TO:                  Faculty and Staff

FROM:            President Richard Torgerson

DATE:             May 13, 2008

Re:                   Campus Conduct Hotline©

Luther College is committed to conducting its operations with integrity by engaging in lawful, ethical and respectful practices.  For this reason, we have encouraged members of the campus community to make any concerns known to the college.  Whether these concerns relate to fraud or crime, security or internet abuses, or fraudulent financial or business practices, violations, or ethical concerns, the doors of college administrators, supervisors, and Human Resources are always open.

Occasionally, though, an employee has a concern that he or she would like to express anonymously.  For these occasions, the college has decided to participate in a service called the Campus Conduct Hotline©.  (Links to key documents are listed at the end of this memo.)  The Campus Conduct Hotline© system is available for your use around the clock, seven days a week.  Because the Hotline is operated by an independent organization, any calls made through this Hotline are completely confidential.

Using this reporting service is easy.  If you have a question or concern about a possible violation of Luther’s policies or the law, I encourage you to express your concerns to any of the persons whose names or titles appear in the policies linked at the end of this document.  If you do not feel comfortable doing so, however, simply dial toll-free to (866) 943-5787 and report your concern anonymously to the Campus Conduct Hotline©.

Once you have dialed the toll-free number, here is how the reporting and follow-up processes will work:

• Your call will be greeted promptly and courteously by a person who makes certain you understand the Campus Conduct Hotline© program and how it functions.
• At the beginning of the interview, you will be provided with a five-digit, randomly generated case number that you should use to check back for updates and requests for additional information.  Be sure to write this number down and remember where you put it.
• You will then be interviewed about the question or concern that is on your mind.
• Your interview will not be recorded.  Instead, the interviewer will be typing notes of your conversation.  Whether you choose to provide your name is completely up to you.
• Within one business day of your call, a summary of the interview will be forwarded to the appropriate college official – usually the Director of Human Resources.  Our goal will be to have a response to your concern in five business days.
• To receive your response, you will need to call back and provide the five-digit case number that was assigned to you.  At that time, you might be asked to provide additional information or to call back at a later date.  You will be able to keep checking back for updates until your case is closed.

Because of the program’s built-in confidentiality, it is important that you try to be as specific as possible about the information you provide.  For example, we will need to know the name of the department or individual you are calling about.

To repeat, at no time is any caller required to identify himself or herself so all information provided can be completely confidential and anonymous.

Please be sure to call back in five business days to check to see if any additional information is needed.  If at any time you prefer that someone contact you directly, you can leave your name along with a phone number where and when you would like to be called.

Luther is committed to maintaining the highest standards of behavior in our workplace.  If you experience or observe fraud or crime, security or internet abuses, or fraudulent financial or business practices, I hope you will feel comfortable talking with Human Resources, your supervisor, or with a member of the college administration.  If you feel you cannot, however, please use the Campus Conduct Hotline© to report it.  Also, if you have any general questions about how the Campus Conduct Hotline© works, call Human Resources directly at x1189.

Links to important documents/policies:

• http://hr/internal/staffhandbook.html
• \\Admin1.luther.edu\luther_common\Policies and Procedures
• http://www.luther.edu/academics/dean/handbook/index.html