Concerns should normally be raised through the completion of a MyView form which will be forwarded to your Director for investigation. 

This may, however, depend on the seriousness and sensitivity of the issues involved and who is thought to be involved in the alleged wrongdoing or malpractice. As an alternative, the concern may be raised directly with the Director of the relevant department, the Chief Executive, the Head of Internal Audit & Risk or the Deputy Director Legal and Democratic Services, who is also the Council’s Monitoring Officer.

Whether raised via MyView or not, concerns should be raised in writing without undue delay setting out the background and history of the concern, giving names, dates and places where possible, and the reason for the employee’s particular concern. If an employee feels that he/she is not able to raise the concern in writing at this point, he/she may personally raise the matter with the appropriate Officer. However, at some stage the concern will need to be put in writing and recorded on MyView although this may be done through his/her representative or relevant manager.

Employees can obtain advice and guidance on how matters of concern may be pursued from:

• Deputy Director Legal and Democratic Services and Monitoring Officer
• Deputy Director HR, Customer Services and Digital 
• The HR Service
   

How the Council will respond

The Director or his representative will write to the employee, where practicable within 14 calendar days:

• acknowledging that the concern has been received
• indicating how it proposes to deal with the matter
• giving an estimate of how long it will take to provide a final response
• informing the employee whether any initial enquiries have been made
• informing the employee whether further investigations will take place, and if not, why not

Employees will also be provided with details of support available which will include access to counselling facilities.

The action taken by the Council will depend on the nature of the concern. The matters raised may:

• be investigated internally
• be referred to the Police
• be referred to the external auditor
• form the subject of an independent inquiry

In order to protect individuals and those accused of possible wrongdoing or malpractice, initial enquiries will be made by the relevant senior officer to decide whether an investigation is appropriate and, if so, what form it should take. Concerns or allegations which fall within the scope of any other specific procedures (for example, child protection or discrimination issues) will normally be referred for consideration under those procedures. The overriding principle which the Council will have in mind is the public interest.

Some concerns may be resolved by agreed action without the need for formal investigation. If urgent action is required this will be taken before any investigation is conducted.

The amount of contact between the officers considering the issues and the complainant employee will depend on the nature of the matters raised, the potential difficulties involved and the clarity of the information provided.

The Council will take steps to minimise any difficulties which employees may experience as a result of raising a concern. For instance, if it becomes necessary to give evidence in criminal or disciplinary proceedings, the Council will provide the necessary advice about the procedure and give whatever practical support that is possible.

The Council accepts that employees need to be assured that the matter has been properly addressed and will ensure this happens.

Subject to legal constraints, employees will normally receive feedback about the outcomes of any investigations.

The Deputy Director Legal and Democratic  Services, in conjunction with the Director who has responsibility for the relevant department of the Council, and HR will be responsible for monitoring the outcome of the concerns raised through this Policy.