Purpose and Rationale
Big Brothers Big Sisters of Peel York (BBBSPY) is committed to high standards of accountability. The purpose of this Policy is to provides an avenue for internal parties to report any concerns they may have about the activities covered by this policy and to be assured that they will be protected from retaliation for reporting their concerns in good faith
Scope and Definitions
This Policy applies to the following internal parties to BBBSPY:
- Employees (full-time, part-time, and contract) of the Federation
- Volunteers
- Mentees
- Donors
- Board members
- Independent contractors
- Program partners or sponsors.
Guiding Principles
The policy is guided by the following principles:
- Accountability: Responsible stewardship of leadership authority and organizational stability.
- Continuity of Leadership: Maintaining uninterrupted operations during leadership transitions.
- Transparency: Communicating clearly with staff, partners, and stakeholders.
- Preparedness: Ensuring leadership responsibilities are understood and transferable.
- Organizational Stability: Supporting staff and volunteers while maintaining stakeholder confidence.
Responsibilities
1. The Board of Directors of BBBSPY (Board) will:
a. Uphold accountability to due process and Policy;
b. Ensure decisions are guided by evidence, law, and organizational values, and;
c. Ensure process remains neutral and confidential, free from internal coercion or public pressure until investigations conclude.
2. Staff Leadership
Staff Leadership will maintain a transparent process for filing a whistleblower report, the investigation process, and communicating the results which is accessible on the website. The process will include the following elements:
a. All whistleblower reports will be taken seriously, reviewed, and investigated promptly and thoroughly.
b. Investigations will be conducted with discretion, fairly, and impartially. Confidentiality will be maintained to the extent possible.
c. A neutral third-party investigator may be engaged to ensure impartial review and to preserve trust.
d. Affected parties will be supported through [e.g., access to HR support, optional temporary leave].
e. All parties have been reminded of confidentiality expectations and respectful conduct pending investigation.
f. Findings will be documented and will undergo an appropriate investigation process if wrongdoing is confirmed.
g. All reports made by whistleblowers, as well as the results of investigations, will be safely documented and securely archived.
h. A summary of the findings and any corrective actions will be reported to the Board of Directors or an appointed subcommittee.
i. The whistleblower (if known) will be informed of the outcome, when possible and appropriate.
3. Concerns may include, but are not limited to:
- Fraudulent financial reporting
- Misappropriation of funds or resources
- Breach of confidentiality or data privacy
- Conflicts of interest or nepotism
- Abuse of authority or position
- Violation of legal or regulatory obligations
- Danger to the health, safety, or well-being of employees, Board members, and/or the general public
4. Protection from Retaliation
BBBSPY prohibits any form of retaliation against individuals who make a report in good faith. No individual who in good faith reports a concern under this Policy will suffer harassment, retaliation, or adverse consequences. Anyone found retaliating against a whistleblower will be subject to disciplinary action, up to and including termination of employment or removal from their role.
5. Report to the Board of Directors
Annually, all whistleblower reports will be reported to the Board.
6. Policy Review
This Governance Policy will be reviewed every 5 years or more frequently if required.