In each IntegrityStar edition, we highlight some frequently asked questions. In this edition we cover some of the feedback we received in the comments section of the 2024 Compliance and Ethics Culture Survey (yes, we read every single one) and the office’s response.
Comment/Question – Comfort Reporting Misconduct:
One question asked if I felt “comfortable” reporting misconduct. I would report it, but I don’t think I would feel comfortable reporting it. It is such a serious matter, and it can have a dramatic impact on that person’s life and their families. I would report it because it is right to do, but not be “comfortable” reporting it.
Response:
Thank you for this feedback, you are absolutely right. Reporting misconduct is not an easy decision, and it takes an enormous amount of bravery. We will adjust the wording in future surveys to reflect your feedback.
Comment/Question – Training:
We received many comments regarding training and awareness efforts, some requesting less training and others requesting more frequent training and communications. Below are a few of those comments:
- Make ethics training necessary for supervisors, especially when they first become supervisors but ideally every year or something similar.
- I think including mid semester or midyear training about how to report misconduct and what resources are available would be of great help.
- I feel that monthly emails from ethics and compliance program for new information on policies, reminders, tips, other information would be appreciated.
- I think it’s important for employees to be reminded of the code of conduct regularly by training and by supervisors.
- UCF has way too much training. Don’t give us more training.
- Perhaps more supervisors or managers could speak with their employees on ethics and compliance that directly relate to our on-the-job activities. The overall courses that we take each year are great, but they don’t always relate to me and my daily work. Perhaps a more personal, semi-annual refresh on these topics would help remind us of all of the importance of keeping an eye out for misconduct and knowing how to spot it when it comes to our specific jobs.
- Ethics and compliance training should be limited to every 2 or 3 years.
- I appreciate the annual reminders to review the university’s code of ethics including the request to complete this survey. Knowing that UCF is committed to fair, ethical practices in service to the education and research opportunities of all students and staff inspires me.
Response:
Compliance offices and partners formed a working group to discuss the various mandatory courses occurring across campus and to identify opportunities to combine or streamline the trainings. This year we were able to combine two mandatory courses into one. The Annual Notices previously distributed by Human Resources every March was eliminated and two of the notices were included in the annual Code of Conduct Refresher Training distributed in September. The work group will continue to evaluate the various trainings across campus and look to identify additional opportunities for shorter refresher trainings to supplement the full mandatory training courses.
Comment/Question – Survey Purpose:
What is the reason you are asking this survey? Is there a problem that you do not state?
Response:
We are not attempting to solve any problem by itself, rather we use the results to help us identify program areas that require additional support. For example, the first survey in 2016 revealed a relatively low awareness of the various resources available to employees. Since that time, we implemented the UCF Employee Code of Conduct, the IntegrityStar newsletter, various trainings courses, awareness campaigns, and tabling events. Subsequent survey results showed that these efforts have helped employees identify the resources available to them to assist with compliance and ethics related questions. We have seen similar progress following each survey which occurs every two years.
Comment/Question Identifying Managers:
I am aware that some faculty are not sure what is meant by manager. My interpretation was department chair. Perhaps this can be more explicit in the future.
Response:
Thank you for that feedback. You are correct. For faculty, the manager is the chair. We will be sure to clarify this in future surveys.
Comment/Question – Student Reporting Options:
- I feel avenues for reporting faculty misconduct should be better and more thoroughly communicated to students each semester. Students who experience faculty acting in an unprofessional manner unrelated to their grades do not often seem to know the appropriate avenues for reporting.
- I have heard stories of students being treated very poorly by faculty. It would be helpful if students had and were informed about reporting options.
Response:
If you have a student that wishes to report a concern, they may report directly to our office or use the UCF IntegrityLine. In fact, the largest number of reports our office receives are from students. The university also established the Reporting an Incident or Issue website that outlines the various reporting avenues and this website is communicated to students via multiple avenues. In Canvas/Webcourses, a link to this website appears along the footer of the main dashboard page and a reminder is communicated through the Fall and Spring “Things to Know” messages. This year, the link was also added to the Simple Syllabus template. Our office worked closely with the Student Government Association Judicial Branch to create additional awareness to students on the UCF IntegrityLine reporting option.
Comment/Question – Employee Reporting Options:
I believe employees need more information as to what and where certain complaints are to be communicated.
