The physical and financial resources of the School must be adequately protected against theft and fraud and appropriate action must be taken in then event of suspected theft or fraud.

Implementation of Policy

The Board requires that:-

1.    The Principal establish systems designed to prevent and detect the occurrence of fraud.

2.    The Principal report to the Board any instances of theft and fraud

3.    The Principal establish procedures for investigating and reporting instances of suspected theft and fraud which ensure that any such investigation is conducted in a manner that conforms to the principles of natural justice and is procedurally just and fair.

4.    The Principal ensure that proper steps are taken to report any instances of theft or fraud to the appropriate authorities.

 

Procedures

 

In conformity with the above policies the Principal has established the following procedures which the Board acknowledges conforms with its policy on theft and fraud prevention

1. In the event of an allegation of theft or fraud the Principal shall act in accordance with the following procedures: 

a) Decide to either immediately report the matter to the New Zealand Police or proceed as outlined in this paragraph.

b) So far as it is possible and within 24 hours:

      i) Record the details of the allegation, the person or persons allegedly involved, and the quantity and/or value of the theft or fraud.

     ii) Request a written statement from the person who has informed the Principal, with details as to the nature of the theft or fraud, the time and circumstances in which this occurred, and the quantity and/or value of the theft.

    iii) Decide on the initial actions to be taken including consulting with the person who provided the information and, if appropriate, confidentially consulting with other senior members of staff about the person who is the subject of the allegation.

     iv) Inform the Board Chairperson of the information received and consult with them as appropriate.

c) On the basis of advice received and after consultation with the Board Chairperson, the Principal shall decide whether or not a prima facie case of theft or fraud exists, and if not, to document this decision and record that no further action is to be taken. 

d) The Principal shall then carry out the following procedures:

         i) Investigate the matter further in terms of procedures as set out in sub-    paragraph (d);

          ii) If a prima facie case is thought to exist to continue with their investigation;

          iii) Invoke any disciplinary procedures contained in the contract of employment should the person be a staff member;

        iv) Lay a complaint with the New Zealand Police; 

        v)If necessary, commission an independent expert investigation;

       vi)In the case of fraud, require a search for written evidence of the possible fraudulent action to determine the likelihood or not of such evidence;

       vii) Seek legal advice; or 

     viii) Inform the Manager, National Operations, Ministry of Education local office and/or the school’s auditors.

e) Once all available evidence is obtained the Principal shall consult the Board Chairperson. The Board Chairperson may, if they consider it necessary, seek legal or other advice as to what further action should be taken.

f)  If a case is considered to exist the Principal or a person designated by them shall, unless another course of action is more appropriate:

       i) Inform the person in writing of the allegation that has been received and request a meeting with them at which their representative or representatives are invited to be present.

       ii) Meet with the person who is the subject of the allegation of theft or fraud and their representatives to explain the complaint against them.

      iii) Obtain a verbal or preferably a written response (all verbal responses must be recorded as minutes of that meeting, and the accuracy of those minutes should be attested by all persons present).

      iv) Advise the person in writing of the processes to be involved from this point on.

2.   All matters related to the case shall remain strictly confidential with all written information kept secure. Should any delegated staff member or any other staff member improperly disclose information the Principal shall consider if that person or persons are in breach of confidence and if further action is required. Any action the Principal considers must be in terms of the applicable conditions contained in their contract of employment and any code of ethics or code of responsibility by which the staff member is bound.

3.  Any intimation or written statement made on behalf of the School and related to any instance of supposed or actual theft or fraud shall be made by the Board Chairperson who shall do so after consultation with the Principal and if considered appropriate after taking expert advice.

 

4.  Staff have been advised that any allegation concerning the Principal should be made direct to the Board Chairperson who will then conduct an investigation in accordance with these procedures.

 

5.  Any allegation concerning a member of the Board and Trustees should be made to the Principal who will then advise the manager of the local office of the Ministry of Education and then carry out an investigation in accordance with these procedures. 

 

Review

-    Principal / Finance Convenor

-    2012

Approved by Board of Trustees at its meeting on 9th August 2010.

 

Policy reviewed and considered not necessary to be amended.

 

 Board Chairperson