ConfidenceLine

ConfidenceLine

Confidence Line Logo

 

Mount Royal is a complex institution where faculties, institutes and departments work together to support teaching and learning informed by scholarship. We also share a commitment to the highest standards of honesty, integrity and respect as we conduct our work, as well as a dedication to safeguarding the public trust and the public resources granted to us.

Mount Royal’s Safe Disclosure Policy outlines the regular process to discreetly report concerns about professional or financial misconduct. This process is to report such concerns to your direct supervisor. Although they are not outlined in the policy, Mount Royal also has a variety of channels in place for addressing other specific concerns at the University, including the Diversity and Human Rights Office, the Concerning Behaviour on Campus Team and Human Resources

For situations where Mount Royal University faculty, staff and administrators feel uncomfortable using any of these regular channels, or if are unsure who to contact, Mount Royal has engaged the third-party hotline reporting service called ConfidenceLine.

ConfidenceLine is an alternate, anonymous reporting mechanism that is now available 24/7 online or by phone. It gives you access to an independent third party and ensures your anonymity should you need to report professional or financial misconduct. Offering employees an anonymous hotline is current best business practice at organizations across Canada, including a growing number of post-secondary institutions.

ConfidenceLine can be reached via telephone toll-free at 1 (800) 661-9675 or via the internet at www.mru.confidenceline.net.

Frequently asked questions

Click on any of the questions below or scroll down to learn more about ConfidenceLine and Mount Royal's policies.

How can I access ConfidenceLine?
ConfidenceLine is available 24 hours a day, seven days a week. You have two options for contacting ConfidenceLine:

Why has Mount Royal introduced this new hotline?
Mount Royal’s academic, 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, and to safeguard the public resources for which we are responsible. Policies are also in place to create a safe and healthy environment for students and employees.

As part of Mount Royal’s good management practice, these policies and procedures are systematically reviewed and updated. Recently, the University’s Fraud and Irregularity Policy (POL 845-1) and the Safe Disclosure Policy (POL 945-2) were revised, among others, and as part of those revisions, the ConfidenceLine hotline has been added to the Safe Disclosure Policy as an additional reporting mechanism.

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

Offering such a mechanism is standard best business practice, and organizations across Canada (including post-secondary institutions) already have or are implementing ConfidenceLine or similar hotlines.

Why has Mount Royal gone to a third party to provide this service?
Mount Royal chose this service because it provides all members of the campus community with access to an independent, third-party reporting mechanism that maintains confidentiality and provides the security of anonymity without fear of personal or professional reprisal.

Why was ConfidenceLine chosen as the provider of this hotline service?
Mount Royal’s Department of Finance, Planning & Risk Management researched three different Canadian firms as possible providers of this service. The department evaluated each firm for relevant experience, accessibility and ease of use, and chose the ConfidenceLine hotline based on the results of this evaluation.

Who owns ConfidenceLine?
ConfidenceLine is owned and operated by CKR Global [link to their website in online versions], which is Canada’s premier national provider of risk mitigation and investigation services. CKR Global’s call centres are located across Canada.

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.

Who can make reports through ConfidenceLine?
Employees are often in the best position to spot possible irregularities, and they have a responsibility for reporting their suspicions. Mount Royal faculty members, staff members and administrators can all use ConfidenceLine 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 Mount Royal; and from the general public.

What are the regular reporting channels at Mount Royal?
The regular reporting channel 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 Mount Royal policy and on the nature of your report. For example, in the event of perceived fraud or financial irregularities, the supervisor must immediately take that report to the Vice-President of Administrative Services.