Response:
The various reporting options are contained in university policy UCF Policy 2-700 Reporting Misconduct and Protection from Retaliation. The table below outlines the types of concerns and which investigative office each handle. When any matter is reported through the UCF IntegrityLine, reports are evaluated and referred to the appropriate investigative office.
| Type of Concern | Where to Report Concern | Who Should Report Concern |
|---|---|---|
| Employee is seeking whistle-blower protection (for any type of concern) | University Audit Email: audit@ucf.edu Phone: 407-823-2889 |
Employee only |
| Suspected Fraud, Theft, Corruption, Waste, or Abuse
Examples include but are not limited to:
|
University Audit Email: audit@ucf.edu Phone: 407-823-2889 |
Employee, but manager should follow up to ensure the concern was reported to University Audit by the employee. Per UCF Regulation 4.015 Fraud Prevention and Detection, all employees aware of fraud or wrongdoing are required to report to University Audit. |
| Incident of Child Abuse, Neglect or Abandonment |
Florida Department of Children and Families |
Employee and Manager |
Allegations or Disclosure of Unlawful Discrimination, Harassment or Retaliation
|
Office of Institutional Equity Employee alleging unlawful discrimination, harassment or retaliation can call or email OIE directly to discuss their concern and learn about investigatory options and resources. If the employee prefers (but is not required), they also can submit an OIE Intake and Complaint Form if they wish to initiate a complaint. |
Manager is required to report to OIE once they know or should have known about an incident of unlawful discrimination or harassment where the Respondent is a university employee, DSO employee or volunteer.
Employee without supervisory duties may contact OIE directly. |
Allegations or disclosure of a student being involved in an incident as a complainant, respondent, and/or witness of any of the following:
|
Office of Institutional Equity
Complete and Submit Reporting Form: Sex Discrimination, Sexual Harassment, Sexual Misconduct or Interpersonal Violence
OIE Email: oie@ucf.edu OIE Phone: (407) 823-1336 Website: letsbeclear.ucf.edu |
Employee and Supervisor
(One form can be submitted but should note both individuals’ awareness of the concern) |
| Suspected Inappropriate Amorous Relationship or Disclosure of Amorous Relationship Between Employees and Students or Between Employees
In general, university policy prohibits an amorous relationship from being pursued or engaged in:
|
Office of Institutional Equity
OIE Email: oie@ucf.edu OIE Phone: (407) 823-1336
Amorous Relationship Disclosure Form for Employees
|
Manager is required to report to OIE once they know or should have known about an inappropriate amorous relationship.
If employee involved in an amorous relationship, they may have a duty to complete a disclosure form. The employee should speak further with OIE as to whether the disclosure form is required. |
Alleged legal violations or violations of university regulation and policies not subject to reporting to University Audit or OIE (as described above), such as violations of the:
|
University Compliance and Ethics
Via: UCFIntegrityLine.com Toll Free: 1-855-877-6049 |
Employee and/or Manager |
| Allegations or disclosure of a current employee arrest on or off campus: | HR Center of Expertise
Employee Relations (407) 823-2771 |
Employee |
Comment/Question – Communicating Investigative Outcomes:
Consequences are kept quiet to protect the employee who was investigated and that is understandable. However, information regarding offending behavior needs to be generally disseminated so as to be a deterrent for similar decisions/actions being taken elsewhere on campus.
Response:
While individual employee information is kept as confidential as possible, there are situations where we work with management to communicate requirements to other employees to prevent further noncompliance when appropriate. To assist with communicating outcomes more broadly, we started publicizing anonymized investigative outcomes in the “Case Corner” section of each IntegrityStar edition. Please be sure to read each edition to learn more.
Comment/Question – Caring for Employees:
Maybe the university has grown way too big, to the point that they forgot to hear and take care of all employees, especially the faculty and staff in lower positions.
Response:
The university is very interested in hearing from faculty and staff at all levels. Just recently, the university distributed the Faculty and Staff Experience Survey available through November 11. If you have not already done so, please be sure to respond to the survey to be sure your voice is heard. For more information on the survey, visit the Faculty and Staff Experience Survey website.
Comment/Question – University Policy Updates:
The way the policies are emailed is confusing and puts too much burden on the employee. The new policies are not linked for easy access, and we cannot see what changes were made to the policies.
Response:
When university policies are amended, they are edited in tracked changes and posted for public comment for two weeks on the university’s website. It sounds like you may not be on the distribution list to view these revisions before the final approved policies are distributed. You can subscribe to the distribution list on the UCF Policies and Procedures Notification webpage.
Comment/Question – Employee Experience:
Thank you very much for giving the day before Thanksgiving off, is there a way the university would consider giving day/s of Spring Break off…(this could be an added benefit/incentive to retain/recruit and show appreciation to employees), student traffic is also minimal at this time, thanks for listening.
Response:
Thank you for suggesting additional ways the university can show appreciation to our employees. If you have not already done so, please be sure to respond to the Faculty and Staff Experience Survey and provide this feedback. For more information on the survey, visit the Faculty and Staff Experience Survey website.
As a final note, we wanted to share some positive comments from employees about their supervisors:
“In my little time employed with UCF I have witnessed a strong support from my supervisors and peers to act ethically and by the strong code of UCF. There have been zero occurrences of retaliation, inappropriate actions or conversations. UCF’s training has been useful to help me understand the intricacies of their policies.”
“I believe my supervisor does very well in ensuring our team remains in compliance with the University’s code of conduct and strives to create a positive and motivating business culture. The training sessions provided by UCF are especially essential and informative in ensuring all policies are followed and provided examples that further clarify the importance of following regulations.”
“My supervisor promotes and ensures that we all follow UCF policy.”
“… I am VERY lucky to have a supervisor who acts and leads with integrity.”