Reporting Concerns and Complaints

TO REPORT ANY SITUATION THAT REQUIRES IMMEDIATE POLICE, FIRE, OR MEDICAL RESPONSE, DIAL 9-1-1 FIRST.

If your concern is an immediate threat to health or safety, dial 9-1-1 as your first call before contacting any administrative office, such as Human Resources. 9-1-1 should always be contacted immediately in the event of an in-progress or imminent threat. Do not hesitate to make that call as a first step.

The University of North Carolina System is committed to institutional integrity and compliance. The System Office has designated offices, employees and resources to help ensure that these commitments are fulfilled and to respond to complaints and concerns. By selecting a section below, you can access specific reporting mechanisms that will bring your complaint or concern to the appropriate individual(s) or office(s) for resolution. NOTE: These reporting resources are not intended to replace regular channels of professional communication.

Concerning or Threatening Behaviors and Workplace Violence

In the event of an immediate threat of workplace violence or any other immediate threat to life, health, or property, first seek shelter and call 9-1-1.

Similarly, if you are concerned that a colleague may be suicidal or seeking self-harm, call 9-1-1.

To report non-immediate threats or concerns about the behavior of other employees, such as confrontational or unpredictable conduct; frequent changes in personality or mood; preoccupation with or frequent mention of violence; indications that someone is experiencing an unusually high level of stress; or other matters of concern, contact a member of the Employee Relations team in UNC System Human Resources. This also includes bullying, intimidation, threats, physical or verbal attacks, or property damage, which are covered by the System Office Workplace Violence Policy.

Contact: SystemHR@northcarolina.edu; 919-445-0491.

Harassment, Discrimination, and Prohibited Conduct

This section covers reporting potential or known unfair or discriminatory treatment of or systematic/continued unwanted behavior toward an individual based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or veteran status. This also includes reporting other forms of potential prohibited conduct. This includes sexual violence, sexual harassment, and stalking.

If you become aware of an allegation of discrimination, harassment, or retaliation, please report it to your direct manager, next-level manager, or System Office Human Resources. Managers and supervisors are required to report such allegations to System Office Human Resources at the earliest possible time and generally no later than five calendar days after the matter first coming to their attention.

UNC System Human Resources is responsible for delivering a wide range of human resources programs and services to System Office employees. In particular, the Employee Relations unit provides guidance and resources associated with the Prohibited Discrimination, Harassment and Retaliation Policy; facilitated conversations for addressing workplace issues; SHRA and EHRA Non-Faculty disciplinary processes and grievance policies; and the Workplace Violence Policy.

Contact: SystemHR@northcarolina.edu; 919-445-0491.

Misuse, Compliance Violations, and Waste

To report potential or known issues related to any of the following: misuse of University resources such as fraud, theft or embezzlement; violation of laws, rules or regulations; waste of University resources including gross mismanagement, gross waste of money, or gross abuse of authority; and falsification or improper disclosure of University records, improper vendor or contractor activities, or unethical business practices.  Also see the related Misuse of State Property policy on the System Office Finance website.

UNC System Office Internal Audit serves all departments of the System Office. The unit provides a variety of services designed to add value, improve operations, and ensure that effective stewardship is maintained over University resources. Audit duties are performed with objectivity, confidentiality, and integrity. When allegations of improper activity are reported, the audit staff will investigate as promptly and discreetly as possible.

Contact: InternalAudit@northcarolina.edu; 919-843-3623. You can also report confidentially using the Internal Audit Hotline online form. To investigate your concerns, please provide as much detail as possible concerning who, what, when, where, how, and how much.

In addition, the Office of the State Auditor maintains the State Auditor’s Hotline for reporting allegations of fraud, waste, abuse, misappropriation, or mismanagement in state government. To investigate your concerns, please provide as much detail as possible concerning who, what, when, where, how, and how much.

Contact: http://www.ncauditor.net/hottips/ or call 800-730-TIPS (800-730-8477) during regular business hours to discuss your concerns with an investigator. You can report anonymously or provide your contact information.

Workplace Health and Safety

To report potential or known issues related to unsafe working conditions; hazardous materials theft, release, exposure, or disposal; indoor air quality or mold; fire and egress risks; or failure to meet applicable law, rules, or regulations relating to the environment, working conditions, or workplace safety, contact Safety and Emergency Operations.

Contact: Ed Purchase, Safety and Emergency Operations, erpurchase@northcarolina.edu; 919-962-4597

Workers’ Compensation: Report any incidents resulting in personal injuries to staff or visitors while on System Office or affiliate property, or in the course of employment or work-related activity, to Human Resources.

Contact: Nancy Maltais, namaltais@northcarolina.edu; 919-843-5186

Information Technology, Information Security, and Privacy

To report concerns about any potentially inappropriate use of information technology or potential misuse of or risk to sensitive information. Information technology, information security, or privacy concerns may be related to appropriate use, security violations, copyright issues, information technology policy issues or misuse of any computers, networks, other IT systems, or the information they contain including privacy or confidentiality concerns.  

Contact: Report the issue or concern via email to Information Technology at help@northcarolina.edu. If you have sensitive or confidential information to report, do not include that information in your email. Rather, describe the type of sensitive information or concern and request a telephone call back. Don’t forget to provide a telephone number at which you can be reached. The person who responds to you will collect information in a secure manner. If the matter is urgent, please mark your email as “High Importance” and also indicate urgency at the beginning of your email. Report help issues to help@northcarolina.edu. Report spam and phishing to spam@northcarolina.edu.

Retaliation

Retaliation is defined as adverse action taken against an individual because that individual made a good faith report of discrimination, workplace violence, misuse of state property, or other prohibited conduct; opposed employment practices that are in violation of certain laws or University policies; or participated in good faith in a proceeding conducted pursuant to such laws or University policies. Retaliation includes threats, intimidation, harassment, coercion, or any other conduct that would discourage a reasonable person from engaging in protected activities.

The Prohibited Discrimination, Harassment, and Retaliation Policy, the Workplace Violence Policy, and the Misuse of State Property Policy explicitly prohibit retaliation.

Individuals who have a concern about potential or actual retaliation are encouraged to report those concerns immediately to the office identified in the relevant policy. Individuals may also be able to use applicable grievance procedures within the designated time frame to address concerns of retaliation. The University will take reasonable steps to protect individuals from prohibited retaliation.

Contact: SystemHR@northcarolina.edu; 919-445-0491.

General Concerns about Employee Behavior

To report concerns about employee behavior that do not require an immediate response and are not otherwise described here, contact a member of the Employee Relations Team in UNC System Human Resources.

Contact: SystemHR@northcarolina.edu; 919-445-0491.

Other Resources: Employee Assistance Program

The EAP is not administered by the University and is not a means of sharing information with the University.  Rather, it is a resource available to help System Office employees and their families cope with various challenges.

From financial pressures to workplace stress and family dealings, life can be challenging. If you need help, personalized assistance from the UNC System Office Employee Assistance Program (EAP) is available 24 hours a day. The EAP is a confidential counseling and resource program that is designed to help University employees and their families deal with both personal and work-related concerns. Talking with the EAP is not a report to the University.

Contact: 877-823-5715

Important Phone Numbers

Police: 9-1-1

System Office Human Resources: 
919-445-0491

System Office Internal Audit: 
919-843-3623

System Office Safety and Emergency Operations
(Non-emergency calls ONLY)
919-962-4597

System Office Workers’ Compensation: 
919-843-5186

Employee Assistance Program: 
877-823-5715