Whistleblower Policy

1. Purpose

The Society for Disease Prevention (SFDP) is committed to maintaining the highest standards of ethical conduct and compliance with all applicable laws and regulations. This Whistleblower Policy provides a mechanism for employees, volunteers, board members, and others to report concerns about suspected illegal activities, unethical behavior, or violations of SFDP policies without fear of retaliation.

2. Scope

This policy applies to all:

• Board members and officers
• Employees (full-time, part-time, and temporary)
• Volunteers
• Contractors and consultants
• Vendors and suppliers
• Any other stakeholders with knowledge of potential misconduct

3. Reportable Concerns

The following types of concerns should be reported under this policy:

• Financial fraud, misappropriation of funds, or accounting irregularities
• Violations of federal, state, or local laws
• Theft or misuse of SFDP assets or resources
• Conflicts of interest not properly disclosed
• Harassment, discrimination, or hostile work environment
• Unsafe working conditions
• Abuse of authority
• Falsification of documents or records
• Violations of SFDP policies and procedures
• Any other conduct that is harmful to SFDP, its reputation, or its mission

4. Reporting Procedures

Individuals who have concerns about suspected misconduct should report them as soon as possible. Reports can be made through the following channels:

• Email: Send a detailed report to ethics@s-fdp.org
• Mail: Send a written report to the Board Chair at 90 Village Rd, Manchester, PA 17345
• In Person: Speak directly with the Executive Director or a Board member

Reports should include as much detail as possible, including names, dates, locations, and any supporting documentation. Anonymous reports will be accepted, though providing contact information allows for follow-up questions and investigation updates.

5. Investigation Process

All reports will be taken seriously and investigated promptly and thoroughly. The investigation process includes:

1. Acknowledgment: Receipt of the report will be acknowledged within 5 business days (if contact information is provided)
2. Assessment: The appropriate person(s) will be assigned to investigate based on the nature of the concern
3. Investigation: A fair and impartial investigation will be conducted
4. Resolution: Appropriate corrective action will be taken based on findings
5. Communication: The reporter will be informed of the outcome (if contact information was provided)

6. Confidentiality

SFDP will make every effort to maintain confidentiality to the extent possible, consistent with the need to conduct an adequate investigation and comply with applicable laws. The identity of the whistleblower will be protected unless disclosure is required by law or is necessary for the investigation.

7. Protection from Retaliation

SFDP strictly prohibits retaliation against anyone who, in good faith, reports suspected misconduct or participates in an investigation. Retaliation includes, but is not limited to:

• Termination of employment or volunteer position
• Demotion or loss of opportunities
• Harassment or intimidation
• Discrimination in any form
• Any other adverse action

Anyone who engages in retaliation will be subject to disciplinary action, up to and including termination. If you believe you have experienced retaliation, report it immediately through the channels listed above.

8. Good Faith Reporting

This policy is intended to protect individuals who raise concerns in good faith. Anyone who knowingly makes a false report or provides false information during an investigation may be subject to disciplinary action.

9. Policy Administration

The Board of Directors is responsible for the administration of this policy. The policy will be reviewed annually and updated as necessary. All board members, employees, and volunteers will receive a copy of this policy and will be required to acknowledge their understanding and compliance.

10. Contact Information

For questions about this policy or to report a concern:

• Email: ethics@s-fdp.org
• Phone: +1 (800) 659-0506
• Mail: Board Chair, Society for Disease Prevention, 90 Village Rd, Manchester, PA 17345