What is HR Hotline?
Where does HR Hotline operate?
What types of workplaces does HR Hotline serve?
Is HR Hotline independent?
How does HR Hotline work?
When is a complaint serious enough to report?
Will my report be kept confidential?
Do all complaints result in disciplinary action?
How does HR Hotline benefit employees?
How does HR Hotline benefit employers?
How do people learn about HR Hotline?
Why is independent complaint reporting important?

Q: What is HR Hotline?

HR Hotline is a complaint reporting service designed to allow people to report concerns about harassment, discrimination, fraud, unsafe conditions and misconduct in workplaces. HR Hotline has helped employers and employees report and resolve disputes since 1999.

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Q: Where does HR Hotline operate?

HR Hotline is in operation around the world, both on the Internet and through a constantly-expanding network of toll-free telephone numbers. HR Hotline currently has toll-free telephone access in these countries and territories:

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Q: What types of workplaces does HR Hotline serve?

HR Hotline takes and forwards complaints about most public corporations, private companies, not-for-profit and non-profit organizations and associations. It does not take complaints for hospitals and healthcare-related organizations, and a very limited number of other organizations that are covered by specialized reporting systems.

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Q: Is HR Hotline independent?

Yes! HR Hotline is not owned by or affiliated with any of the organizations with which services are contracted. HR Hotline is an independent, unbiased provider of complaint reporting services, and the independent nature of the service is clearly spelled out in client contracts.

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Q: How does HR Hotline work?

An employee, vendor, customer or other person may report a complaint to HR Hotline by using the forms available on this web site, or by using the telephone. Whether on the web site or by telephone, prompts for information are clear and easy to understand.

Once information has been submitted, a tracking number is assigned and the report is transcribed and stored. The appropriate person(s) at the company or organization that is the subject of the report are then notified, and the report sent, within one business day.

It is then the responsibility of the company or organization to take prompt and appropriate action with regard to the complaint. Regardless of the employer's response, the HR Hotline maintains clear documentation of the complaint that was made.

HR Hotline also provides monthly and annual reports of complaint activity, or complaint-free periods, to the companies and organizations with which services are contracted.

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Q: When is a complaint serious enough to report?

A complaint is serious enough to report when you think it is. HR Hotline does not screen reports for relevance. The report is simply taken and the promptly forwarded for action by the employer.

All complaints must be reported so that they may be documented and made available to the employer. Complaints must be reported regardless of type or the perceived seriousness of the misconduct, and no matter who may be implicated.

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Q: Will my report be kept confidential?

All complaint reports are addressed with the utmost discretion. However, there may be times when the employer must disclose some or all of the information it receives from HR Hotline, in order to fully investigate a complaint or to fashion a proper remedy. You control whether to report anonymously or provide identifying information. You should understand, however, that you may compromise the ability to investigate and remedy the problem by not supplying identifying information. Also, in some cases, you may compromise your legal position by not supplying full information.

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Q: Do all complaints result in serious action?

Not all complaints that are reported will require lengthy investigation or serious disciplinary action. Some matters that are reported may turn out to be simple misunderstandings. It is hoped that large problems may be avoided by reporting and addressing matters soon after they occur.

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How does HR Hotline benefit employees?

HR Hotline is independent of any company or organization that may be reported; and is available around the clock and around the world.

Employees benefit because they have an openly accessible way to report concerns immediately. Complaints are received and documented soon after the problem has arisen, forwarded promptly, and cannot be swept under the rug. Problems can then be addressed and resolved, and the workplace returned to normal.

Encouraging the use of HR Hotline, when necessary, fosters open communication, trust and good will, and makes a workplace better for employees and employers alike.

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How does HR Hotline benefit employers?

HR Hotline acts as an objective intermediary to receive and document complaints. It is fast, thorough and cost-effective.

Employers benefit because they are given the opportunity to promptly correct problems before they become big problems that can result in legal proceedings, criminal penalties and punitive damages. In cases of harassment and discrimination, future litigation by employees may even be barred if the employer is not given timely notice of an incident when it first occurs.

Employers also benefit by creating a more open, productive work environment; by serving notice both inside and outside the company or organization of a commitment to ethical conduct; by avoiding the possibility of having their reporting capabilities called into question; and by reductions in risk and associated costs.

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Q: How do people learn about HR Hotline?

The employer's human resources department will provide training to all new employees as part of the orientation program. Existing employees will be notified of HR Hotline through:

• In-service training
• Issuance of new policy
• Notices posted in the workplace making employees aware of the service, and their responsibility to reports inappropriate behavior and activities

Employees must be made aware that use of the service is mandatory whenever a person believes s/he has been the victim of harassment, discrimination or other misconduct, or has been witness to same.

Employees are also instructed to reports complaints as soon as possible, and that they may be made 24 hours day, 7 days a week, through this web site or by telephone.

Vendors, customers and other outside contacts may be notified of the service by written notices, email or telephone; and by postings of policy within those areas that people from outside the company or organization frequent.

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Q: Why is independent complaint reporting important?

The Sarbanes-Oxley Act of 2002 requires that publicly-traded companies have reliable complaint reporting systems – not subject to management control – that allow reports of financial misconduct to be reported directly to audit committees of company boards. Companies that fail to adopt suitable complaint reporting systems face de-listing.

The passage of the Sarbanes-Oxley Act will also exert a strong influence on the government agencies that supervise corporations to require that even privately-owned companies develop and implement third-party complaint reporting systems.

Other federal laws have required companies to maintain effective systems to prevent, detect and report criminal conduct since 1991. Although the courts have appreciated that criminal conduct is committed by individuals, the courts have not hesitated to find companies vicariously liable for individual misconduct. Culpability of a company is general determined by the steps the company takes prior to the offense to prevent and detect criminal conduct; the level and extent of involvement in or tolerance of the offense by certain senior personnel; and the company’s actions after an offense has been committed.

Finally, in cases of harassment and discrimination, United States Supreme Court cases issued in 1998 changed the paradigm for resolving employment disputes. All parties are encouraged to deal with problems of harassment and discrimination as soon as they occur. While these cases made it easier to establish liability, employers, in many instances, are protected from liability and large punitive damage awards if they act to prevent discrimination before it occurs or are responsive to complaints when they are made. The courts have placed a clear premium on having in place a clear, easy-to-use complaint reporting system. Employers must also promptly investigate and take appropriate action in response to legitimate complaints. The court cases make documentation of complaint reporting critically important. In this regard, HR Hotline serves as your record keeper and cusotdian of records for depositions and trial, as may be necessary.

Only an independent, third-party complaint reporting system such as HR Hotline can satisfy all the needs of employees, employers and governmental oversight.

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