Frequently Asked Questions about SpeakUp@Mines
Who can report?
ANYONE. Students, employees, faculty, volunteers, vendors, and any member of the Mines community can make a report, regardless if you are involved personally.
When can I make a report?
Reports can be made 24 hours a day/7 days a week, 365 days a year.
How can I make a report?
Various mechanisms are in place for reporting:
- Report to your direct supervisor, or academic advisor.
- Report to anyone in the chain of command (manager, department head, dean, director).
- Report to the Office of Internal Audit, Office of Compliance and Policy, Office of Title IX & Equity Compliance, and the Office of Human Resources.
- Anonymously report through the Convercent hotline. Use the channel you’re most comfortable with.
What do I report?
Provide as much specific, factual information as is available to be able to initiate an evaluation. This may include the date of occurrence, if it’s still occurring or is recurring, the parties involved (names, departments, etc.), and a description of the concern. Please refrain from obtaining evidence for which you do not have a right of access.
What happens after the report is provided?
Reports submitted through Convercent will be processed as promptly and discreetly as possible. Mines encourages you to return to the website within 7 days using the report key assigned by Convercent and your private password. Mines may have information for you or may need additional information to investigate the allegation. If you follow-up on a report, you will see an indication as to whether your reported matter is resolved, but due to confidentiality requirements, you will not necessarily be informed as to how the matter was resolved.
What should I do if I feel I’m being retaliated against?
Contact a trusted individual (supervisor, Director of Title IX and Equity Compliance) or the Director of Internal Audit immediately.
What behavior constitutes retaliation?
Retaliation may include intimidating, threatening, coercing, or discriminating against an individual in any way because of that individual’s complaint or participation. Retaliatory conduct can be explicit, or often times, more subtle (e.g., withholding a recommendation, unjustified negative evaluation, etc.).
Is the hotline really anonymous?
Mines uses a third-party, Convercent, who receives the information and transmits the anonymized details to Mines to investigate. There is an option to provide contact information if desired, but it’s not required. Anonymity may limit the ability to investigate the report, unless you log back in to respond to questions. The additional communication process is also anonymized and confidential.
What if I don’t have all the information?
Provide the factual information that you have. More details are best to be able to initiate an investigation, but do not investigate on your own.
What is the difference between whistle blowing and mandatory reporting?
Whistle blowing is exposing any kind of information or activity that is deemed illegal, dishonest, or not correct within the School that is either private or public. Mandatory reporting is an obligation to report if you become aware of a violation of sexual harassment or violence. The mandatory reporting requirement extends to anyone who becomes aware of a potential violation or violation.
There are various channels to report, how do I know the right one to use?
Do your best to determine the best channel to use based on the type of report you’re making. Regardless of the route used, the report will be directed to the appropriate individual. Alternatively, the Convercent hotline is used for any type of report.
Am I required to report if I become aware of something?
There is a mandatory requirement to report if you become aware of sexual harassment or sexual violence, regardless if you are involved. There is an ethical responsibility for any other type of concern to provide the information to be able to make positive changes to Mines.
What are the repercussions of reporting?
There aren’t repercussions for making reports in good faith with good intentions. Reporting allows the institution to address issues that are occurring. Even reports of non-compliance with policies or regulations may allow the institution to address internally, before severe fines and penalties are assessed by external agencies.
What if senior management is suspected of being involved? How do I know my report will not be intentionally stifled?
The process has been set up to be reviewed by internal audit who has direct access to the Finance and Audit Committee. This setup is intentional to allow the report to be independently investigated and provided to governance, as needed.
What external reporting mechanisms are available?
While the internal reporting channels are encouraged to help Mines take responsibility and make necessary changes to practices and procedures, the Colorado Office of the State Auditor (OSA) maintains a fraud reporting hotline through which citizens and state government employees can report concerns about fraud, waste, and abuse in higher education. OSA’s Fraud Reporting Hotline is at 303-869-3020 or email@example.com or online.