Introduction

Queen’s University seeks to promote a culture of honesty, transparency, and accountability, maintaining high ethical standards in all its activities. The University recognizes that good-faith reporting of potential fraud and financial misconduct is a necessary and valuable service to the University and all of its members.

Individuals are encouraged to report potential fraud or financial misconduct through existing University channels or via ConfidenceLine. Queen’s University has selected ConfidenceLine as its authorized external service provider for the purpose of reporting potential fraud or financial misconduct. This service is open to all members of the Queen’s University community. The ConfidenceLine e-Web reporting system offers a secure, state of the art, web reporting communications process that allows for direct and confidential communication between you and Queen’s University.

Queen’s University Fraud Policy and, Fraud Reporting and Response Procedures

The Fraud Policy provides guidance to Members of the University Community on how to report suspected or known Fraud, and to establish a fair, impartial and competent investigation process to deal with those reports. This policy and its related procedures should be used for all matters related to potential fraud or financial misconduct as defined in the Fraud Policy:

https://www.queensu.ca/secretariat/fraud-policy

Instructions

To submit a report, simply press the "Continue" on the log-in screen. The system will provide you with a User Name and you will be asked to create a Password for the purpose of receiving communication on this report and/or to update information on your file. Once you have entered the ConfidenceLine e-Web application some preliminary instructions will be provided, please read these carefully. You will find a series of screens that include questions and information particular to your concern. You may skip over questions that do not apply, and at the end of the process you will be given an opportunity to edit the final report before it is sent by you and received by the Designate at Queen’s University.

You will be given an opportunity at the end of the program to edit any information that has been entered. Please make any changes at that time.

For security purposes, there is a sixty minute inactivity time limit built in to this web application. If there is a period of inactivity for more than sixty minutes, the system will cancel your access to the program. Should this occur, please start the process from the beginning.

Once you are completely satisfied with your report, you will be asked to press a "Send Report" button that will send your confidential electronic report to the approved Designate at Queen’s University.

The Designate responsible for receiving and managing your report is Joseph Choi, Director of Internal Audit at Queen’s University. For more information on Queen’s University Fraud Policy and, Fraud Reporting and Response Procedures responsible for the receipt and management of these reports, please refer to https://www.queensu.ca/internalaudit/

If the Designate is listed or involved in your issue or concern, please contact 1-800-661-9675 to file your report. The call centre processes will ensure that the report is not forwarded to any individuals who may be implicated. Remember to write down the User Name and Password provided so you can log back in to obtain an update or reply to your submission.

If you would like to see Queen’s University’s response to your submission, simply log back into the website and enter your User Name and Password. You will be given an opportunity to update the file by entering communication directly over the internet that will be reviewed by the Designate. Type your message in the Communications Message Field and press the "Send Communications" button. An email alert will be sent by the program to the Designate who will log in and see your comments.

Contact Confidence Line

An alternate way to submit a report is to call ConfidenceLine at 1-800-661-9675. Call Agents are available 24 hours a day to assist you. You may also call this number if you have any questions regarding the ConfidenceLine service.

The program includes a mechanism for you to upload any documentation or evidence that you would like to forward with regard to this report. You may also forward documentation to ConfidenceLine Administration who will manage the upload for you. You may do so in a confidential manner as follows:

Documents, memos, pictures, emails, or any other supporting material in hard copy can be forwarded:

• By Fax: 1-800-515-1706
• By Mail: #202 – 8333 Eastlake Drive, Burnaby, BC V5A 4W2
• By email: confidenceline@xpera.ca

Please ensure your documents are marked "Confidential" and include your User Name that is provided by this program on the documentation. Your documents cannot be uploaded to the file unless your User Name is included. ConfidenceLine will remove any identifiers that may jeopardize your anonymity prior to uploading your submitted materials for the Designate to review.