What is MySafeWorkplace?
MySafeWorkplace is a third party anonymous incident reporting system. It is a completely separate entity from your organization. Its role is to provide a safe and confidential method for you to anonymously (if so desired) convey your thoughts, concerns, and issues to your organization.
When should I use this system?
If you do not feel comfortable using your organization's normal policies and procedures for reporting concerns, you should take advantage of this system. This system allows you to communicate with your organization 24/7 and you have the option of providing identifying information or remaining anonymous.
Is it better to use the internet or the call center to file a report?
Whichever method you choose to use for filing a report is completely based on your preference. We often find that those who have more access to a computer are most likely to file a report online. However, if you prefer to speak to someone live, or if it is more convenient for you to call in, the call center could be a better choice. The call center agents will follow the same steps for filing a report that you would go through on the internet. They will take your report and then read it back to you so that you can be certain it is accurate. Remember that once a report it submitted it cannot be altered or deleted.
How safe is my incident report?
MySafeWorkplace uses SSL 128-bit encryption technology that is standard procedure to encrypt data that is being transferred between the user's machine and MySafeWorkplace. Any computer or Internet connection may be used to submit an incident report.
How often can I make an incident report?
You may make an incident report as often as you like. There is no limitation on how often or when you can use MySafeWorkplace. This system is available 24/7 either via the Internet (www.MySafeWorkplace.com) or the call center (1.800.461.9330). Please refer to our US/Canada and International list of toll-free numbers from the home page.
Is there a restriction regarding what type of information or problem I can report on?
Your organization provides a list of incident types which are considered to be more appropriate for the needs of the organization. However, if you feel that none of the available incidents actually reflects the depth of your concerns, you always have the option of typing in your own incident type under the “other” option on the incident list.
During the report filing process, you will have the opportunity to provide a description of the incident in your own words. This allows you to include information that you feel is important for the organization to know about the situation.
Why it is important to answer follow-up questions?
The follow-up questions provide the organization with additional specific information about the incident. Answers to those questions are required so that the organization can be certain that every report will provide similar and adequate information.
What will happen after I submit my report?
The report is transmitted in its entirety to pre-designated representatives within your company. All of the information is reported to the company without editing or revision by MySafeWorkplace. Your organization will respond to your report how they deem appropriate. You should check the status of your report within 24-48 business hours after it is submitted. This will give your organization time to respond to your concerns and open a dialogue to obtain further information if needed.
How quickly can my organization have access to my report after it is submitted?
Your organization will have access to the report within 3 minutes of submission. However, this does not necessarily mean that someone in your organization will look at the report within that time frame. You should allow your organization at least 12-24 hours to review your report.
What will my company do with the information provided in the report?
All reports are accessed electronically by one of the company’s pre-designated recipients. The organization has the ability to take whatever internal actions that they feel are necessary. This may include consulting legal counsel or other external experts in order to determine the best course of action. While MySafeWorkplace may make suggestions when asked, companies are not obligated to accept or adhere to any particular advice. The company also has no duty to provide you with any specific details surrounding any investigative efforts.
If I name a suspected individual who has access to the system, will they be able to view my report?
Within the “suspected individuals” section of the report, you may identify anyone whom you feel is involved or who might have witnessed the incident, etc. If someone who is named has access to the reports, you can exclude them from viewing that report.
For example, if you enter the name “Jones”, there may be more than one person with the last name of Jones within the organization. If you confirm the person you intended (by name and position), that person will be excluded from receiving your report. However, it is up to your organization if they choose to alert the suspected individuals that an incident report has been filed about them. Nevertheless, your organization will look into each and every incident report that is submitted via MySafeWorkplace according to internal company policy.
How can I be assured my anonymity will be protected when making an incident report?
You have three anonymity options when making an incident report: 1) Remain completely anonymous; 2) Remain anonymous towards your organization; or 3) Do not care about anonymity. You are not required to identify yourself when making an incident report. Unless you disclose your personal information, it will not be provided to your organization.
If you choose to remain anonymous towards your organization, only MySafeWorkplace will receive your contact information. In case your organization is trying to make contact with you and you have not checked the status of your report, we can reach out to you and let you know that they would like to communicate.
Who will actually see my incident report?
Upon submission, your incident report will be instantly sent to the individuals deemed appropriate within your organization.
Can I receive follow-up information after I have submitted my report?
Yes, go to www.MySafeWorkplace.com and click on the Report Status “Go” button. Enter your password and the access code you received when you submitted your report. When you get to your report, click on “Talk to Your Organization” to view any messages from your company. You may reply or post additional messages as well.
In addition to checking the status of your report online, you also have the option of contacting the call center and they can check the status on your behalf. Call the toll free number (1.800.461.9330) to speak to one of the trained professionals at MySafeWorkplace. It will be necessary to provide your password and access number that you received when you submitted your report. The staff can tell you the status of your report as well as if you have any messages from your company. Regardless of whether you use the internet or the call center, you will need to provide both your password and your access number to check on your report.
Do I have the ability to attach documents?
Yes, but you must submit the report first. When you go back to check the status, at that time you can attach a document along with a message to your organization. Click on the “Talk to Your Organization” button to open the message board, and attach a document to the message. Once attached, a document cannot be removed from your report.
Will I receive an email notification if my organization posts a message to me?
You will only receive notification of a message if you have provided your email address in the contact section when you submitted your report. If you choose to remain completely anonymous, you simply have to check back in to see the status of your report and any messages from your organization.
What can I do if I forget my password or lose my access number?
While it is important to write down this information immediately after the report is filed, you can call the call center (1.800.461.9330) and they can help you track down your report. You would simply give them the information that you know and if necessary, you will have to repeat details about the report, such as when it was filed and/or the nature of the report itself.
How should I structure the description section of the report?
This section allows you to tell your organization about the incident in your own words. You should include all the details that you think will be important if an investigation was to take place (who, what, when, where, why, and how).
Start from the beginning and include all pertinent facts. You will be able to review your report before submitting it.
Can I delete or change my incident report?
Once your incident report is submitted, you cannot delete the report, nor can you make any changes to your incident report. As you go through the process of filing a report, it is important to note that you have the ability to go back and make changes before the report is submitted. After it is submitted, you may add to your report via the message boards.
What happens if I intentionally make a false incident report?
The intentional misreporting of information may be actionable and subject to investigation.
How do I check incident report status and continue anonymous communication regarding my incident report?
Log into www.MySafeWorkplace.com and click on the Report Status “Go” button. Enter your unique access code and password in the log in screen and this will take you to the incident report you filed. Located on the top right corner is the current report status. At the top left is the message board – “Talk to Your Organization”. Click on this button to read messages posted by your organization, as well as post your own messages.
Will MySafeWorkplace refuse to accept any reports?
No, MySafeWorkplace will record and relay all information that is submitted through the website or call center. Any and all information will be received and transmitted to your organization unmodified.
Is MySafeWorkplace affiliated with any religious or political organization?
MySafeWorkplace is an independent, third party anonymous incident reporting system that has been retained by your organization to report crimes, internal threats, policy violations and other workplace misconduct so they can be investigated and prevented. MySafeWorkplace is not affiliated with any religious or political organization.