Dear Colleagues,

The office of the Vice-Chancellor and Principal has received emails from unidentifiable sources containing allegations that the University would like to attend to. These emails make generalised accusations of contraventions of University policies which could be detrimental to the persons against whom they are made. The anonymous and generalised nature of the allegations make it difficult for the University to take action on what may be genuine transgressions of the University policies.

This communique serves to outline to all employees the applicable University processes and policies that may be used by any person who may know of or have witnessed acts of misconduct or impropriety, to report such conduct. The reporting mechanism offers complete confidentiality and protection of those reporting incidents whilst protecting innocent parties against wrongful accusations.

The University provides a formal grievance procedure to enable staff members to raise grievances relating to their employment. In cases where the complaint is not related to employment, The UP Ethics Hotline provides an independent mechanism to staff, students, suppliers and members of the public to report cases of suspected fraud, corruption, irregularities and unethical behaviour affecting the University or its entities.

The following reporting channels are available to the complainants:

• A toll-free telephone number: 0800 227 007
• A fax number: 086 510 4291
• A secure email address: [email protected]
• A free-post address: JHZ 1815, Helderkruin, 1733

In addition, complaints may be submitted to the Unit for Internal Audit at [email protected].

All complaints received from whistle-blowers are dealt with in terms of the Protected Disclosures Act (as amended) and the UP Whistle-blowers Policy. Whistle-blowers have a right to remain anonymous and to be protected from reprisal. It should however, be noted that making malicious allegations is prohibited.