AIT Austrian Institute of Technology: Incident Reporting

Why should I submit a report?

Compliance with statutory, social and internal company rules is part of a positive and open company culture.

We therefore encourage you, if you have a reasonable suspicion or witness any matters of concern, to submit a report or question to this system. All submissions to this system will be taken seriously and the appropriate steps will be taken to ensure that such incidents do not occur in the future.

Your information will help to uncover financial and reputational damage at an early stage and thus ensure the long-term success of the company.

Protection of the persons involved

The reporting person as well as third parties who are connected to the reporting person, who have supported the reporting person and/or who are in a professional or other context are protected against any form of reprisals in accordance with the Whistleblower Protection Act, such as dismissals, dismissals, denial of promotion, consequences under labour law, bad references, financial sanctions, bullying, discrimination or damage to reputation.

What is the process for submitting a report? How do I set up a postbox?

If you wish to submit a report (either by name or anonymously), click the ‘Submit report’ button at the top of our introduction page.

The reporting process consists of 4 steps:

1. First, you will be asked to read some information on the protection of your anonymity and answer a security query.
2. On the following page, you will be asked about the category of your report.
3. On the report page, you can elaborate on your report in your own words and answer questions about the case by simply selecting responses. You can enter up to 5,000 characters into the free text field, which corresponds to a full page. You may also submit a file of up to 5 MB to support your report. Please bear in mind that documents can contain information about the author. Following the submission of your report, you will receive a reference number to confirm that you have sent this report.
4. Please subsequently set up your own secured postbox. You will receive feedback from us via this postbox, including answers to questions and information about the progress of your report.

If you already have a secured postbox, you can access it directly via the ‘Login’ button. Here, too, you will have to answer a security query first.

As long as you do not enter any data from which conclusions about your identify can be drawn, the technology of BKMS^® System will protect your anonymity.

Please rest assured that we are interested only in the case you are reporting. Malpractices must be revealed and financial losses prevented.

How do I receive feedback and remain anonymous at the same time?

The BKMS^® System process used here places the utmost importance on protecting the whistleblower. The system’s anonymity protection function is certified by an independent body.

When you set up your secured postbox, you choose your pseudonym/ user name and password yourself. This access data is not visible to anyone except you and cannot be restored by anyone. If you lose your login information, please submit a new report and set up a new postbox. If possible, please provide the reference number of your previous report. The new postbox will not contain any content associated with your previous report.

Your report is kept anonymous through encryption and other specialised security measures. You will never be asked for personal information if you submit a report anonymously. Do not submit any information that can be traced back to you. Please do not use any device, such as a PC or smartphone, that has been provided by your employer to submit your report.

Via the secured postbox, an examiner will give you feedback about the further processing of your report or ask you questions if some details are still unclear – you remain anonymous throughout the dialogue. We are interested in reports to avoid damage, not in you as a whistleblower.