• The Hotline is not intended to replace the existing internal reporting structure, rather it is a tool meant to supplement the mechanisms we currently have in place. Employees, parents, and community members should report concerns of waste, fraud, abuse, or unethical behavior immediately to an EPISD supervisor, administrator, the Internal Audit Department, Police Services, or the Superintendent (or designee). However, if this is not feasible, the Fraud, Waste, and Abuse Hotline is provided as a communication option.

  Information reported through the Hotline should be made in good faith. The Hotline should be used to report fraud, waste, or abuse.

  Hotline reports that are not under the categories of fraud, waste, or abuse may not be investigated by Internal Audit and will be forwarded to the appropriate administrator so that they can determine whether any further action is warranted. Suggestions, questions, or comments (that are not in the categories of fraud, waste, or abuse) can be submitted through the “Let’s Talk” customer service page by clicking the button below. Please Note: When submitting suggestions, questions or comments through Let's Talk, you have the option to remain anonymous.

  

  Examples of fraud, waste, and abuse include: Misappropriation of District funds, property, or other assets Theft of District property, funds, or resources Impropriety in the management of District funds or resources Accepting or seeking anything of material value from contractors, vendors, or other persons providing services or materials to the District, except as otherwise permitted by law or District policy [see Board Policies BBFA, CB, and DBD] Failure to disclose conflicts of interest as required by law or District policy Falsification or unauthorized alteration of District checks, accounts, or other documents Inappropriately destroying, removing, or using District records, furniture, fixtures, or equipment Using a position of authority for personal gain (abuse of power)

  Incidents alleging discrimination, including violations of gender, sex, race, color, religion, national origin, age, or disability shall be submitted in accordance with Board Policy DIA (Local). Incidents alleging certain forms of harassment, including harassment by a supervisor and violation of Title VII, shall be submitted in accordance with Board Policy DIA (Local). Incidents concerning retaliation relating to discrimination and harassment shall be submitted in accordance with Board Policy DIA (Local). Incidents concerning a commissioned peace officer who is an employee of the District shall be submitted in accordance with Board Policy CKE (Local). Incidents concerning the proposed nonrenewal of a term contract issued under Chapter 21 of the Education Code shall be submitted in accordance with Board Policy DFBB (Local). Incidents concerning the proposed termination or suspension without pay of an employee on a probationary, term, or continuing contract issued under Chapter 21 of the Education Code during the contract term shall be submitted in accordance with Board Policies DFAA(Legal), DFBA(Legal), or DFCA(Legal). Incidents concerning student rights and responsibilities shall be submitted in accordance with Board Policy FNG(Local). Incidents concerning student bullying shall be submitted through, the Anonymous Alert anti-bullying and safety app or website The Hotline should not be used to report “gossip,” make personal attacks, or make rude or slanderous comments about District employees

   

• A thorough investigation cannot be conducted if the individual making an anonymous report does not provide enough detail or does not respond to follow-up questions posted through the system. The District would then be forced to do the best we can with limited information, which means the alleged fraud, waste, or abuse may not be proven and the issue left unresolved. 

   As such, the more details you can tell us, the better chance we have of determining whether fraud, waste, or abuse has occurred. When you make a report, you will be asked to provide information about the specific allegation, the parties involved (reported individual(s), individual(s) involved, and names of others who are aware), and other information about the suspected/known wrongdoing including:

  • What occurred?
  • How do you know about the incident?
  • When did the incident occur?
  • Where did the incident occur?
  • What documentation/evidence is available?
  • Other relevant information.

• Your call or online report can be confidential or anonymous. However, we encourage individuals to provide contact information because this allows the administrator, who is assigned the report, to follow up with the individual making the report with questions or to seek clarification when more information is needed. As a reminder, Board Policy CAA (Local) states, “Neither the Board nor any District employee shall unlawfully retaliate against a person who in good faith reports perceived fraud or financial impropriety.”

   

  If you make an anonymous report, you will be given an incident report number and encouraged to log into the system or call back in case additional information is needed.

Navex (the vendor/provider for the Hotline) emails all reports to the Internal Audit Department. The Internal Audit Department screens information provided through the Hotline report to determine whether the report is complete and includes sufficient information to follow up and whether the alleged incident is a violation of EPISD policy or state/federal law, should the allegation(s) be true. In addition, Internal Audit or administration may conduct a preliminary analysis to determine whether an investigation is needed and what steps, if any, are required to respond in an appropriate manner.

Not every Hotline report will result in an investigation. If the preliminary analysis fails to provide a reasonable basis that the incident may have occurred, an investigation may not be initiated. For example, an investigation may not be initiated if:

• Sufficient information was not provided to conduct a preliminary analysis
• The Hotline report allegation is a misunderstanding of EPISD policy
• The report relates to a lack of communication between the reporter and another person
• The substance of the report can be resolved informally, such as a request for assistance rather than an allegation of misconduct

When appropriate, reports will be forwarded to principals or other administrators for resolution. However, the Internal Audit Department tracks all Hotline reports from receipt through resolution.

If an investigation is undertaken and if the allegation is substantiated, corrective action will be required to rectify the cause or control weaknesses that allowed the situation to occur. All employees involved in an investigation shall be advised to keep information about the investigation confidential. In most cases, the person initiating the report may not be provided with the details, but rather only the outcome of the investigation (whether the alleged fraud, waste, or abuse was substantiated or not substantiated).

If an investigation substantiates that fraud has occurred, the Board will be notified as required by Board Policy CAA (Local). When circumstances warrant, the Superintendent and/or his/her designee, in conjunction with legal counsel, will determine whether to refer the investigation results to the appropriate law enforcement agency and/or regulatory agency.

You can call the Hotline at 1-800-620-8591 (se habla Español) or complete a report online. Both options are available 24/7