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  • Approval Dates:  April 2006, August 2007, Reviewed June 2013
  • Approved by:  Board of Governors
  • Jurisdiction:  General Counsel and Board Secretariat, Internal Audit Services

Introduction

Ryerson University has a responsibility for the stewardship of University resources and the public and private support that enables it to pursue its mission.  In an era calling for higher standards of governance and accountability, many organizations are establishing and communicating guidelines for the safe disclosure of complaints regarding accounting, internal accounting controls, or auditing matters.

Purpose

The Audit Committee of the Board of Governors of Ryerson University is responsible for establishing procedures for:

  1. The receipt, retention and treatment of complaints received by  Ryerson regarding accounting, internal accounting controls and auditing matters; and
  2. The confidential, anonymous submission by Ryerson employees and other members of the University community of concerns regarding accounting, internal accounting controls, or auditing matters.

Examples of complaints are set out in Schedule A to this Policy. 

The principles underlying this Policy are to provide an environment in which members of the University community feel they can report their legitimate concerns regarding accounting, internal accounting controls, or auditing matters, on a confidential and anonymous basis, without risk of adverse consequences including adverse employment actions in the case of University employees. 

Oversight

The Audit Committee has the responsibility of overseeing this Policy.  The Audit Committee has delegated the day-to-day administration of this Policy to the General Counsel and the Chief Internal Auditor (the “Designated Officials”).  Contact information for the Designated Officials is set out in Schedule B to this Policy.

Reporting of Complaints

A person may report a complaint

  1. To any of the Designated Officials; or
  2. To the Chair of the Audit Committee.  The complaint should be delivered to the General Counsel in a sealed envelope marked “Confidential – For the Chair of the Audit Committee”.  The General Counsel will forward the sealed envelope to the Chair of the Audit Committee.

The complaint should be specified in as much detail as possible.  If a complaint is reported to a Designated Official, the Designated Official shall immediately forward a copy of the complaint to the Chair of the Audit Committee.

Confidentiality

Ryerson is fully committed to maintaining procedures for the anonymous and confidential reporting of complaints regarding accounting, internal accounting controls, or auditing matters by employees and others. 

All complaints will be treated on a confidential basis. Complaints will only be disclosed to those persons who have a need to know in order to properly carry out an investigation. The complainant’s identity will not be disclosed, unless specifically permitted to be disclosed, or unless required by law.

Prohibition on Retaliation

Any member of the University who in good faith reports a complaint will be protected from threats of retaliation, discharge (in the case of University employees), or other types of discrimination.  

Investigation of Complaints and Reporting Results

Complaints will be reviewed by the Chair of the Audit Committee, in consultation with the Designated Officials, and with such other persons as determined by the Chair to be appropriate. 

If the Chair of the Audit Committee is satisfied upon a preliminary review that the Complaint has merit, the Chair may retain and consult with external resources as deemed appropriate. The process of the investigation will be dependent on the scope and gravity of the complaint.

The person who makes the complaint, unless made anonymously, shall receive a written summary of the final determination prepared by one of the Designated Officials.

Jurisdiction

This policy is under the jurisdiction of the Chair, Audit Committee of the Board of Governors. The interpretation and administration of this policy is the responsibility of the General Counsel and Secretary to the Board of Governors and the Chief Internal Auditor, Internal Audit Services.

Schedule A

Accounting Complaint Policy

Examples of Complaints

By way of example, complaints which should be reported pursuant to this Policy include without limitation:

  1. Fraud or deliberate error in the preparation, evaluation, review or audit of any financial statement of the University;
  2. Fraud or deliberate error in the recording and maintaining of financial records of the University;
  3. Deficiencies in or noncompliance with the University’s internal accounting controls;
  4. Misrepresentation or false statements to or by a senior officer or accountant regarding a matter contained in the financial records, financial reports or audit reports of the University;
  5. Deviation from full and fair reporting of the University’s financial condition as determined by the Board of Governors.

Schedule B

Accounting Complaint Policy

Contact Information for the Designated Officials

Ryerson employees can reach the Designated Officials at the following contact information:

General Counsel

and Secretary of the Board of Governors

Chief Internal Auditor

Internal Audit Services

Telephone: 

    (416) 979-5004

Address:

    Ryerson University

    Room JOR-1130

    350 Victoria Street

    Toronto, Ontario

    M5B 2K3

Telephone: 

    (416) 979-5337

Address:

    Ryerson University

    Room YDI-973

    350 Victoria Street

    Toronto, Ontario

    M5B 2K3