| Creation date: 18 December 2023 | Last revision date: 19 December 2025 |
1. Purpose
The European University of Lefke is committed to the highest standards of integrity, transparency, and fairness. This policy establishes procedures for:
- Confidential reporting of serious wrongdoing (whistleblowing)
- Fair resolution of staff workplace concerns (grievances)
The EUL ensures that individuals who raise concerns in good faith are protected from retaliation.
2. Scope
This policy applies to all EUL personnel, including:
- Academic staff
- Administrative and support staff
- Visiting staff and contractors (where applicable)
3. Whistleblowing Procedure
3.1 Matters that may be reported
Concerns may include:
- Fraud, corruption, or financial misconduct
- Breaches of law or regulations
- Research misconduct or academic integrity violations
- Health and safety risks
- Abuse of authority or serious ethical breaches
3.2 Reporting channels
All whistleblowing reports should be submitted to the Ethical Compliance Office (ECO) through:
- A secure confidential reporting system
- Direct written submission to the Ethical Compliance Officer
- Any alternative channel designated by the ECO from time to time
Where appropriate, reports may also be escalated to external authorities in accordance with applicable law.
3.3 Confidentiality and anonymity
- The Ethical Compliance Office will treat all disclosures in strict confidence.
- The identity of the whistleblower will not be disclosed without explicit consent, unless required by law.
- Anonymous reports may be submitted; however, anonymity may limit investigative follow-up.
3.4 Protection against retaliation
The University strictly prohibits retaliation against any individual who reports concerns in good faith to the Ethical Compliance Office. Any retaliatory action will result in disciplinary measures.
3.5 Investigation process
Upon receipt of a report, the Ethical Compliance Office will:
- Acknowledge receipt within a reasonable timeframe
- Assess the seriousness and credibility of the report
- Determine whether an investigation is required
- Appoint an independent investigator where appropriate
- Document findings and recommend corrective actions
4. Staff Grievance Procedure
4.1 Definition of grievance
A grievance refers to any work-related concern raised by an employee, including:
- Working conditions
- Treatment by colleagues or supervisors
- Pay, workload, or contractual issues
- Bullying, harassment, or discrimination
- Misapplication of University policies
4.2 Informal resolution
Employees are encouraged to resolve concerns informally with their line manager where possible.
4.3 Formal grievance submission
If unresolved, a formal grievance should be submitted in writing to the Ethical Compliance Office, which will:
- Register and acknowledge the complaint
- Assign an impartial investigator or panel
- Conduct a formal review meeting
- Provide a written outcome with reasoning
4.4 Appeal process
Employees may appeal grievance decisions. Appeals will be reviewed by a senior official or independent committee not previously involved in the case.
5. Role of the Ethical Compliance Office
The Ethical Compliance Office is responsible for:
- Receiving and managing whistleblowing reports
- Overseeing or coordinating grievance investigations
- Ensuring confidentiality and procedural fairness
- Maintaining records securely
- Advising University leadership on compliance and ethics matters
6. Record Keeping and Data Protection
All records related to whistleblowing and grievances will be:
- Stored securely
- Access restricted to authorized personnel only
- Processed in accordance with applicable data protection laws
7. Policy Review
This policy shall be reviewed every 2 years, or earlier if required by legal, regulatory, or institutional changes.