ASF Institutional Policy Manual · Aligned with PHIG, September 2026
Part of the ASF policy framework, aligned with the equivalent PHIG policy. To raise a concern: see the ASF Complaints and Reporting Channel.
Anyone who reports a concern in good faith is protected: retaliation against a reporter is itself serious misconduct. Owner: Ethics Focal Point.
Who can report: personnel, participants, partners, suppliers, donors and members of the public.
What to report: any suspected breach of law, of this manual or of a donor agreement — including fraud, corruption, sexual exploitation and abuse, harassment, child abuse, trafficking, research misconduct, data breaches, safety risks and retaliation.
Reporting channels
| Channel | Use it when |
|---|---|
| Your line manager | You are comfortable doing so and the manager is not involved |
| The relevant focal point (front matter table) | The concern falls in their area |
| The ASF Complaints and Reporting Channel | You want a confidential written route; anonymous reports accepted |
| The Chair of the Board | The concern involves the the Board Chair or a focal point |
| A donor’s own hotline or Inspector General | You believe internal routes are not safe or have failed |
| French authorities | Always open to you; ASF will never discourage it |
Protections
- Confidentiality: the reporter’s identity is shared only with those who need it to handle the case, unless the law requires otherwise.
- No retaliation: dismissal, demotion, harassment, loss of work, negative references or any other detriment because of a report are prohibited.
- Good faith: a reporter who honestly believes the concern is protected even if it proves unfounded. Knowingly false reports are a disciplinary matter.
- Feedback: the reporter is told the report was received within 3 working days and, where appropriate, the outcome.
Handling
Every report is logged and assessed under Policy 14. A person named in a report may not take part in handling it.