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Prevention of fraud and mismanagement policy

By admin | Comments: 0 | 21. januára 2018

PURPOSE

The Avoidance of Fraud and Mismanagement Insurance plan outlines measures used by the Institute to avoid fraud and mismanagement.

SCOPE

This policy pertains to all members of personnel.

STATEMENT

Rosary Tertiary Institute is certainly committed to dealing with fraud prevention. The Professional Carry out of Staff is the principle lead for working with fraud prevention. It states that staff members must inform themselves about fraud controls, to inform the institute if indeed they suspect functions of fraud and that if an employee member commits an work of fraud it will be investigated.

This Policy is supported by the Theft, Fraud and Corrupt Conduct Procedure, which summarises the types of procedures to be used once an allegation of fraud is made to a senior staff member.

PROFESSIONAL CONDUCT OF STAFF

  • Staff Responsibilities
  1. Rosary Tertiary Institute seeks to produce a safe and rewarding learning and working environment based on the concepts of the Catholic faith, justice, equity, harmony, tolerance and pursuit of excellence while guarding the sources of the Institute and respect for individuals, the law and the governance of the Institute.
  2. In circumstances where staff conduct does not meet the standards lay out in this coverage and related procedures, senior members of staff may consult with the individual concerned so that they can remedy the situation. In cases where the misconduct exceeds the scope of authority, the problem may be described the correct civil authority.
  • Personal and Professional Behaviour
  1. Staff must uphold the ideals of the Institute outlined in the Prospectus.
  2. Staff must maintain a higher standard of conduct and level of performance while demonstrating courtesy, equity and fairness in dealing with staff, students, contractors, guests and members of the general public. The rights, duties and aspirations of others will get respected always.
  3. Staff must execute their duties in a specialist manner with skill, care and diligence and how to write an essay introduction with an effective utilisation of their authority.
  4. Staff must handle others rather and with respect and must not engage in any harassing, bullying or discriminatory behaviour.
  5. Staff in administrative positions will keep, so far as possible, a secure and orderly doing work environment.
  6. Staff must endeavour to make certain that their activities or decisions usually do not harm the health, safety and well-staying of themselves or others, nor affect their operate overall performance or that of others and must comply with the STAC Occupational Health and Safety Standards.
  7. Staff in management positions must make certain that all staff have the necessary qualifications to fulfil the duties of the positions they occupy.
  8. Staff must ensure that relationships with students are professional, respectful and trusting.
  9. Staff must acknowledge that they have a responsibility to safeguard the interests of learners and to acknowledge and resolve any conflicts of interest that may arise; to respect staff-student relationships and also to accept the obligations involved in their responsibilities.
  • Institute Finances
  1. Staff will keep up with the highest expectations of integrity in personal matters and, especially, will adhere to the requirements highly relevant to financial operations legislation and the Institute’s financial procedures which were taken from the guideline and constitution of the Dominican Sisters of Wanganui.
  • Protection of Institute Resources
  1. Staff must utilise and keep maintaining Institute equipment and information in an economical and efficient way and specifically for Institute purposes;
  2. Staff must secure Institute equipment and methods against misuse or theft;
  3. Staff must follow all procedures governing the utilization of the Institute’s electric communications systems, and prevent excessive personal utilization of the Institute’s electronic digital communications devices which incurs additional expense to the Institute.
  4. Staff must be sure the safeguard of the privacy of others and the maintenance of appropriate confidentiality in regards to to personal matters and information acquired throughout their employment and will use information only for purposes linked to work
  5. Staff must maintain the confidentiality of official and private information for which they are sensible and take all precautions to prevent all unauthorised usage of or misuse of the Institute’s records and information
  6. Staff must adhere to all relevant copyright and information management policies and techniques.
  • Respect for the Law and Tertiary Institute governance
    1. Staff must adhere to all laws, rules, codes, policies and techniques.
    2. Staff may are accountable to management any behaviour that is in violation of any regulation, guideline or regulation or that represents improper conduct, mismanagement of solutions, or is a danger to public health and safety.
    3. The Institute does not tolerate improper carry out by Institute Personnel or Board people, nor the acceptance of reprisals against those who offer to reveal such conduct.
    4. The Institute recognises the value of clearness and accountability in its administrative and administration actions and supports the building of disclosures that reveal corrupt and improper carry out.
    5. The Institute will need the necessary and practical steps to safeguard individuals who make disclosures as defined above in content 5.4 from any harmful action in response for making the disclosure. The Institute will secure the confidentiality testmyprep of the disclosure and the identification of the person who made the disclosure and invite procedural fairness to all parties concerned, like the one who is at the mercy of the disclosure.
    6. Staff will not harass or take rash action in response to actual or suspected disclosures or participation in an investigation into such a disclosure.

