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Core Policy and Procedures Manual
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Where an employee suspects
or determines that a loss incident has occurred, it must be reported to his
or her supervisor immediately and to the police, if warranted.
Reporting is not reliant upon the loss being set up as an account receivable
or successful prosecution. Reports must be completed by the employee and/or
supervisor for the area in which the loss occurred.
Vehicle loss incidents are reported as defined in CPPM 11.3.6, Vehicle Accidents, Vandalism and Other Losses.
Core Policy 20.2.1 and 12.3.6 and Security Standards and Guidelines 1.4.2 (government access only)
Information or information technology security incidents, regardless of value, must be reported:
The loss of hand-held telecommunication devices (e.g., Blackberries) must also be immediately reported to the Help Desk (250 387-7000) so that the device can be disabled to prevent the loss, compromise or unauthorized disclosure of government information.
Losses due to actual, suspected or attempted illegal activities must be reported:
Where it is suspected that an employee is involved in a loss incident resulting from an illegal activity, the executive financial officer or delegate must immediately advise and seek guidance from the Comptroller General and the human resources consultant assigned to the ministry. The executive financial officer will contact police, if warranted.
The Comptroller General may direct Internal Audit and Advisory Services to conduct or otherwise assist in an investigation of the incident.
In consultation with legal counsel, the executive financial officer or delegate must submit a report marked PROTECTED PERSONAL to the Comptroller General on the status of the file every 6 months until the file is completed.
As soon as the investigation of the loss is completed and all pertinent action has been taken, a final report must be submitted to the Comptroller General, marked PROTECTED PERSONAL, including the following information where applicable:
General loss incidents must be reported:
Report general incidents on a GILR where the value, singly or cumulatively, is greater than $1,000. However, if there appears to be a pattern or the losses are suspicious, report as described above regardless of the value.
Incidents of intentional harm or the threat of harm to an employee must be reported:
A GILR must be prepared and distributed within 24 hours.
Human resource consultants and occupational safety specialists are available throughout the Province to provide advice and guidance in these circumstances. For further information see:
Incident
Reporting and Investigations - Checklist
Violence
in the Workplace - Checklist
Incident
Reporting and Investigations - What to do if an Injury Occurs
Incidents where there is bodily injury to persons outside of government must be reported:
Recurring losses from general loss incidents and/or illegal activities are reported annually as the value of reporting these types of losses as they occur on a GILR is limited. They must be reported to the Risk Management Branch by June 30 of each year for the preceding year on an Annual Loss Summary Report.
The report must detail the number of loss incidents, value of losses and recoveries, net loss and reason for losses. It must also include the safeguards and loss control measures implemented by the ministry. The results are published on the Risk Management Branch and Government Security Office website.
