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The Audit Committee
has established the following procedures for the managers, employees,
former employees and vendors of "Your Company" to confidentially
submit concerns regarding questionable accounting or auditing practices.
TeleSentry LLC has been contracted by "Your Company" to manage and
staff a toll free number that will specifically be used to process
employee concerns with the companies Code of Conduct. TeleSentry
will employ various technologies and industry accepted practices
to ensure the anonymity of each caller. TeleSentry LLC is not nor
will it provide any services to "Your Company" other than those
services specifically related to managing these confidential reporting
communication channels.
- PROCEDURES
- "Your Company"
with the assistance of TeleSentry LLC will maintain an anonymous
24/7 toll-free telephone number to serve as 'Your Company's"
Hotline.
- The Hotline
number is (___ ___ ____).
- Your Company's
Hotline will be staffed 24/7.
- Your Compliance
Officer or designee will review TeleSentry's call in-take
process and add any specific questions.
- Company
designed personnel will receive reports via email.
- TeleSentry
will makes its best efforts to preserve the anonymity of each
caller.
- Each caller will be advised
that hey have reached an anonymous reporting hotline for
Code of Conduct concerns.
- All calls will be assigned
a unique personal identification number (protected password).
The caller will be given this number and advised to call
back if they have questions, additional information, or
if they are inquiring about the status of an investigation.
- Each caller will be assured
that 'Your Company" will not tolerate any retaliation against
the caller.
- All information
given by the caller will be reported to the company. If
the caller is fearful that an investigation of the information
provided would reveal his/her identity that information
will be included in the report.
- DOCUMENTATION
- Hotline calls
will be documented in a hotline log and the hotline report.
The report and log will contain information on the allegation,
status of review and resolution.
- A TeleSentry
call summary form will be completed for each call.
- Each form
will be filled out completely and as accurately as possible.
- Each form
will contain a unique identification number assigned to
each call.
- The date
and time will appear on each form.
- Name, location
and phone number of caller (if caller does not wish to remain
anonymous.)
- Nature
of call.
- Description/summary
of callers concern in third person.
- Are follow-up
actions required? If yes, what?
- Each completed
form will be reviewed by a TeleSentry supervisor for clarity
and thoroughness and forwarded to the designated recipient
at "Your Company".
- TeleSentry's
Hotline staff will be trained in new compliance developments.
- A caller
may call to retrieve replies or add additional information.
- The
caller will be requested to provide their personal identification
code assigned during the first call.
- The
Company will provided an email response tool to respond
to the caller and/or ask questions.
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