Reporting malpractices and irregularities

Whistleblowers’ Regulations

The University of Groningen (UG) considers it important that potential malpractices within the organization can be safely reported.  For this reason, a Whistleblowers’ Regulation was adopted.

The Dutch universities have adopted a joint regulation based on the Collective Labour Agreement for Dutch Universities (CAO-NU), which include an independent national Committee on Whistleblowing. The regulations can be found at the bottom of the page under “More information”.

What is malpractice? 

A whistleblower report constitutes the expression of suspected immoral or illegal actions/practices that occur under the responsibility of the UG and that threaten the public interest. 

Examples include situations involving violations of laws and regulations (including EU law) that pose a danger to:

• the public health
• the physical safety of individuals
• the environment

• the proper functioning of the university organization

A situation is considered to involve the public interest when it extends beyond your own interest. This concerns, for instance, structural or recurring problems, or a serious or large-scale incident. An employment conflict with a manager or colleague does not fall under this, unless it is part of a wider or structural problem. 

Who can report malpractice?

In addition to students and staff, individuals who carry out tasks for the UG within a work-related context can also make a report, such as self-employed workers, interns, volunteers, contractors, or suppliers.    

Protection and identity of the reporter

The position of a reporter who has reported a case of malpractice, violation or irregularity — or a suspected instance thereof — will not be adversely affected in any way, nor will the reporter be held liable as a result of the report.

The identity of the reporter will not be disclosed without permission of the reporter.

Forwarding

If your report was submitted to the wrong organization, that organization must swiftly and securely forward your report to the appropriate body.

How can I report malpractice?

If you suspect malpractice, you can first discuss it within your organization with someone you trust, such as:

• your manager or HR advisor (for staff)
• your programme director, study advisor, or student counsellor (for students)

• the faculty board or the management board of the relevant unit

This route is meant for situations in which it feels safe to raise the matter within the organization. In case of doubt, or when there is a hierarchical dependency or involvement of managers, alternative routes are available. You may also choose to report it directly to the independent national Committee on Whistleblowing.

It is important to note that certain issues must first be reported internally. If any of the following occur:

• an accident or near accident, or an unsafe situation: report this to the In-House Emergency Services (BHV).

• a suspected data breach: report this by sending an email to databreach rug.nl. More information about data breaches and other privacy and cybersecurity issues can be found at Privacy & Security.

More information