6. Conflict of Interest

6.1 Personnel will act with needs of the Institute in mind when undertaking the tasks of their position and must not allow their private passions or the passions of others inhibit them in this obligation.

7. Gifts

  1. 7.1 All presents to staff will be managed according to the Constitutions of the Dominican Sisters of Wanganui.

8. Academic Integrity

  1. 8.1 Staff will maintain a high ethical and academic normal based on the Constitutions of the Dominican Sisters of Wanganui.

9. Misconduct

9.1 The Institute will carry out any necessary disciplinary actions for misconduct and unsatisfactory effectiveness according to the Rule and Constitutions of the Dominican Sisters of Wanganui.

9.2 Disciplinary actions will come to be at the discretion of the neighborhood Prioress and/ or Mother Prioress General, according to the Guideline and Constitutions of the Dominican Sisters of Wanganui.

9.3 Requests for overview of a disciplinary actions will be managed according to the Rule and Constitutions of the Dominican Sisters of Wanganui.

10. Theft, fraud and corrupt conduct

10.1 The Institute does not tolerate fraud or corrupt activity.

10.2

All staff are required to familiarise themselves with the Guideline and Constitutions of the Dominican Sisters of Wanganui and fulfil their obligations relative to them.

10.3 All Personnel are expected to record any suspected fraudulent or corrupt activity to the Director.

B. Theft, Fraud and Corrupt Conduct Procedure

1. Approach to theft, fraud and corrupt conduct

1.1 The Institute is committed to stopping occurrence of theft, fraud and corrupt carry out. This will be achieved through:

  • Risk management strategies
  • Prevention strategies
  • Detection strategies
  • Response strategies

2. Risk Management

2.1 Risk administration will be completed relative to RTI’s Risk Management Insurance policy.

3. Preventative controls

3.1 To avoid theft, fraud and corrupt conduct, the Institute will have internal controls to avoid this. These will include: economical delegations, lines of authority and accountabilities, segregation of duties, approval processes, etc.

3.3 The Director will inform staff of how to prevent and report suspected fraud and corrupt carry out.

3.4 Supervisors will make sure that the following staff are aware of and comply with the Rule and Constitutions of the Dominican Sister of Wanganui:

  • Staff delegated to make financial decisions
  • Staff delegated to create staff appointment decisions
  • Staff delegated to control contracts

3.5 Staff delegated to engage exterior contractors or suppliers will ensure that the contractors or suppliers are financially sustainable persons or businesses before engaging their companies.

3.6 THE CHANCE Management Team will provide personnel with a risk control tool to enable staff accountable for engaging contractors and suppliers to recognize the level of risk and the amount of critical examination required for every single procurement activity.

4. Fraud detection controls

4.1 The Director will analyse the accuracy of all transactions.

4.2 The Director will make sure that those staff with delegated financial responsibilities will analyse transactions for acceptance of the next:

  • Validity
  • Accuracy
  • Invoice coding
  • Invoices tackled to Rosary Tertiary Institute
  • Goods and services taxes (GST) calculations

4.3 The Director gives a monthly consideration of her receipts and expenditure to the neighborhood Prioress and conduct an gross annual internal financial audit, according to the Constitutions of the Dominican Sisters of Wanganui.

