Responsibility for policy: Studio Manager
Approving authority: Managing Director
Last reviewed: August 2022
Next review date: August 2027
This policy applies to all employees of Buildmedia, past and present.
The purpose of this policy is to encourage and enable employees, contractors, suppliers and others – past and present – to raise serious concerns internally so that Buildmedia can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of Buildmedia’s code of ethics or suspected violations of law or regulations that govern Buildmedia’s operations.
It is contrary to the values of Buildmedia for anyone to retaliate against any board member, officer, employee or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of Buildmedia. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
Buildmedia has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with the Studio Manager or Managing Director. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to the Buildmedia’s Compliance Officer, who has the responsibility to investigate all reported complaints. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor or the Executive Director or the organisation’s Compliance Officer.
Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
Buildmedia’s Compliance Officer will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
Buildmedia’s Studio Manager serves as its Compliance Officer.