How to report?
If you have knowledge of or suspect a breach of Union law, as outlined in Article V.230/2 of the Higher Education Code, you can report it to the VUB Whistleblowing Helpline:
- Preferably by email: klokkenluiderscontactpunt@vub.be
- By phone at 02 629 12 21 (Mon-Fri, 9am-4pm)
- By post addressed to: VUB Whistleblowing Helpline – Pleinlaan 5, room 3.18, 1050 Brussels
If you would prefer to discuss the potential breach in person, you can arrange an appointment with the independent reporting manager.
Who can report?
Anyone who works or has worked at VUB, regardless of their role, can make a report to the Whistleblowing Helpline. This applies to employees, job applicants, volunteers, interns, board members, consultants and anyone working under the supervision or direction of contractors, subcontractors, or suppliers of VUB.
What can you report?
Reports can concern actual or suspected breaches that have occurred or are likely to occur within VUB. These are breaches in a work-related context that the whistleblower has knowledge of. Specifically, reports can be about breaches in the following areas:
- Public procurement
- Financial services, products, and markets, including the prevention of money laundering and terrorist financing
- Product safety and compliance
- Transport safety
- Environmental protection
- Radiation protection and nuclear safety
- Food and feed safety, animal health, and animal welfare
- Public health
- Consumer protection
- Protection of privacy and personal data, and the security of network and information systems
Additionally, you can also report:
- Breaches that harm the financial interests of the European Union, as referred to in Article 325 of the Treaty on the Functioning of the European Union.
- Breaches related to the internal market, including violations of EU competition rules and state aid regulations, as described in Article 26(2) of the Treaty on the Functioning of the European Union.
Internal helplines
To the Helplines for integrity issues
In addition to the Whistleblowing Helpline, VUB has two specific helplines for integrity issues:
Reports regarding possible transgressive behaviour or breaches of scientific integrity should be submitted via these specific channels.
To the Rector
Additionally, you can directly submit facts that may lead to disciplinary measures, as outlined in the Staff Disciplinary Regulations, in writing to the Rector, along with a detailed report and supporting evidence. Any member of the university community can approach the rector in such cases.
To the Whistleblowing Helpline at UZ Brussel
Reports of possible work-related breaches within UZ Brussel should be made through the Whistleblowing Helpline at UZ Brussel, as outlined in the UZ Brussel whistleblowing regulations.
If the VUB Whistleblowing Helpline receives a report that falls under the remit of the Helpline for Scientific Integrity, it will be forwarded to the relevant reporting helpline. Reports that do not fall within the scope of the whistleblowing regulations but may require disciplinary action will be forwarded to the Rector. We will inform the whistleblower within a maximum of seven calendar days from the receipt of the report about the further handling of the case. If applicable, we will consider the report to be closed at that point in the context of the whistleblowing regulations.
External helpline
Although you are encouraged to submit reports internally via the Whistleblowing Helpline, you may choose to report directly to an external reporting helpline. This may be the case if you believe the breach cannot be effectively addressed internally or if there is a risk of retaliation. In such cases, you can make a report through the external reporting channel, the Board of Government Commissioners for Higher Education, as outlined in Article IV.102/1 of the Higher Education Code. More information about this reporting helpline can be found via this link.
Procedure
Once the Whistleblowing Helpline receives a report, we will conduct a preliminary investigation to determine whether the report is admissible. You will receive an acknowledgment of receipt no later than seven days after submission, unless you object or there is a risk to the protection of your identity. We will inform you about the further handling of the report and whether you are eligible for a protection scheme based on the information provided. Within three months of the acknowledgment of receipt, we will update you on the results of the investigation and any next steps.
Protection measures
If you report undesirable behaviour in good faith and fall within the material and personal scope of the whistleblowing regulations, VUB will protect you against retaliation or reprisals, as provided by the decree. This protection applies to:
- Staff members (including grant holders, former employees, or future employees)
- Individuals who provide confidential support to you as the whistleblower
- External parties who, in the course of their work, possess information about breaches
- Witnesses
Reports of potential breaches that fall outside the scope of the regulations do not enjoy whistleblower protection. However, VUB will take all necessary measures to prevent retaliation and, if necessary, impose sanctions.
Confidentiality & privacy
Confidentiality is central to the protection of whistleblowers. The recipient of the report and all parties involved will treat the information with strict confidentiality and the utmost care. Everyone involved in the investigation or further actions is bound by a confidentiality obligation.
The processing of personal data under this whistleblowing policy is carried out in accordance with applicable legislation, including the General Data Protection Regulation (GDPR). For more information, please refer to the VUB’s privacy policy.
Requests for access, correction, supplementation, or deletion of personal data can be directed to the VUB's Data Protection Officer by email or post: dpo@vub.be – Pleinlaan 2, 1050 Brussels.