5. Reporting of theft, fraud and corrupt conduct

5.1 An employee member who suspects that an take action of theft, fraud or corrupt conduct could be about to occur, is happening or has occurred must survey such suspicions with their head of division, the Director, the neighborhood Prioress or the Mother Prioress General.

5.2 On acquiring a written report of suspected theft, fraud or corrupt conduct, the top of department or Director will:

  • Record the time, date and details of the report made
  • Refer the article (including anonymous information where there is enough supporting information) to the local Prioress or Prioress Basic promptly and before any investigation of such allegations is undertaken.

5.3 Where a report of suspected theft, fraud or corrupt conduct made requires a senior officer of the Institute, the Director will refer the are accountable to the local Prioress or, in case of her unavailability, the Prioress Standard.

5.4 The Institute’s public data will inform those who are not staff or pupils of the Institute how to file a complaint relating to improper carry out, detrimental action or additional corrupt conduct or misconduct by the Institute, its staff and its own officers.

5.5 Where in fact the regional Prioress or Prioress Basic determine an allegation as a deliberate fake allegation of fraud, theft, or corrupt conduct, the staff member who manufactured the allegation will end up being dealt with based on the Rule and Constitutions of the Dominican Sisters of Wanganui.

6. Investigation

6.1 The Director will examine whether a report of suspected fraud, theft or corrupt conduct warrants further investigation.

6.2 In which a preliminary investigation of allegations of theft, fraud or corrupt carry out by a staff member is required, the Director will appoint investigation officers and offer them with reference conditions. The investigation officers will execute all investigations in line with the Guideline and Constitutions of the Dominican Sisters of Wanganui.

6.3 Where an external contractor to the Institute can be involved in suspected theft, fraud or corrupt carry out, the Director will notify all departments who’ve engaged the external contractor and all other relevant areas of the Institute. Towards the end of the preliminary investigation, the Director may:

  • Take no further action
  • Refer the matter to Legal Services
  • Conduct a complete investigation
  • On the information of the Mom Prioress General, statement the theft, fraud or corrupt carry out to the authorities for further action where proof theft or fraud is available to be of a serious characteristics and a prima facie circumstance has been established.

7. Insurance cover

7.1 The Director is responsible for making certain the Institute’s control liability insurance plan is current and can cover the Institute for the risk of damage incurred from theft, fraud or corrupt activity and externally instigated fraud.

8. Statutory reporting requirements

8.1 Where alleged theft, fraud or corrupt conduct have already been found to entail the embezzlement of money, stores or residence, the Director will survey the matter to the Victorian Minister of Tertiary Education and Auditor-General of Victoria as expected beneath the Financial Management Act 1994 (Vic).

9. Review of techniques and controls

9.1 The Director will review internal controls associated with theft, fraud and corrupt carry out.

9.2 The Director will follow up with management accountable for the area damaged by theft, fraud or corrupt carry out to ensure that recommendations have been carried out within appropriate timeline.

9.3 In every instances where there is a article of theft, fraud or corrupt conduct, the Director will analyze the types of procedures and controls in procedure within the section and recommend the Director of the review, including any action taken up to address any inadequacies uncovered.

10. Records

10.1 The Administrator will retain the records of most theft, fraud and corrupt conduct investigations.

11. Confidentiality

11.1 An employee member who is involved with or becomes aware of theft, fraud or corrupt conduct investigation will retain the details and investigation outcomes confidential, at the mercy of the demands of the Institute, the Director and the police throughout their investigation.

11.2 Staff will not discuss or record any suspected or confirmed occurrence of theft, fraud or corrupt conduct to the media.

PRIVACY POLICY

Policy Number

Version Number

Policy Developer

#34

#1

Administrator

Approving Body

Date of Approval

Last Amendment Date

RTI Board of Governors

4th March, 2017

4th March, 2017

Last Review Date

Next Review Date

Status

4th March, 2017

4th March, 2020

Filed

This policy has been benchmarked with the ONLINE PRIVACY POLICY of Eastern College Australia

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