Misconduct and Whistleblower Policy (ICD-127)

Purpose

This policy establishes standards for reporting and addressing misconduct and protects individuals who report concerns in good faith. Optimist International (OI) is committed to ethical conduct, legal compliance, and protection from retaliation.

Scope

This policy applies to all Optimist International employees, officers, directors, and volunteers.

Definition of Misconduct

Misconduct includes, but is not limited to:

• Gross negligence
• Harassment
• Discrimination
• Fraud, dishonesty, or violation of law
• Forgery or alteration of documents
• Unauthorized manipulation of computer files
• False financial reporting
• Misuse or misappropriation of OI funds or assets
• Conflicts of interest or personal benefit at the expense of OI
• Improper use of OI technology or internet resources
• Unauthorized or excessive expenditures
• Inappropriate conduct involving children while representing OI

Safeguarding Contact

The Safeguarding Contact is the Executive Director (unless otherwise assigned) to receive, evaluate, and coordinate investigation of reports.

Reporting Responsibilities

Any individual who witnesses or experiences any misconduct should promptly report the incident to the Safeguarding Contact, who is the OI Executive Director (unless otherwise assigned). If the concern involves the Executive Director or a volunteer, it should be reported to the International President. Reports may be made in writing or verbally. All reports will be treated seriously and investigated promptly, with appropriate confidentiality. Retaliation against individuals who make good faith reports is strictly prohibited. Violations of this Policy may result in disciplinary action, up to and including termination.

Good Faith Reporting

Reports must be made in good faith and based on a reasonable belief that misconduct has occurred. Knowingly false or malicious reports may result in disciplinary action.

Confidentiality

Reports will be handled as confidentially as reasonably possible, consistent with the need to conduct an appropriate investigation and comply with legal requirements.

Investigation

All reports will be reviewed promptly and investigated as appropriate. Investigations will be conducted by the Safeguarding Contact, unless the Executive Director is the subject of the report. Criminal investigations will be handled by appropriate authorities.

Protection from Retaliation

OI prohibits retaliation against any individual who reports misconduct in good faith. Retaliation may result in disciplinary action up to and including termination

March 2006; March 2008; December 2009; March 2010; July 2012; September 2024; October 2024;