HelpLine FAQ

1. Send a text message to (802) 441-6649 saying Hi, Hello or any other word.
2. Once you send the text, you will receive a message asking you to text the word “report” to confirm that you want to submit a concern.
3. Next, the system will guide you through a series of automated questions regarding your concern.
4. When your submission is complete, you will receive information about creating a password and obtain a case ID. IT IS VERY IMPORTANT that you save this information so that you can access your report later. If you lose or misplace your login information, we will be unable to communicate with you and you will not be able to check the status of the report.

In order to maintain the highest level of confidentiality, the University has contracted with EQS, an outside entity, to manage the Compliance and Ethics Reporting and HelpLine (the HELPLine). EQS handles the intake of all reports made via the HELPLine, screening them for conflicts before forwarding them to the Asst. Chief Safety and Compliance Officer, who reviews them with the Chief Internal Auditor and the General Counsel to determine an appropriate course of action. If an internal referral is needed, it follows a predefined referral matrix aligned with University procedures. If it is determined that an external party be engaged, the Asst. Chief Safety and Compliance Officer coordinates this referral through the Office of General Counsel. Investigations result in a corrective action plan based on the issue and findings. Once fully investigated, the report is closed. As long as you retain your login information, you can track the status of your report, including receipt, referral, and closure.

When submitting a report using the Ethics and Compliance Reporting HelpLine, you will need to create a password and obtain a case ID to enable safe and easy communication between you and the case manager. Your password and case ID will be used to log into the Secure Inbox later. 

Please make a note of your password and case ID. You will need both to log into the Secure Inbox. If you forget your password or case ID, you will have to submit a new case. There is no way to reset either of these. 

Your case ID and password will enable you to check on the status of your report. Status updates will be posted in the Secure Inbox. You will also receive an email notification if you provided an email address. 

Anonymous reporters have the option to provide an email address. The email address will not be shared with the university or with the university’s contracted HELPLine vendor EQS. It will only be used by the system to send email notifications about new messages in your Secure Inbox.

Due to confidentiality, we often cannot share specific investigation results as they generally implicate someone else’s personnel information. If inappropriate behavior or the violation continues after a report is closed, please file another report.

You can report any violation of your Code of Conduct and Ethical Standards, any other compliance concern, or violations of any regulatory requirement, University Policy or University Operating Procedure. The HELPLine reporting page identifies a variety of issues that may be reported. You may want to visit UVM’s Institutional Policies webpage and review applicable policies before reporting via the HELPLine.

The online reporting form (if reporting online) or EQS intake operators (if reporting via phone) will guide you through the reporting process by identifying the broader category. However, if you cannot find the specific issue you want to report, it is recommended that you use the issue type "other". Please provide as much specific information in your report as possible, but don't feel obligated to have "all the facts" to file a report.

Do not use this system to report events or situations that present an immediate threat to life or property or if a crime is in progress. Instead, call 9-1-1 in cases of immediate safety threats, obvious criminal activity or other emergencies.

While there are some types of reports that our office will not investigate, it is never wrong to report via the HELPLine. If a report is received in a category outside our office’s purview, we will refer it to the correct office and notify the reporter. We will post a message to the online form.

Matters that we will generally refer include:

• Academic Integrity matters should be reported to the Center for Student Ethics and Standards via the Academic Integrity Referral Form.
• Student conduct matters should be reported to the Center for Student Ethics & Standards via their Incident Report Form.
• The initial report of sexual misconduct or Title IX concerns should be reported to the Office of Equal Opportunity via any of the following:
  • In Person:        428 Waterman Building
  • By Phone:        (802) 656-3368
  • By Email:          TitleIX@uvm.edu or Title9@uvm.edu
  • Online:              Sexual Misconduct, Discrimination, Bias, and Harassment Form

Additionally, the system should not be used to address employee dissatisfaction. Employee disputes or grievances should follow established channels such as the Grievance Policy for Non-Represented Staff or the applicable bargaining unit's contract provisions.

