Scope

This procedure applies to all Landscape Alliance staff, board members, interns, students, consultants and stakeholders.

Tutorial video available here.

Purpose

Landscape Alliance is committed to the highest standards of ethical and legal conduct. This policy provides a clear channel for staff to raise concerns in good faith, with the assurance that they will be protected from reprisals or victimization. Staff who do not require anonymity are encouraged to use our existing grievance procedure.

Policies

The safeguarding policy, integrity policy and Code of Conduct are intended to cover serious concerns that could have a large impact on Landscape Alliance, such as actions that:

• may lead to financial impropriety
• are unlawful
• are not in line with organizational policy, including the Code of Conduct
• otherwise amount to serious improper conduct

Regular business matters that that do not require anonymity should be directed to the staff member’s supervisor and are not addressed by this policy.

Safeguards

Harassment or victimization
Harassment or victimization of individuals submitting anonymous reports will not be tolerated.

Confidentiality
Every effort will be made to protect the identity of a whistleblower.  

Information provided in an anonymous report may be subject to internal and/or external investigation by Landscape Alliance.

Anonymous allegations
Staff may choose to remain anonymous under this policy. Concerns expressed anonymously will be investigated, but consideration will be given to:

• The seriousness of the issue raised
• The credibility of the concern
• The likelihood of confirming the allegation from attributable sources

Malicious allegations
Malicious allegations may result in disciplinary action.

Procedure

Reporting
The whistleblowing procedure is intended to be used for serious and sensitive issues.  Serious concerns relating to financial reporting or unethical or illegal conduct should be reported in either of the following ways:

• Website: Landscape Alliance anonymous reporting portal
• English speaking USA and Canada: 833-680-0004 (not available from Mexico)
• Spanish speaking USA and Canada: 800-216-1288
• French speaking Canada: 855-725-0002
• Spanish speaking Mexico: 01-800-681-5340
• Staff outside of North America: 833-680-0004 (see attached dialing instructions)           
• E-mail: reports@lighthouse-services.com (must include Landscape Alliance with report)
• Fax alternative for written documents: 215-689-3885 (must include Landscape Alliance with report)

Whistleblowers will have the option to remain anonymous. Please note that the information provided may form the basis of an internal and/or external investigation,and anonymity will be protected to the extent possible by law. However, the nature of the information provided may mean that identity cannot be guaranteed throughout the investigation. Reports will be assessed and investigated at the discretion of Landscape Alliance.

Employment-related concerns should continue to be reported through normal channels – the supervisor, local Human Development (HD) representative, Director General or Director of Corporate Services.

Timing
The earlier a concern is expressed, the easier it is for us to act.

Evidence
Although staff members are not expected to prove the truth of an allegation, those submitting reports need to demonstrate that there are sufficient grounds for concern.

How the report will be handled

The action taken will depend on the nature of the concern. The Directors General of CIFOR and ICRAF receive a copy of each report, as well as any follow-up reports on actions taken by Landscape Alliance.

Initial inquiries
Initial inquiries will be made to determine whether an investigation is appropriate, and the form that it should take. Some concerns may be resolved by agreed upon action without the need for an investigation.

Feedback to whistleblower
Whether reported directly to Landscape Alliance personnel or through the hotline, the individual submitting a report will be given the opportunity to receive follow-up on their concern:

• Acknowledging that the concern was received
• Indicating how the matter will be dealt with
• Giving an estimate of the time that it will take for a final response
• Telling them whether initial inquiries have been made
• Telling them whether further investigations will follow, and if not, why not Further information

Further information
The amount of contact between the individual submitting a report and the body investigating the concern will depend on the nature of the issue, the clarity of information provided, and whether the staff member remains accessible for follow-up. Further information may be sought from the whistleblower.

Outcome of an investigation
At the discretion of Landscape Alliance and subject to legal and other constraints, the whistleblower may be entitled to receive information about the outcome of an investigation.

Landscape Alliance reserves the right to modify or amend this at policy at any time.