Whistleblower Policy

1.0 Definition

A whistleblower as defined by this policy is an employee, volunteer, vendor, partner, or community beneficiary of CAVWOC who reports an activity that he/she considers in good faith to be illegal, dishonest, unethical, or a violation of organizational guidelines.

2.0 Responsibilities

The whistleblower is responsible for bringing forth credible reports of suspected violations. They are not responsible for investigating the activity, locating evidence, or determining fault or corrective measures; appropriate officials at CAVWOC are legally charged with these duties.

3.0 Examples of Violations

Examples of illegal, dishonest, or fraudulent activities include, but are not limited to:

• Violations of Malawian law, statutory regulations, or donor contracts.
• Billing for services not performed or goods not delivered.
• Signing allowance forms or claims for activities not actually attended.
• Fraudulent financial reporting or falsifying organizational records.
• Exploitation, sexual harassment, or abuse of power against beneficiaries.

4.0 Reporting Procedure

If an employee or external stakeholder has knowledge or concern regarding illegal or dishonest activities, they are urged to contact their immediate supervisor, head of department, or the Executive Director.

Note: Reporters must exercise sound judgment to avoid baseless or malicious allegations. Intentional filing of false or defamatory reports will result in disciplinary actions up to termination of services.

5.0 Protections & Safe-keeping

Whistleblower protections are strictly provided in two critical areas:

1. Confidentiality: Every reasonable effort will be made to maintain the confidentiality of the reporter. Identity is only disclosed if required by law or to guarantee defense rights in criminal court.
2. Protection Against Retaliation: CAVWOC maintains a strict zero-tolerance stance towards retaliation of any kind against individuals who report concerns in good faith. This includes protection against salary cuts, negative performance assessments, demotions, hostile work environments, or physical threats.

6.0 Reporting to Board Chairperson

If a whistleblower has reasonable grounds to believe that the Executive Director or senior management is involved in the wrongdoing, the report should be escalated directly to the **Chairperson of the Board of Trustees** at board.chair@cavwoc.org.

7.0 Investigation Process

All reports of illegal and dishonest activities will be promptly logged and reviewed. The Executive Director (or the Board Chairman for management-level claims) is responsible for launching independent investigations and coordinating corrective or legal action.

8.0 Third-Party Affiliation

To bring independence and robustness to this policy, CAVWOC collaborates and coordinates with third-party hotline services (such as "Tips Anonymous") to manage whistleblowing reports and investigations impartially.