Have a policy that protects those reporting discrimination from educational or employment disadvantage.
Prince of Songkla University Announcement
Subject: Complaints, and Protection of Complainants, Witnesses, and Respondents
Since Prince of Songkla University must operate under the principles of good governance, promoting fairness and ensuring protection for both its personnel and external stakeholders, the University requires an effective internal control and audit system to prevent and eliminate conflicts of interest, corruption, and misconduct.
It is therefore necessary to establish clear guidelines for handling complaints related to corruption, unethical behavior, or misconduct among personnel, as well as to set forth criteria for the protection of complainants, witnesses, and respondents, ensuring that all processes are conducted fairly, orderly, and efficiently.
By virtue of the authority vested under Section 34 and Section 39(1) of the Prince of Songkla University Act B.E. 2559 (2016), the University hereby revokes the previous announcement titled “Measures for Handling Corruption Complaints” dated 19 February 2021, and issues this new announcement titled “Complaints and Protection of Complainants, Witnesses, and Respondents.”
Section 1: Methods and Details of Filing a Complaint
1.1 The complainant must provide their name and contact address where they can be reached for additional information or to receive updates on the investigation’s progress.
1.2 The complaint must be written in polite and respectful language, clearly stating the issues and facts that give rise to the complaint, explaining how the complainant has been affected or harmed, and indicating the desired corrective action or outcome. If the complaint involves suspected misconduct or unethical behavior of university personnel or units, sufficient details and evidence should be provided to enable further verification, investigation, or inquiry.
1.3 The complaint must concern genuine incidents and must not be fabricated or intended to defame or harm others. Submitting false or distorted information that could damage individuals or units, or filing a complaint with malicious intent, may result in the complainant being subject to civil, disciplinary, or criminal liability.
1.4 In cases of anonymous complaints, where the complainant’s identity cannot be verified, the complaint shall not be formally accepted for consideration. However, the responsible faculty or unit may choose to review such a case if clear evidence, credible witnesses, or verifiable leads are provided that allow for a factual investigation, or if the matter is deemed to be of public interest.
Section 2: Channels for Filing a Complaint
2.1 Submit the complaint in person to the Committee for Receiving and Hearing Complaints.
2.2 File a complaint through the official online complaint submission system on the Prince of Songkla University website.
2.3 Submit a written complaint addressed to the Chairperson of the Committee for Receiving and Hearing Complaints, and send it by post to the following address: Office of Legal Affairs, Prince of Songkla University, Kho Hong Subdistrict, Hat Yai District, Songkhla Province.
Section 3: Protection of Complainants and Witnesses
3.1 In cases where the complainant or witness is a university personnel, protection shall be provided as follows:
- All complaints are treated as confidential information of the University. Officials receiving the complaint must handle all related data with strict confidentiality, ensuring the safety and protection of all parties involved, including the complainant, the information source, and any related individuals.
- The person receiving the complaint must keep the complainant’s identity and related information strictly confidential and must communicate with the complainant discreetly, both upon receipt of the complaint and after the completion of any investigation.
- The University shall take appropriate measures to ensure fairness and protection for the complainant or any individual providing useful information to the University. Such protection includes safeguarding them from harm, intimidation, or unfair treatment resulting from their role in filing a complaint, serving as a witness, or providing testimony.
- Protection measures include, but are not limited to, preventing actions such as job reassignment, changes in duties or workplace location, intimidation, harassment, or interference with work performance. Supervisors are also required to ensure that no retaliation or threats are made against complainants, informants, or witnesses by the respondent or any involved party.
3.2 In cases where the complainant and witnesses are members of the public, they shall be granted protection as follows:
- All complaints are treated as confidential information of the University. Officials receiving the complaint must handle all related data with utmost confidentiality, taking into account the safety and potential harm to all parties involved, including the complainant, the source of information, and any related individuals.
- The person receiving the complaint must keep the complainant’s name and all related information strictly confidential, and must communicate with the complainant privately both after receiving the complaint and upon completion of the investigation.
- The University shall exercise appropriate discretion to issue protective measures for complainants, witnesses, and individuals providing information during investigations, ensuring that they are not subject to harm, threats, or unfair treatment resulting from their role in filing a complaint, giving testimony, or sharing information.
Section 4: Protection of the Respondent
4.1 During the consideration of a complaint, the respondent shall not be presumed guilty. The University must ensure fair treatment and that the respondent is treated equally to other personnel.
4.2 The respondent must be given a full opportunity to explain and clarify the allegations, including the right to present documents and evidence in their defense.
4.3 While an investigation is in progress, the University shall not use information regarding the complaint as a factor in appointment decisions or annual salary adjustments.
4.4 In cases where it is proven that the respondent is not guilty, the University shall not record the results of the investigation in the respondent’s personal file or employment record.
