Internal Reporting Office for Reporting Legal Violations

In response to the »Gesetzes für einen besseren Schutz hinweisgebender Personen« (Hinweisgeberschutzgesetz – HinSchG) (Whistleblower Act), the Bauhaus-Universität Weimar has set up an internal office for reporting violations that occur in a professional setting and for submitting tips on potential violations that

§ are punishable by law
§ are subject to fines insofar as the regulation violated serves to protect life, limb, health or the rights of employees or their representative bodies. This also includes
§ violate federal or state legislation, including applicable acts of the European Union and the European Atomic Energy Community in specified legal areas (e.g. combating money laundering, meeting environmental protection requirements, regulations on the procedure for awarding contracts, etc.).

The »Hinweisgeberschutzgesetz« (Whistleblower Act) forms the foundation for this. The Act protects individuals (whistleblowers) who have obtained information on violations in the course of their professional work and pass this information on to a designated reporting office.

Reporting Options

Reports can be submitted to the Internal Reporting Office via e-mail to:

hinweisgeber-meldestelle[at]uni-weimar.de

The only people with access to this e-mail account and who are authorised to receive reports, provide feedback and initiate follow-up measures are:

Jana Lorbeer (Internal Audit Director, Contact: Cranachstraße 47,
Room 212, 99425 Weimar, Phone +49 36 43 / 58 12 05)

Dr. Steffi Heine (Deputy Anti-Corruption Officer, Contact: Belvederer Allee 6,
Room 007, 99425 Weimar, Phone +49 36 43 / 58 12 16)

You can report information by post to Interne Meldestelle, c/o Innenrevision (postal address: Cranachstraße 47, 99425 Weimar).

Reports can also be made verbally by telephone or by arranging a personal meeting at any time (see above for contact information).

Any information you submit will be treated confidentially; please note the exceptions in § 9 HinSchG (Whistleblower Act). Please refrain from submitting anonymous reports. In the interest of efficient processing and in order to avoid unnecessary follow-up questions, please be sure that your report includes sufficient information and/or facts and details.

Verbal tips are documented in a summarised report or a complete and precise transcript in the form of a protocol. The individual providing information must be allowed to check the report, make corrections if necessary and confirm it with their signature.

It is also possible to submit an external report to the responsible state, federal or EU authorities.

Procedure

Once a tip has been received,

the Internal Reporting Office will first confirm receipt and then determine whether the subject falls under their jurisdiction or whether it falls under a special legal jurisdiction.
The matter is the matter is then examined to determine whether the tip-off is credible. If necessary, further information may be requested while respecting confidentiality.
Appropriate follow-up measures will be determined and carried out if necessary.

For further details, see § 17 of the HinSchG (Whistleblower Act).

All information, procedures, investigations results and follow-up measures will be comprehensively documented by the Reporting Office while ensuring complete confidentiality, data protection and data security. Appropriate technical and organisational measures have been put into place for this purpose. If questions arise regarding data protection, please contact the Bauhaus-Universität Weimar Data Protection Officer.

Instructions

If you use the S/MIME programme, you can end an encrypted e-mail to the address above. Use the communication key below from the Internal Reporting Office to encrypt your e-mail: the internal message centre public key.

Once you have done this, you will have to encrypt your e-mail accordingly.

Alternatively, you can send us a 7Zip encrypted attachment. Please be sure to share the relevant password with the Internal Reporting Office via telephone. An infographic with instructions can be found here:

https://www.itmz.uni-rostock.de/it-sicherheit/grundregeln/verschluesselung-von-lokalen-daten/verschluesseln-und-entschluesseln-von-daten-mit-7-zip/