Plant Based Nutrition Support Group (PBNSG) Whistleblower Policy

Effective Date: 8/15/2024
Approved by: Board of Directors

1. Purpose

The purpose of this Whistleblower Policy is to provide a mechanism for employees, volunteers, board members, and other stakeholders of Plant Based Nutrition Support Group (PBNSG) to report in good faith any suspected illegal activity, unethical behavior, or violation of organizational policies without fear of retaliation. This policy is intended to encourage and enable individuals to raise serious concerns internally so that PBNSG can address and correct inappropriate conduct and actions.

2. Scope

This policy applies to all employees, volunteers, board members, contractors, and stakeholders associated with PBNSG.

3. Reporting Responsibility

It is the responsibility of all employees, volunteers, board members, and stakeholders to report concerns about violations of PBNSG’s code of ethics, illegal practices, or unethical conduct. Concerns should be reported as soon as possible after the individual becomes aware of the situation.

4. No Retaliation

PBNSG strictly prohibits any form of retaliation against individuals who, in good faith, report concerns under this policy or who cooperate in an investigation of such reports. Any individual who believes they have been retaliated against for reporting a concern or participating in an investigation should report it immediately to the Executive Director or the Board of Directors.

5. Reporting Procedure

  • a. Internal Reporting:

    • Concerns should be reported to the Executive Director. If the concern involves the Executive Director, or the individual is uncomfortable reporting to the Executive Director, the concern should be reported directly to the Chair of the Board of Directors.

    • Reports can be made orally or in writing. A written report should provide as much detail as possible, including any evidence available.

  • b. Confidentiality:

    • Reports of concerns will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

6. Handling of Reported Violations

  • a. Investigation Process:

    • The Executive Director or Chair of the Board of Directors will oversee the investigation of all reports under this policy. Investigations will be conducted promptly and thoroughly. The investigator may involve other individuals or professionals as deemed necessary.

  • b. Resolution:

    • The outcome of the investigation will be reported to the individual who made the report (unless the report was made anonymously), and appropriate corrective action will be taken if warranted by the investigation.

  • c. Documentation:

    • All reports and investigations will be documented, including the steps taken during the investigation and the outcome. Documentation will be maintained in a secure and confidential manner.

7. False Allegations

Anyone who knowingly makes false allegations or provides false information in the course of an investigation may be subject to disciplinary action, up to and including termination of employment or volunteer status.

8. Communication of the Policy

This Whistleblower Policy will be communicated to all employees, volunteers, board members, and stakeholders. It will also be included in the organization’s employee handbook and volunteer orientation materials.

9. Review of the Policy

This policy will be reviewed annually by the Board of Directors and updated as necessary to ensure its effectiveness and compliance with legal requirements.