The HELPLine is always available to you. When you observe some behavior that you believe violates our Code of Conduct and Ethical Standards or other regulatory requirement, University Policy, or University Operating Procedure, we encourage you to report it. Ideally, you should bring any concerns forward to your direct supervisor or you may use other existing channels for reporting specific issues as identified by University Policy. We recognize, however, that there may be circumstances when reporting to your supervisor  isn't possible. We would rather you report through the HELPLine than keep the information to yourself so the HELPLine is always an option. You can always choose to report anonymously; however, you are expected to tell someone.

No, the Ethics and Compliance Reporting HelpLine supplements many existing reporting channels but other reporting channels still exist such as reporting to a manager or supervisor, reporting to Human Resources, reporting to a member of senior leadership, or reporting directly to the Office of Compliance and Privacy Services.

As employees, we have the right to work in a positive environment, which means acting ethically and reporting inappropriate behavior. Together, we can maintain a healthy and positive environment. Misconduct of any kind puts the University at risk. Depending on the nature of the misconduct, it can also put individuals at risk.

An effective compliance program includes a mechanism that allows employees to report regulatory and policy violations and includes an anonymous option. It provides employees with a way to report without fear of retaliation. By creating open channels of communication, we can promote a positive work environment, continually improve our culture of compliance, and support our shared values identified in "Our Common Ground."

The Ethics and Compliance Reporting HelpLine (the HELPLine) concentrates on being a positive element of UVM's compliance program, and allows the University to afford all members of its community a workplace that is healthy and safe and one that operates ethically and with integrity. You are encouraged to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern. Effective communication is critical to our University workplace and this is a great tool to enhance that communication. We have carefully chosen the best reporting tool to meet our compliance obligations while maintaining a positive reporting environment.

Management encourages reports so that possible violations of policy and law may be addressed appropriately and promptly.

The EQS Integrity Line web intake maintains full technical anonymity by not capturing information such as IP address, location, or browser language. It is fully encrypted for anonymous communication.

If you feel uncomfortable making a report on your work computer, you have the option of using a computer outside our work environment (such as one located at an Internet café, library, etc.). The link to the HELPLine is publicly available and allows you to report through the EQS Integrity Line secure website from any device. You can also call or text using a smartphone.

Yes, a report from home or any internet portal will remain secure and anonymous. An internet portal never identifies a visitor by screen name and the EQS system strips away internet addresses so that anonymity is totally maintained.

We can keep reports as confidential as possible; however, nobody can guarantee anonymity 100% of the time. It’s just not possible. It is true that during an investigation, sometimes the identity of a reporter becomes known. Depending on the nature of the violation, there are times when we are required by law to turn reports over to law enforcement. However, the EQS system accepts anonymous reports and we maintain the highest level of confidentiality throughout our investigatory process. 

One thing you can do is take steps to ensure that the body of the report does not reveal your identity by accident. For example, "The violation occurred in my office which is in room XYZ…" or "In my 33 years in XXX department…".

If you choose to remain anonymous keep in mind that certain types of reports may be difficult to fully investigate without additional information. Unless you regularly check back in, there is no other way for us to communicate with you. It is critical that you safeguard your login information and that you continue to check back in especially if you reported anonymously so that we have all the information needed to complete a full and thorough investigation.

We will maintain confidentiality of reporters as much as we are able to throughout the investigative process; however, anonymity cannot be guaranteed. Reporters should be assured that University management takes the whistleblower protections in the Code of Conduct and Ethical Standards, the Whistleblower Policy, and other University policies very seriously. Retaliation against a reporter is, in itself, a serious and reportable offense.

Conflict screening is built into the responding process. Initially, the EQS Integrity Line ensures that any individual identified in a report will not be notified nor have access to the report. Another conflict screening is done by the Office of Compliance and Privacy Services prior to referring reports internally. All EQS Integrity Line responders are trained in how to handle HelpLine reports and this training includes the importance of anonymity and maintaining confidentiality.

Everyone throughout the cycle of the report from receipt to closure is required to maintain confidentiality to the extent possible while completing the review. All reports are shared with the minimum number of individuals necessary to complete the review and all involved individuals are both trained on, and reminded of, the confidential nature of reviews. All reports are treated as allegations only. No actions will be taken before conclusion of an investigation unless temporary measures are necessary to address immediate institutional concerns as to personal safety or the protection of property.