About Alert Line
Return to topWhat is the Alert Line?
Jefferson’s Alert Line is a secure and confidential reporting tool, supported by an external vendor (NAVEX) that enables management and employees to work together to address fraud, inappropriate behavior, and misconduct in the workplace while cultivating an ethical work environment.
Why do we need a system like the Alert Line?
Our employees are our most important asset. By creating open channels of communication, we promote a positive work environment and maximize productivity.
An effective reporting system augments Jefferson’s efforts to foster a culture of integrity and ethical decision-making.
Reporting – General
Return to topMay I report using either the Phone, Internet or mobile app?
Yes. The Alert Line enables you to file a confidential, anonymous report via either the telephone or the Internet.
What types of situations should I report?
The Alert Line system allows employees to report any actual or suspected violation of our Code of Conduct, or other concerns you may have.
If I see a violation, shouldn't I just report it to my manager, security, or human resources and let them deal with it?
When you observe some behavior that you believe violates our Code of Conduct, we expect you to report it. We encourage you to bring all concerns forward to your direct supervisor, higher level department manager, or your Human Resources Business Partner or leader. 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 partnered with NAVEX. We would rather you report your concerns than keep the information to yourself.
Why should I report what I know? What’s in it for me?
We all have the right to work in a positive environment and 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 and a culture of compliance.
Does management really want me to report?
We certainly do. In fact, we need you to report. You know what is going on at Jefferson . You may have initial knowledge of an activity that may be cause for concern. Your reporting can minimize the potential negative impact on Jefferson and our people. Also, offering positive input may help identify issues that can improve our culture and performance.
Where do these reports go? Who can access them?
Reports are entered directly onto the Alert Line secure server. NAVEX makes these reports available only to specific individuals within our Enterprise Corporate Compliance team who are entrusted with the responsibility of evaluating the report, based on the type of violation and location of the incident. Each of these report recipients has had training to ensure that all reports are handled properly.
Isn’t this system just an example of someone watching over me?
No. The Alert Line is a positive aspect of our overall philosophy that allows Jefferson 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
Return to topI understand that any report I send from a Jefferson computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the report originator?
NAVEX does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to the Alert Line 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 your personal device) through the Alert Line secure website.
Can I file a report from home and still remain anonymous?
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 Alert Line system strips away Internet addresses so that anonymity is totally maintained.
I am concerned that the information I provide via the Alert Line will ultimately reveal my identity. How can you assure me that will not happen?
The Alert Line system 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 Alert Line Web site. These reports have the same security and confidentiality measures applied to them during delivery.
What if I want to be identified with my report?
There is a section in the report to identify yourself. Obtaining as much information as possible will help address the concerns raised or questions asked when you contact the Alert Line.
Tips & Best Practices
Return to topI am aware of some individuals acting unethically, but it doesn't affect me. Why should I bother reporting it?
Jefferson promotes ethical behavior. All unethical conduct, at any level, ultimately hurts Jefferson, the community we serve, and all employees, 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, it is your duty to report it.
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. NAVEX 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 leader or other managers are involved in a violation? Won’t they get the report and start a cover-up?
The Alert Line system and report distribution mechanisms ensure that implicated parties are not notified or granted access to reports in which they have been named.
What if I remember something important about the incident after I file the report? Or what if Jefferson has further questions for me concerning my report?
When you file a report at the Alert Line Web site or through the Alert Line Call Center, you receive a unique, randomized number called a “Report Key” and are asked to choose a password. You can return to the Alert Line system again either by Internet or telephone and access the original report to add more detail or answer questions posed by a company representative. We strongly suggest that you return to the site in the time specified to answer any questions presented by the compliance team.
Are these follow-ups on reports as secure as the first one?
All Alert Line correspondences are held in the same strict confidence as the initial report, continuing under the umbrella of anonymity.
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?
If you don’t have access to or are uncomfortable using a computer, you can call the Alert Line toll-free hotline, which is available 24 hours a day, 365 days a year.