600.4 - Reporting Misuse of State Property
University Group Policy #600.4
I. Policy Statement
North Carolina General Statute § 143B-920 requires state employees who have information or evidence of misuse of state property to report such information or evidence to their immediate supervisor within three days, who shall in turn report such information or evidence to the head of the respective department, agency, or institution.
The head of any department, agency, or institution receiving such information or evidence shall, within a reasonable time but no later than 10 days from receipt thereof, report such information, excluding damage or loss resulting from motor vehicle accidents or unintentional loss of property, in writing to the Director of the State Bureau of Investigation. Misuse of state property includes an attempted arson, or arson, damage of, theft from, or theft of, or embezzlement from, or embezzlement of, or misuse of, any state-owned personal property, buildings or other real property.
University of North Carolina Guidelines on Reporting Misuse of State Property by State Employees appoints the Chancellor of each constituent institution to function as the institutional head.
To ensure the consistent procedural response to the SBI, fairness to any Winston-Salem State University employee suspected or accused of misuse of state property, and coordinated institutional response, these regulations address the procedures for reporting information or evidence of misuse of state property by Winston-Salem State University employees.
Reporting Information or Evidence of Misuse of State Property
Any Winston-Salem State University employee who receives information suggesting possible misuse of state property as defined above must report such information to their immediate supervisor within three days, unless the suspected misuse involves the immediate supervisor, in which case the matter must be reported directly to the University Attorney. Any supervisor receiving such information must report the matter immediately to the University Attorney. The University Attorney will determine whether or not it is appropriate to notify the State Bureau of Investigation.
Report to the SBI and University Internal Review and Investigation
- If the University Attorney determines that notification to the SBI is appropriate, the University Attorney will send written notification to the SBI (SBI Notification”) on form SBI 78.
- A copy of the SBI Notification will be sent by the University Attorney’s office, to the Winston-Salem State University Campus Police, the Internal Auditor, the Vice Chancellor for Finance and Administration and the Chancellor. In consultation with the University Attorney, the Chief of Campus Police and the Internal Auditor will determine the extent to which each office will be further involved and whether the Chief of Campus Police or the Internal Auditor will request the assistance of the SBI or the State Auditor in reviewing or investigating the allegations.
- If the allegations of misuse involve an identified department or employee, a copy of the SBI Notification will be sent to the appropriate Vice Chancellor to which the unit reports. If needed a report will be made to the Director of Human Resources if the suspected employee is SHRA, and to the Provost if the suspected employee is EHRA faculty or EHRA non-faculty. The supervisor of the unit in which the suspected misuse is alleged to have occurred may also be notified, as appropriate. Each Vice Chancellor and unit supervisor will work with the University Attorney, the Campus Police, the Internal Auditor, and the Director of Human Resources or Provost, as appropriate, to address resolution of personnel and other issues relating to the reported allegations.
- The results of Campus Police and/or Internal Auditor reviews and investigations will be reported to the University Attorney by the Chief of Campus Police and the Internal Auditor, respectively. The Internal Auditor and the Chief of Campus Police may make other reports to state or local government units as are otherwise necessary and appropriate for the performance of their respective unit responsibilities.
An employee may also make an anonymous report of possible misuse of University property by calling the Internal Auditors hotline (336-750-2063). The Internal Auditor shall notify the University Attorney according to procedures for supervisors.
III. Roles and Responsibilities
By delegation of the Chancellor, the University Attorney is delegated the function of reporting information or evidence of misuse of state property to the SBI.
This policy applies to faculty and staff of Winston-Salem State University.
Responsible Division: Office of the Chancellor
Authority: Board of Trustees
- Adopted March 3, 2003