Employee Awareness Materials for Your IntegrityCounts Program
Quick Reference
Beyond posters, there are several ways to share information about your IntegrityCounts ethics reporting program with employees across all locations. This article covers the materials and resources available to you, along with ready-to-use messaging you can adapt for your organization.
Available Program Materials
Your IntegrityCounts subscription includes the following materials that can be used to inform employees about the program:
Posters and Signage
Digital poster files are provided during onboarding and can be reprinted at any time. These include your organization's reporting URL, hotline phone number, and email address. If you need updated or additional poster files, contact our support team at support@integritycounts.ca.
Wallet Cards
Wallet-sized cards are available that employees can keep with them. These are especially useful for field, operations, and manufacturing teams who may not have regular access to a computer. Wallet cards typically include the reporting URL, phone number, and a brief description of the program. Contact our support team to request wallet card files.
Your Organization's Reporting Page
Every IntegrityCounts client has a dedicated reporting page that serves as the main entry point for employees. This page can be shared directly with employees via email, intranet, or printed materials. Your reporting page URL follows this format:
https://integritycounts.ca/org/[yourorganization]
This page is designed to be employee-friendly and explains the reporting options available. Share this link widely as it is the simplest way to direct employees to the program.
Email and Intranet Announcements
Below is sample messaging you can customize and distribute to employees via email, newsletter, intranet posting, or internal communication platform. Feel free to adapt the language to match your organization's tone and style.
Ready-to-Share Employee Explainer
Below is a ready-to-use overview of your IntegrityCounts program that you can share directly with employees. Copy and customize the bracketed sections with your organization's details, then distribute via email, intranet, employee handbook, or printed handout at each location.
Your Ethics and Compliance Reporting Program
What is IntegrityCounts?
IntegrityCounts is a confidential and anonymous ethics reporting program provided by an independent third party, Whistleblower Security. It gives you a safe, secure way to report concerns about workplace conduct, ethics, compliance, or safety without fear of retaliation.
What can I report?
You can report any concern related to your organization's policies, code of conduct, or workplace standards. This includes, but is not limited to: fraud, theft, harassment, discrimination, safety violations, conflicts of interest, misuse of company resources, or any behavior that does not align with your organization's values.
How do I file a report?
You can file a report 24 hours a day, 7 days a week, 365 days a year using any of the following methods:
Online: [Insert your reporting URL]
Phone: [Insert your toll-free hotline number]
Email: [Insert your reporting email address]
Is it really confidential and anonymous?
Yes. Reports are received and managed by Whistleblower Security, an independent third party, not by your employer. You choose your level of anonymity when filing a report. You can remain strictly anonymous, anonymous from the organization, or provide your contact information if you prefer. Your identity cannot be traced through the system unless you choose to identify yourself.
What happens after I file a report?
When you submit a report, you receive a unique case number and password. You can use these to log back in at any time to check the status of your report, respond to questions from investigators, or provide additional information. All communication happens through the secure platform, maintaining your anonymity throughout.
Will I face retaliation for filing a report?
No. [Organization Name] does not tolerate retaliation against anyone who reports a concern in good faith. Filing a report is a protected action, and your organization is committed to ensuring that anyone who speaks up is treated fairly.
What if I am unsure whether I should report something?
If something does not feel right, report it. It is always better to raise a concern and let the appropriate people assess the situation than to stay silent. No concern is too small.
This explainer can be distributed as an email, printed as a handout for each location, included in onboarding materials, or posted on your company intranet.
Sample Email to Employees
If you prefer to introduce the program through an email from leadership, here is a template you can customize and send to your team.
Subject: Your Confidential Ethics Reporting Program
Dear Team,
[Organization Name] is committed to maintaining a safe, ethical, and respectful workplace. As part of that commitment, we provide a confidential and anonymous reporting program through IntegrityCounts, an independent third-party service.
If you ever witness or experience conduct that concerns you, whether it involves fraud, harassment, safety, discrimination, or any violation of our policies, we encourage you to speak up.
How to file a report:
• Online: [Insert your reporting URL]
• Phone: [Insert your toll-free hotline number]
• Email: [Insert your reporting email address]
Reports can be made anonymously and are handled by an independent third party. Retaliation against anyone who reports a concern in good faith is strictly prohibited.
If you have questions about the program, please reach out to [HR Contact / Program Administrator].
Thank you for helping us maintain a culture of integrity and accountability.
[Leadership Name/Title]
Additional Resources You Can Share
The following resources from our knowledge base can be shared directly with employees or used as reference material when building your own internal communications:
| Resource | Best For |
|---|---|
| Client Awareness Playbook | Comprehensive guide for program administrators covering branding, marketing, compliance champions, gamification, and more (PDF download) |
| How to Promote Your Program | Program administrators looking for promotion strategies and best practices |
| Introduction to Ethics Reporting | General overview suitable for sharing with leadership or board members |
| Whistleblower Policy Template | Organizations that need a starting point for their own internal policy |
| 7 Steps to Communicating a Whistleblower Hotline | Step-by-step guide for rolling out communications to employees |
| Tone at the Top Letter Samples | Ready-to-use CEO/leadership endorsement letters for the program |
| Creating an Ethics Hotline Communication Plan | Comprehensive planning guide for multi-location rollouts |
Tips for Multi-Location Organizations
If you have multiple locations and need to ensure consistent messaging across all sites, consider the following approach:
• Use the sample email communication above as a company-wide announcement from leadership
• Print posters and wallet cards for each physical location
• Ask site managers or supervisors to briefly introduce the program during a team meeting or toolbox talk
• Include the reporting URL and hotline number in employee handbooks or onboarding packets
• Add the reporting link to your organization's intranet, employee portal, or internal app
• For non-desk employees, verbal reinforcement from supervisors is often the most effective supplement to physical signage
Need Custom Materials?
If you need materials in additional languages, custom-branded collateral, or help developing a communication plan tailored to your organization, reach out to our team:
• Support: support@integritycounts.ca for poster reprints, wallet cards, or material requests
• Your Customer Success Manager: for help developing a communication or rollout plan
Key Takeaways
Posters are just the beginning. Use a combination of email communications, your reporting page link, wallet cards, intranet postings, leadership endorsements, and supervisor reinforcement to ensure every employee across every location knows about and trusts your reporting program.
The most effective programs promote consistently and through multiple channels, not just at launch.