

Once you have dialed the toll-free number, here is how the reporting and follow-up processes will work:

• Your call will be greeted promptly and courteously by a person who makes certain you understand the Campus Conduct Hotline© program and how it functions. If you prefer to make your report in a language other than English, just let the person who answers know and they will arrange for a translator to join your call within a few minutes.

• At the beginning of the interview, you will be provided with a five digit, randomly generated case number that you should use to check back for updates and requests for additional information. Be sure to write this number down and remember where you put it!

• You will then be interviewed about the question or concern that is on your mind. 

• Your interview will not be recorded.  Instead, the interviewer will be typing notes of your conversation. Whether or not you choose to provide your name is completely up to you.

• Within one business-day of your call, a summary of the interview will be forwarded to our institution. Our goal will be to have a basic response back to you in five business days.

• To receive your response, you will need to call back and provide the five digit case number that was assigned to you. At that time, you might be asked to provide additional information or to call back at a later date. You will be able to keep checking back for updates until your case is closed.

Because of the built-in confidentiality, it is important that you try to be as specific as possible about the information you provide. For example, we will need to know the name of the department or location that you are calling about. 

To repeat, at no time is any caller required to identify themselves and all information provided can be completely confidential and anonymous.

Please be sure to call back in five business days to check to see if any additional information is needed. If at any time you would like someone to contact you directly, you can leave your name, phone number and when you would prefer to be called.

We are committed to maintaining the highest ethical standards in our workplace. If you experience or observe what you believe is inappropriate behavior regarding business practices, accounting or bookkeeping, or use of institutional resources and are unsure what to do, I hope you will contact me or use the Campus Conduct Hotline© to report it.

Sincerely,

Troy D. VanAken, Ph.D.
Executive Vice President
tvanaken@albion.edu