About Speak-Up
Reporting – General
Reporting Security & Confidentiality
Tips & Best Practices
About Speak-Up
What is the Speak-Up Portal?
The Speak-Up Portal is a confidential reporting tool that you can use to raise any concerns you have about a potential improper, unethical or illegal situation at Rocket Software.
Why do we need Speak-Up?
- At Rocket Software we are deeply committed to our core values, and more broadly, to high moral and ethical standards in how our business operates.
- If there are instances where something wrong may be happening at Rocket Software, we want to hear about it, investigate it, and if needed address concerns that are raised.
- An effective reporting system is critical to foster a culture of integrity and ethical decision-making and promote a positive and safe work environment.
Reporting – General
May I report using either the Internet or the telephone?
Yes. The Speak-Up Portal enables you to file a confidential, anonymous report via internet (mobile device or desktop) or telephone.
What types of situations should I report?
The Speak-Up Portal is designed to allow you to report concerns about potential violation of our Code of Conduct, our policies, and the law or any situation you believe is not aligned with our Core Values.
If I see a violation, shouldn't I just report it to my Manager, Legal, or The People Team and let them deal with it?
When you observe some behavior that you believe violates our Code of Conduct, we hope that you report it. You always have the option to bring any concerns forward to your direct manager or other member of our management team. We recognize, however, that there may be circumstances when you are not comfortable reporting the issue in this manner. It is for such circumstances that we have created the Speak-Up Portal where you have the option to report anonymously should you wish to do so. We would rather you report anonymously than keep the information to yourself.
Why should I report what I know? What’s in it for me?
We all have an obligation to speak up. It is the right thing to do and allows us to quickly address potential issues. We all have the right to work in a positive environment. With that right comes the responsibility of acting 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. Maintaining a strong culture of compliance and integrity is essential to Rocket Software’s success.
Does management really want me to report?
We certainly do. In fact, we need you to report. You know what is going on in our company - both good and bad. You may have initial knowledge of an activity that may be cause for concern. It is critical that we identify an issue early and respond to it promptly and effectively. Your reporting can minimize the potential negative impact on Rocket Software and our Rocketeers. Also, sharing your concerns may help identify issues that can improve our corporate culture and performance.
Where do these reports go? Who can access them?
Reports are entered directly on the Speak-Up Portal’s secure server and are made available only to specific individuals within the company who are charged with evaluating the report, based on the type of violation and location of the incident. Each of these report recipients has had training in keeping these reports in the utmost confidence. And there are safeguards to ensure that no one who was involved in the incident will be involved in, or even aware of, the report. If you report by phone, the initial interviewer will be a non-Rocketeer who is well-trained to capture your concern, and absolutely required to preserve your anonymity if you wish, in the report that goes to the Rocket Software team.
Isn’t this system just an example of someone watching over me?
No. The Speak-Up Portal is a voluntarily used tool, and a positive aspect of our overall philosophy that allows us to ensure a safe, secure and ethical workplace. You are encouraged to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern. Effective communication is critical in today’s workplace, and this is a great tool to enhance that communication.
We have carefully chosen the best reporting tool to meet our compliance obligations while maintaining a positive reporting environment.
Reporting Security & Confidentiality
It is my understanding that any report I send from a company computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the report originator?
Speak-Up goes to a separate and independent platform that does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to the Speak-Up Portal is available.
If you feel uncomfortable making a report on your work PC, you have the option of using a PC outside our work environment (such as one located at an Internet café or at a friend’s house) through the Speak-Up Portal’s secure website.
Can I file a report from home and still remain anonymous?
Yes, a report from home, a neighbor’s computer, or any Internet portal will remain secure and anonymous. An Internet portal never identifies a visitor by screen name and the Speak-Up Portal strips away Internet addresses so that anonymity is totally maintained.
I am concerned that the information I provide the Speak-Up Portal will ultimately reveal my identity. How can you assure me that will not happen?
The Speak-Up Portal protects your anonymity. However, if you wish to remain anonymous, you - as a reporting party - need to ensure that the body of the report does not reveal your identity by accident. For example, “From my cube next to Jan Smith…” or “In my 33 years…”.
Is the telephone toll-free hot line confidential and anonymous too?
Yes. You will be asked to provide the same information that you would provide in an Internet-based report and an interviewer will type your responses into the Speak-Up Portal. These reports have the same security and confidentiality measures applied to them during delivery. In addition, if you report a concern via the telephone, you can do so in your native language.
What if I want to be identified with my report?
There is a section in the report to identify yourself, if you wish.
Tips & Best Practices
I am aware of some individuals acting unethically, but it doesn't affect me. Why should I bother reporting it?
Rocket Software promotes ethical behavior. All unethical conduct, at any level, ultimately hurts the company and all Rocketeers, including you. You only have to consider what happened in recent corporate scandals to see the disastrous effects that a lapse in ethics can have on an otherwise healthy company. If you know of any incidents of misconduct or ethical violations, speak up and report it. It is our shared responsibility to make Rocket Software the best place to work.
I am not sure if what I have observed or heard is a violation of company policy, or involves unethical conduct, but it just does not look right to me. What should I do?
File a report. The Speak-Up Portal can help you prepare and file your report so it can be properly understood. We'd rather you report a situation that turns out to be harmless than let possible unethical behavior go unchecked.
What if my boss or other managers are involved in a violation? Won’t they get the report and start a cover-up?
The Speak-Up Portal and report distribution ensures that implicated parties are not notified or granted access to reports in which they have been named. Regardless of whether it is your direct manager, a manager from another department or ELT, they will not have access to the report.
What if I remember something important about the incident after I file the report? Or what if the company has further questions for me concerning my report?
When you file a report, you will receive a unique report key and be 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.
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. If you filed an anonymous report, you may remain anonymous.
What if I lose my Report Key or forget the Password I created?
To ensure that security and confidentiality is maintained, if you lose your report key or password, you will need to file a new report. Mention in the new report that it is related to a report or question you previously submitted.
Can I still file a report if I don’t have access to the Internet?
You can file a Speak-Up report from any computer that can access the Internet. You can file from home. Many public locations, including the public library, have Internet computers. If you don’t have access to or are uncomfortable using a computer, you can call the Speak-Up toll-free hotline, which is available 24 hours a day, 365 days a year.