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Whistleblowing scheme at SDU

 The scheme can also be used by external persons as well as former employees, companies, partners or other authorities.

If as an employee or student at SDU, you have knowledge or a reasonable suspicion of serious matters, you should always first consider whether the problems can be solved by using the traditional channels - for example by contacting your immediate manager, your staff representative or your health and safety representative.

Watch a short video about the system here

 

 

FAQ

A functional mailbox is connected to this (sduwb@sdu.dk). Here you can ask questions about the whistleblowing scheme if your questions are not answered by the FAQ below.

The functional mailbox should not be used for reporting whistleblower cases.

faq-whistleblowerordningen

The purpose of the whistleblowing scheme is:

  • To increase the opportunities for employees, students, partners, external persons, companies, and authorities to comment on objectionable incidents at SDU without fear of negative consequences
  • To protect persons who submit information to the whistleblowing scheme
  • To detect significant errors and omissions and
  • To ensure openness and transparency in relation to any illegal acts, serious financial irregularities, academic misconduct and offensive behaviour at SDU by using this information constructively to improve, prevent and avoid this in the future in SDU's administration.

The whistleblowing schemes are a supplement to the direct and daily communication in the workplace about significant errors and unsatisfactory conditions, etc.

SDU's whistleblowing scheme will handle serious incidents, for example:

  • Criminal offenses, such as misuse of financial resources, theft, fraud, embezzlement, bribery, etc.
  • Serious or repeated violations of ethical rules in the research area - e.g. academic misconduct.
  • Serious or repeated significant violations of internal guidelines, e.g. on accounting instructions, purchasing policies, business trips, acceptance of gifts and financial reporting, etc.
  • Serious person-related conflicts in the workplace, e.g. serious harassment, including of a sexual nature.

Information can be submitted by all SDU's employees, students, external persons, companies, partners and authorities who may have knowledge of serious incidents.

You can submit information to the whistleblowing scheme via this link https://sdu.whistleblowernetwork.net/frontpage

It is important that you describe all the facts as detailed as possible.
Please document the conditions on which you give information to the extent possible. When you submit information via the whistleblower portal, the template allows you to attach documentation in digital form. Facts and any documentation provide the best opportunities to investigate the incident that you are submitting information on.

Information on violations of less significant internal guidelines on sickness absence, smoking, alcohol, clothing, use of office supplies, etc., are not covered by the scheme. In these cases, you can typically contact your manager.

Information on minor person-related conflicts at SDU are not covered by the scheme either. In these cases, you can typically contact your manager, your health and safety representative or your staff representative.

Information on teaching or exam irregularities (e.g. knowledge of cheating). In these cases, you can typically contact your head of study/study administration.

The operational task is organisationally anchored in the Controller Department, Financial Service, who will involve the Rector's Office, Human Resource Service and SDU Student Services, depending on the nature of the case. If reports of serious incidents are received, the Rectorate will be informed immediately.

Yes. You can submit information anonymously to the whistleblowing scheme. If you want to be anonymous, do not provide your name or other personally identifiable information such as address or phone number. It is possible to communicate anonymously between the whistleblower and SDU via the whistleblower portal in connection with handling the case. In this way, SDU´s case handler can, among other things, ask supplementary questions to the whistleblower without knowing his or her identity. Thereby it is also ensured that the case is sufficiently clarified for it to be processed.

To ensure that you are anonymous, please note the following:

  • If possible, do not report from a PC provided by your employer.
  • Do not use a PC that is connected to SDU's network/intranet.
  • Access the reporting system directly by copying or typing the URL address into an internet browser instead of clicking on a link.
  • Do not write your own personal information.

Upon reporting in the whistleblower portal, the whistleblower will immediately receive an auto-reply, which confirms receipt of the report.

As a rule, persons who submit information to the whistleblowing scheme will be informed of the processing of the case within three months after the report. However, in certain cases, informing the whistleblower may be limited by rules on confidentiality, etc. In special cases, e.g. in the case of complex reports, the deadline for informing the whistleblower may be extended to six months.

The general rules of administrative law apply. Reporting to the whistleblowing scheme will not in itself result in the whistleblower becoming a party to a case including obtaining the general rights of parties (e.g. a party's right to be consulted, be informed of grounds, be given access to documents, and potentially file a complaint). However, there may be cases where a whistleblower will have status as a party in a case that the report relates to or gives rise to.

According to current rules, it may be possible to get access to the name of the person who submitted the information if the report has not been submitted anonymously. The persons to whom the information relates may, for example, have the right to know who submitted the information.

Persons who submit reports to the whistleblowing scheme are protected from negative consequences associated with a report submitted in good faith. An assessment as to whether a report has been submitted in good faith will include assessing whether the reporting person had reasonable cause to believe that the reported information was correct at the time of the report and that the reported information fell within the scope of the whistleblowing scheme.

If an employee uses the whistleblowing scheme within the framework of the scheme, it cannot in itself lead to dismissal or other forms of direct or indirect sanctioning, such as a change in the employee's work area or that the employee is not considered in connection with the allocation of bonuses.

However, there may be cases where the consequences of an employee legally using his or her right to report are of such a serious nature that it may form the basis for the management to make reasoned use of the aforementioned reactions towards the employee.

If as an employee, you experience being met with negative management reactions because you have used the whistleblowing scheme, you can contact the WB team, your staff representative or your trade union.

When handling the case, the rules in the Public Administration Act, the Access to Public Administration Files Act and the data protection legislation apply.

The person to whom the information relates will normally be notified if information about that person has been submitted, and he or she will be involved in the process if the case is under active consideration. In this connection, the person in question has the right to ask for incorrect information to be corrected.

The reporting system works best in the browsers Microsoft Edge and Google Chrome. Please be aware that your computer needs to the newest edition of Microsoft Edge.

Report here

Last Updated 03.02.2021