WHISTLEBLOWER GOVERNANCE POLICY

  1. Purpose and Rationale
    Big Brothers Big Sisters of Canada (BBBSC) is committed to high standards of accountability. The purpose of this Policy is to provides an avenue for internal parties to report any concerns they may have about the activities covered by this policy and to be assured that they will be protected from retaliation for reporting their concerns in good faith.
  2. Scope and Definitions
    This Policy applies to the following internal parties to BBBSC:

    • Employees (full-time, part-time, and contract) of the Federation
    • Volunteers
    • Mentees
    • Donors
    • Board members
    • Independent contractors
    • Program partners or sponsors.
  3. Guiding Principles
    The policy is guided by the following principles:

    • Accountability: Responsible stewardship of leadership authority and organizational stability.
    • Continuity of Leadership: Maintaining uninterrupted operations during leadership transitions.
    • Transparency: Communicating clearly with staff, partners, and stakeholders.
    • Preparedness: Ensuring leadership responsibilities are understood and transferable.
    • Organizational Stability: Supporting staff and volunteers while maintaining stakeholder confidence.
  4. Responsibilities
    1. The Board of Directors of BBBSC (Board) will:
      1. Uphold accountability to due process and Policy;
      2. Ensure decisions are guided by evidence, law, and organizational values, and;
      3. Ensure process remains neutral and confidential, free from internal coercion or public pressure until investigations conclude.
    2. The National Office
      The National Office of BBBSC will maintain a transparent process for filing a whistleblower report, the investigation process, and communicating the results which is accessible on the website. The process will include the following elements:

      1. All whistleblower reports will be taken seriously, reviewed, and investigated promptly and thoroughly.
      2. Investigations will be conducted with discretion, fairly, and impartially. Confidentiality will be maintained to the extent possible.
      3. A neutral third-party investigator may be engaged to ensure impartial review and to preserve trust.
      4. Affected parties will be supported through [e.g., access to HR support, optional temporary leave].
      5. All parties have been reminded of confidentiality expectations and respectful conduct pending investigation.
      6. Findings will be documented and will undergo an appropriate investigation process if wrongdoing is confirmed.
      7. All reports made by whistleblowers, as well as the results of investigations, will be safely documented and securely archived.
      8. A summary of the findings and any corrective actions will be reported to the Board of Directors or an appointed subcommittee.
      9. The whistleblower (if known) will be informed of the outcome, when possible and appropriate.
    3. Concerns may include, but are not limited to:
      • Fraudulent financial reporting
      • Misappropriation of funds or resources
      • Breach of confidentiality or data privacy
      • Conflicts of interest or nepotism
      • Abuse of authority or position
      • Violation of legal or regulatory obligations
      • Danger to the health, safety, or well-being of employees, Board members, and/or the general public
    4. Protection from Retaliation
      BBBSC prohibits any form of retaliation against individuals who make a report in good faith. No individual who in good faith reports a concern under this Policy will suffer harassment, retaliation, or adverse consequences. Anyone found retaliating against a whistleblower will be subject to disciplinary action, up to and including termination of employment or removal from their role.
  5. Report to the Board of Directors
    Annually, all whistleblower reports will be reported to the Board.
  6. Policy Review
    This Governance Policy will be reviewed every 5 years or more frequently if required.
  7. Related Policies
    2.0-Roles and Responsibilities of Board Directors and Committee Members
    15.0-Anti-Harassment Policy
    Whistleblower Process

Other Policies

Privacy Policy
Complaints Policy

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Role at Big Brothers Big Sisters (if applicable)

(if applicable)
BIG BROTHERS BIG SISTERS OF CANADA WILL TREAT ALL REPORTS MADE UNDER THIS POLICY AS CONFIDENTIAL TO THE FULLEST EXTENT THAT IS CONSISTENT WITH CONDUCTING A FULL AND FAIR INVESTIGATION. EVEN IF YOU MAKE A REPORT UNDER THIS POLICY AND DISCLOSE YOUR IDENTITY, BIG BROTHERS BIG SISTERS OF CANADA WILL EXERCISE CARE TO KEEP CONFIDENTIAL YOUR IDENTITY UNTIL A FORMAL INVESTIGATION IS LAUNCHED. AT THAT POINT, YOUR IDENTITY WILL BE DISCLOSED TO OTHER INDIVIDUALS ONLY TO THE EXTENT NECESSARY TO CONDUCT A COMPLETE AND FAIR INVESTIGATION.
MM slash DD slash YYYY
The Reportable Activity is:
(if applicable)
Is this report ABOUT the President & CEO of BBBSC?*
(e.g., informed a representative of Big Brothers Big Sisters of Canada)