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-President level, or
  • contact the Mount Royal association you belong to (either the Mount Royal Faculty Association or the Mount Royal Staff Association), 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 Mount Royal’s Human Rights Policy , you can contact the Diversity and Human Rights Office.
  • For perceived violations of the Code of Student Conduct, you can contact the Office of Student Conduct.
  • For perceived irregularities in research, you can contact the Office of Research.
  • For assistance with a variety of personal issues, Mount Royal’s Employee and Family Assistance Program offers services including counselling, care giver services, life planning assistance, smoking cessation programs and nutritional counselling.
  • For concerns about people who may harm themselves or others, contact the Concerning Behaviour on Campus Team (CBCT), which works to assist people in need. It focuses on preventing violence by identifying and evaluating behaviours on a case-by-case, confidential basis and then developing strategies for reducing and managing the risk of those behaviours escalating. CBCT is a confidential resource available to students, faculty and staff 24/7 and you can make reports online or by phone at 403.440.5900.
  • For a situation where there is an immediate danger to someone’s safety or health, call 911 and then call Security Services at 403.440.5900.

If you feel you cannot make a report through any of the above regular channels, ConfidenceLine is an alternate option available to you 24/7 (unless the situation involves an immediate danger to someone’s safety or health as noted above).

What can I report through established channels 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 Mount Royal’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, fasification or alteration or inappropriate destruction of any paper of electronic document such as cheques, reference letters, resumes, grant applications, time sheets, requisistions, 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.

How is my anonymity preserved when I use ConfidenceLine?
ConfidenceLine is intended to be an anonymous ethics reporting service so that Mont Royal faculty, staff and administrators can report matters of wrongdoing 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 the university will not trace or track the phone numbers or IP addresses of the reporting party.

Mount Royal has revised and expanded the Safe Disclosure Policy to protect people who make reports. In the event that the Designates of Mount Royal University who receive the ConfidenceLine reports become aware of identity of the reporting party, they and the University are committed to protecting that person from any negative consequences that may result from reporting a matter in good faith".

How are reports handled through ConfidenceLine?
After receiving a report, ConfidenceLine Administration transmits the anonymous report to designated Mount Royal personnel who are responsible for investigating specific areas as outlined in Section 4.2 of the Safe Disclosure Policy. ConfidenceLine will then serve as the communications vehicle for that designated Mount Royal representative to acknowledge receipt of your report, which normally happens within two to three business days, and to ask for any additional information..

The Fraud and Irregularity Policy outlines the process in place at Mount Royal for investigation of allegations of fraud and irregularity, and allegations of professional misconduct will be addressed with reference to the related University policies or guidelines.

What should I expect when I make a report 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 Mount Royal designate as outlined in Section 4.2 of the Safe Disclosure Policy.
  • The Mount Royal designate will contact ConfidenceLine within two to three business days to acknowledge receipt of the report.
  • The Mount Royal designate 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.

What happens when I make a report using the online ConfidenceLine option at www.mru.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 Mount Royal designate as outlined in Section 4.2 of the Safe Disclosure Policy.
  • The Mount Royal designate 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.

What if I'm the person who is the subject of an investigation?
Mount Royal is committed to conducting all investigations in a fair and balanced way, in accordance with the principles of procedural fairness and in compliance with the collective agreements and relevant policies.

Mount Royal’s revised Fraud and Irregularity Policy states that: “All staff involved in an investigation of suspected fraud or irregularity maintain their rights, privileges and protections afforded to them through the applicable University policies and collective agreements in place at the time the fraud or irregularity was committed.”

Section 3.2.4.4 of the policy also states that: “All employees suspected of fraud and/or irregularities are to be treated fairly and consistently and in compliance with the collective agreements. Employees suspected of fraudulent activities and/or irregularities have legal rights that must be respected.

What if I’m the person who is the subject of a report? Will I know that I am named, and will I have an opportunity to respond and give my perspective?
Mount Royal’s revised Fraud and Irregularity Policy states that: “All staff involved in an investigation of suspected fraud or irregularity maintain their rights, privileges and protections afforded to them through the applicable University policies and collective agreements in place at the time the fraud or irregularity was committed.”

Section 3.2.4.4 of the policy also states that: “All employees suspected of fraud and/or irregularities are to be treated fairly and consistently and in compliance with the collective agreements. Employees suspected of fraudulent activities and/or irregularities have legal rights that must be respected.”