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• <br />Reported Incident Follow Up Procedure <br />Care must be taken in the follow up of suspected misconduct and dishonesty to avoid <br />acting on incorrect or unsupported accusations, to avoid alerting suspected individuals <br />that follow up and investigation is underway, and to avoid making statements which <br />could adversely affect the city, an employee, or other parties. <br />Accordingly, the general procedures for follow up and investigation of reported incidents <br />are as follows: <br />1. Employees and others must immediately report all factual details as <br />indicated above under Policy. <br />2. The City Manager, Human Resources, Finance, and Police have the <br />responsibility for follow up and, if appropriate, investigation of all reported <br />incidents. <br />3. All records related to the reported incidents will be retained wherever they <br />reside. <br />4. Do not communicate with the suspected individuals or organizations about <br />the matter under investigation. <br />5. In appropriate circumstances and at the appropriate time, Human <br />Resources Department will notify the employee's Director and the Director <br />of Finance. <br />6. The Director of Finance will notify the City Manager of all reported <br />incidents so that it may be determined whether this matter should be <br />brought to the attention of the Fiscal Affairs Committee. <br />7. City Manager, Human Resources, and the Director of Finance may also <br />obtain the advice of Legal at any time throughout the course of an <br />investigation or other follow up activity on any matter related to the report, <br />investigation steps, proposed disciplinary action or any anticipated <br />litigation. <br />8. Neither the existence nor the results of investigations or other follow up <br />activity will be disclosed or discussed with anyone other than those <br />persons who have a legitimate need to know in order to perform their <br />duties and responsibilities effectively. <br />9. All inquiries from an attorney or any other contacts from outside of the <br />company, including those form law enforcement agencies or from the <br />employee under investigation, should be referred to Legal. <br />Investigative or other follow up activity will be carried out without regard to the <br />suspected individual's position, level or relationship with the City of La Porte. <br />Page 4 7/18/2005- <br />