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University of the South Pacific (USP) Whistleblowing Policy

To: Vice-Chancellor & President, USP

As part of our commitment to promoting a culture of integrity and transparency within the University of the South Pacific (USP), we are introducing a whistleblowing policy that encourages employees to report any wrongdoing or misconduct they may have witnessed or experienced.

Purpose and Scope

The purpose of this policy is to provide a safe and confidential mechanism for employees to report suspected fraud, corruption, or other serious misconduct within the University. This policy applies to all USP employees, including staff members, contractors, and volunteers.

Reporting Mechanism

Reports can be made anonymously through our Whistleblowing Platform, which will be accessible via the University’s website. All reports will be reviewed by an independent Whistleblowing Investigation Officer (WIO), who will conduct a preliminary assessment to determine whether further investigation is warranted.

Investigation Process

If an investigation is deemed necessary, the WIO will work with relevant investigators to gather evidence and interview witnesses. The investigation will be thorough, objective, and free from conflicts of interest. Any staff member found to have intentionally withheld or destroyed records, lied to an investigator, or tampered with evidence will face disciplinary action.

Reporting Requirements

The Director Assurance & Compliance will report all cases that meet the elements of offenses under the Prevention of Bribery Act 2007 and any University personnel who has acted in a fraudulent manner to the Commissioner of the Fiji Police Force. In other criminal matters, the Director Assurance & Compliance may refer the matter to relevant law enforcement agencies.

Quarterly Reporting

A summary of reported cases will be provided to the USP Operational Risk Executive Committee and the Audit & Risk Committee on a quarterly basis.

This policy is supported by the following documents:

Charter of the University
Conflict of Interest Policy
Crimes Act 2009
Finance Regulation
Fraud Policy
Handling of complaints against the Chair & Deputy Chair of Council and Chairs of Council Committees Ordinance for the Discipline of Staff
Prevention of Bribery Act 2007
Protected Disclosures & Whistleblowing Policy
Statutes of the University of the South Pacific
USP Vice-Chancellor Ordinance (2015)
USP Council Code of Conduct
MFAT Partner Agreement
DFAT Partner Agreement

Acknowledgments

This policy has borrowed information from the following universities, which are acknowledged:

The University of Adelaide
The University of Auckland
The University of Melbourne
The University of Sheffield

We believe that this whistleblowing policy will help to create a culture of integrity and transparency within USP, and we encourage all employees to report any suspected wrongdoing or misconduct.

Contact Us

Please feel free to contact us if you have any questions or concerns regarding this policy.

Sincerely,

[Your Name] Vice-Chancellor & President, USP