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Institutional Compliance

» How to File a Report

Reporting Inappropriate Actions or Misconduct

Chapman University is committed to excellence at all levels and strives to support its community in practicing the highest levels of ethical conduct. To facilitate this process, Chapman University has selected EthicsPoint, Inc. to assist its faculty, staff and students in reporting activities which may involve misconduct or violations of University policies.

What is EthicsPoint?

EthicsPoint is your anonymous and confidential reporting tool to communicate misconduct and promote a positive work environment.  Addressing misconduct and other concerns in the work place early on will help minimize negative morale issues and financial impact to your organization, its employees, students, and vendors.

When Should EthicsPoint Be Used?

EthicsPoint should be used for situations, events or actions by individuals or groups that you believe carry a negative impact on Chapman University’s reputation and financial well-being or are detrimental to productivity or personal safety.  Frivolous or unfounded reports do not help foster a positive workplace.

If you are uncertain if a situation violates University policy, is illegal or constitutes harassment or discrimination, please use EthicsPoint to obtain clarification. However, EthicsPoint should not be used for immediate threats to life or property.  These types of reports should be directed to 911.

How to Make a Report via EthicsPoint

EthicsPoint is carefully designed to maintain your confidentiality and anonymity at every step.  Attached below is a step-by-step instructional guide to help ensure that you do not inadvertently compromise its safeguards

+ - Step 1: Access EthicsPoint to Report

Access EthicsPoint to report:  Use any one of these three convenient channels of communication.

  • University Network: Click on the link provided through your University on your intranet site. You will automatically be linked to your EthicsPoint’s secure landing page.
  • Public Internet: From any computer having Internet access (home, public library, neighbor, etc.), go to www.ethicspoint.com  and click on ”File a Report” and enter “Chapman University” in the Organization Name field.
  • Toll-Free Phone: Call your EthicsPoint toll-free hotline at (888) 493-1870.  A compliance specialist will assist you in entering your report into the EthicsPoint system

+ - Step 2: Complete a Report

Complete a Report: Following the on-screen or compliance specialist’s instructions, please complete a report, being as thorough as you can.

  1. Specify what kind of report you’d like to make from the available choices.
  2. Please read or listen to the anonymity of the information very carefully.  It helps to ensure that you do not compromise your identity during the reporting process
You will now complete the report, providing information about the incident, including:
  • Who - Persons engaged in the incident, including titles:
  • What - What specifically occurred;
  • Where - The location of the incident; and
  • When - The time and duration of the incident.
Next, you will be asked to create a password.  Then, the EthicsPoint system will generate an identification code called a “Report Key.”  Write them both down and keep them in a safe place.  You will need them to follow-up later or if you ever want to review or amend your report

+ - Step 3: Follow-up on your report

Follow-Up: Ten business days after you complete your report, please return to the EthicsPoint system to see if the company has any follow-up questions or requests.

  1. Reconnect with the EthicsPoint system using any of the three channels of communication: Company Intranet, Public Internet, or Toll-Free Phone.
  2. This time click on (or ask to perform) a Follow-Up.
  3. Provide your Report Key and Password.
You can now elect to review report details, respond to questions, and add information.
  • To review your report, just click "Review Report Details" or ask the compliance specialist.
  • You will be told if any questions about your report were entered.  Answer the questions verbally or by typing in the question boxes and click "Submit".
  • You can add information to the report verbally or by using the "Submit New Information" box.

Please note:

  1. If you have agreed to participate in an EthicsChat, click “Join a Chat” at the specified time. Type your comments into the field at the bottom of the window and click “Submit.”
    An EthicsChat is a real-time communication between you and a University representative to clarify details and answer questions.  Like the rest of the EthicsPoint system, it is confidential and anonymous.
  2. You may return regularly to review your report, answer questions, and add information

Follow-Up on a Report

Additional Information

  • Your name is not required to make a report.
    •  Chapman University will treat the investigation of any report as a confidential matter. Reports submitted to EthicsPoint, Inc. will be forwarded to the proper University officials for review.
  • Remember to return to this web site within 10 business days of filing a report.
    • Use the Report Key assigned by EthicsPoint and your private password as shown in Step 3. The University may require additional information from you prior to proceeding with an investigation. Your anonymity will be protected by EthicsPoint.
  • Chapman University considers employee concerns very important and desires your cooperation in resolving such issues.
    • However, this hotline service does not replace or supersede existing reporting methods at Chapman University. Employees are encouraged to bring concerns directly to their supervisor, Human Resources, or other campus entities as appropriate.
  • Employees are expected to use good judgment in the use of this reporting system.
    • It is also a violation of the University policy for any employee or student to make a baseless allegation of fraudulent or inappropriate conduct with the intent to cause harm to another individual.

 

+ - Important Notice Regarding Whistleblowers

This hotline should not be used to report student conduct issues or human resources matters, involving discrimination and harassment. Matters of this nature usually cannot be appropriately addressed when the complainant chooses to remain anonymous, and Chapman University may not be able to investigate such allegations in an anonymous report. Instead these matters should be reported directly to one of the following offices as appropriate:

EthicsPoint is NOT a 911 or Emergency Service:
Do not use this site to report events presenting an immediate threat to life or property. Reports submitted through this service may not receive an immediate response. If you require emergency assistance, please contact your local authorities.

+ - Filing a Report by Category

Table listing types of reports organized by category 

Click on the Appropriate Category Below

Academic Affairs

Academic misconduct; Cheating/plagiarism; Credential misrepresentations

Athletics Fraudulent Activities; Misuse of assets, players, or endorsements;  Recruiting misconduct; Scholarship or financial aid misconduct; or other  similar matters

Environmental  Health & Safety 

Environmental pollution (air, water, hazardous waste); Sabotage or  vandalism; Unsafe working conditions

Financial Matters

Accounting, auditing or internal control issues; Conflict of interest; Donor  stewardship; Theft/ embezzlement; Falsification of contracts, reports, or  records; Fraud, waste or abuse/ misuse of university resources; Improper  supplier or contractor activity; or other financial issues. 

Human Resources

Benefits abuses; Payroll or time abuse

Information Security

Data privacy and security, malicious or inappropriate use of technology;  Misuse of university resources or technology; Software piracy/ copyright  infringement

Public Safety

Campus Security

Research

Human or animal welfare concerns; Intellectual property infringement,  misappropriation or disclosure; Researcher's conflict of interest; Research  grant misconduct/ misappropriation of costs; scientific misconduct 

Other

Events, actions, or situations not described above, excluding categories  listed below.

Follow-up on a Report 

Ethics Anonymous Reporting Hotline

Chapman University has contracted with an outside provider, Ethicspoint, Inc. to receive reports regarding concerns over financial irregularities (and similar ethics related matters).

For more information on when and how to report, refer to the Ethical Concerns Brochure.

Click below to file a report.