Commonly Asked Questions
ABOUT THE EthicsPoint® SYSTEM
Reporting – General
Reporting Security & Confidentiality
ABOUT THE ETHICSPOINT® SYSTEM
What is the EthicsPoint® system?
EthicsPoint is a confidential reporting tool that allows team members to report fraud, abuse and other misconduct in the workplace.
Why do we need a system like EthicsPoint?
At #1 Cochran, we believe that our team members are our most important asset. By creating open channels of communication, we can promote a positive work environment and maximize productivity.
Reporting – General
What type of issues should I report?
EthicsPoint is a communication tool for sharing information that addresses incidents of financial, accounting misconduct or fraud, theft, harassment in the workplace, discrimination, conflicts of interest and or any other workplace related concerns.
If I see a violation, should I report it to my manager or HR and let them handle it?
You certainly can, and there are several good reasons why you should use EthicsPoint as well. First, EthicsPoint ensures that your report gets to the appropriate people. That may or may not happen if you simply report something to your supervisor, especially when dealing with issues not under his/her control.
In addition, reports can be filed anonymously and all report information is secure and held in the strictest confidence.
Why should I report what I know? What’s in it for me?
We all have the right to work in a positive environment. With that right comes the responsibility of acting with integrity and in an ethical manner and letting the appropriate people know if someone is not acting appropriately. By working together, we can maintain a healthy and productive environment.
Where do these reports go? Who can access them?
Reports are entered directly to a secure, third party server to prevent any possible breach in security. The reports are only available to specific individuals at #1 Cochran who are charged with evaluating the report. These individuals have had training in keeping these reports in the utmost confidence.
What if my boss or other managers are involved in a violation? Won’t they get the report and start a cover-up?
The system and report distribution protocols are designed so that implicated parties are not notified about or granted access to reports in which they have been named.
What if I remember something about the incident after I file the report?
When you file a report, you will receive a unique report key and asked to enter a password. With the report key and your password, you can return to the system at any time, by phone or Internet, and access the original report and add more details.
What if you have questions for me concerning my report?
The system enables the company representative who reviewed your report to post questions for you, even if you report anonymously. Follow-up questions are usually posted within 5-6 business days.
Are these follow-ups on reports as secure as the first one?
Yes. All correspondence is held in the same confidence as the initial report. You can continue to remain anonymous, if you so choose and where permitted by local law.
REPORTING SECURITY & CONFIDENTIALITY
Can I file a report from home and still remain anonymous?
A report from home, a friend’s computer, or any Internet portal will remain secure and anonymous, where permitted by local laws. An Internet portal never identifies a visitor by screen name and the EthicsPoint system strips away identifying information, such as an IP address, so that anonymity is maintained. Also, the EthicsPoint administrators are contractually committed not to pursue a reporter’s identity.
Is the telephone toll-free hotline also confidential and anonymous?
Yes – so long as anonymous reporting is permitted by local laws. You will be asked to provide the same information you would provide in an Internet-based report. A third-party interviewer will type your responses directly into the EthicsPoint secure environment. Hotline-based reports have the same security and confidentiality measures applied to them during delivery as Internet-based reports.
What if I want to be identified with my report?
There is a section in the report where you may identify yourself, if you wish.