Chapter 21. Public Safety

21.9. Suspected Wrongdoings

The terms embezzlement, misappropriation, and other irregularities includes such things as:

• Any dishonest or fraudulent act;



• Forgery or alteration of check, payroll, or employee document or data, etc.



• Any misappropriation of funds, securities, supplies, or any other asset;



• Any irregularity in the handling or reporting of money transactions;



• Disappearance of furniture, fixtures, and equipment;



• Any similar or related irregularity.

Management is responsible for the proper operation of the University, safeguarding its assets, and detecting and reporting any improprieties. Managers must be familiar with the types of improprieties that may occur in their area and shall be alert for any indication of embezzlement, misappropriation, or irregularity that is or was in existence in their area. Whenever an impropriety is detected or suspected, the Public Safety Department must be contacted immediately. The Public Safety Department is responsible for the investigation or for the direction of the investigation of any suspected irregularity, will coordinate all investigations with the internal auditor, and will coordinate all efforts to effect recovery of University losses.

Management, in cooperation with the Public Safety Department, will support the University's responsibilities and will cooperate with law enforcement agencies in the detection, investigation, and reporting of criminal acts, including prosecution of offenders.

Extreme care must be taken in the investigation of suspected improprieties or irregularities so as to avoid incorrect accusations or alerting suspected individuals that an investigation is under way and also to avoid making any statements which could provide a basis for a suit for false accusation or other offenses. Accordingly, a manager will:

1. Not contact the suspected individual to determine facts or demand restitution.



2. Not discuss the case, facts, suspicions, or allegations with anyone outside the University, unless specifically directed to do so by the Public Safety Department or the internal auditor.



3. Not discuss the case with anyone inside the University other than the Public Safety Department or the internal auditor and only others in the University who have a need to know.



4. Direct to the Public Safety Department, all inquiries from the suspected individual, or the individual's representative or attorney. Proper response to such an inquiry should be, "I'm not at liberty to discuss this matter." Under No Circumstances should there be any reference to "what you did," "the crime," "the fraud," "the forgery," "the misappropriation," etc.

To report an impropriety or suspected wrongdoing, do the following:

1. Immediately contact the Public Safety Department at 7-2216. Describe the suspected wrongdoing.



2. Do not discuss the case, facts, suspicions, or allegations with anyone, unless directed to do so by Public Safety or the internal auditor.