Q. What type of situations should be reported to the Helpline?
A. Calls to the Helpline should be made in good faith and to report suspected compliance violations of any federal or state laws, Regents' Rules and UTEP policies or procedures. A few examples of typical calls are as follows:
- Misuse of University resources
- Suspected embezzlement or theft
- Questionable accounting or auditing matters
- Severe weaknesses in accounting or internal controls that could result in fraud
- Time or expense abuses
- Conflicts of interest
- Environmental and safety issues
- Computer security violations
This list is not all-inclusive; any issue that appears to be in violation of the laws, regulations and policies should be reported.
Q. What if I only suspect something is wrong?
A. Most instances of fraud and abuse are discovered through tips from honest people who are not sure of all the facts. This type of call is encouraged as well as acceptable. The Helpline will take the information you provide and forward it immediately to the Office of Institutional Compliance for further investigation.
Q. Are all calls to the Helpline accepted?
A. All calls are accepted by the Helpline and reported to UTEP's Office of Institutional Compliance. However, for emergency assistance, please call 911.
Q. How does the Helpline work?
A. The Helpline is a resource available to UTEP employees 24 hours a day, 365 days a year. UTEP contracts with a private company, The Network, Inc., to provide helpline services that is staffed with specially trained personnel to interview callers to the helpline and is available in Spanish. UTEP employees do not answer calls. When you call the Helpline, you will be asked to describe the suspected compliance problem in as much detail as possible. You do not need to tell them who you are. Upon completion of your call, the interviewer will promptly relay the information to the Office of Institutional Compliance.
Q. What happens when I call the Helpline?
A. You are greeted by a friendly interviewer who will document your concern in detail. You don’t have to give your name and your call is not recorded. The interviewer assigns you a reference number and asks you to make one call back. The information is relayed to the Office of Institutional Compliance at UTEP who, in consultation with relevant UTEP offices, determines the appropriate handling of the issue. Using the reference number and scheduled call back date given to you by the interviewer, you call for a follow-up. You may be asked additional questions or asked to provide additional information.
That’s all it takes to speak up. In just a few minutes, you’ve done your part to make UTEP a better place to work.
Q. Am I required to identify myself?
A. No. You do not have to reveal your identity to call the Helpline. Calls are not traced and are not recorded. No one will know you called unless you willingly identify yourself during the call. Information you provide shall be treated as confidential and privileged to the extent permitted by law.
Q. Can the call be traced back to me?
A. The Helpline does not record calls and does not have ID capabilities.
Q. How do I know my call is being investigated?
A. UTEP is committed to promptly investigating all reports of unethical or inappropriate activity. When an issue is reported to the Helpline, the specific action taken will depend on the nature and severity of the violation. Callers can be assured that compliance related reports will be investigated, however, in order to maintain confidentiality and anonymity of all parties involved you may not be aware that an investigation has taken place. On the call back date, callers will be provided with a brief message informing them whether an investigation is underway or asking them for additional information.
Q. What legal protection do I have when I call?
A. UTEP's policy, in accordance with State law, prohibits retalitation against employees who, in good faith, report issues or events of non-compliance. For more information, please refer to UTS 131 - Protection from Retaliation for Reporting Suspected Wrongdoing.