Ethics reporting systems to create safer mining sites

Mining is a unique industry with many hazardous risks and compounding challenges, as well as strict compliance requirements enforced by different regulatory bodies and governmental organizations. It is also a vital industry to the global economy that accounts for hundreds of billions of dollars in global revenue and more than a million jobs in North America alone. For mines to remain compliant, they often rely on a speak-up culture, as employees are often the first to notice unsafe or unethical practices and have the inherent responsibility to report them. However, without the right mechanisms to do so, unsafe conditions can go unchecked, and mines can become increasingly hazardous workplaces. It is paramount that mining organizations work to protect both the physical and psychological safety of employees. When employees are in physical distress or facing a psychologically unsafe work environment, they are more likely to experience burnout or feel apathetic about their responsibilities. In the mining industry, apathy and burnout can cause devastating consequences. Providing employees with adequate time off to rest is only one half of the puzzle. In many cases, if they are resting only to come back to a workplace that remains unsafe in some capacity, they will never fully recuperate. Therefore, instilling a culture of safety that is supported by a culture where employees at every level feel comfortable speaking up and are given the tools to do so will help protect everyone inside the mine. Safety challenges facing the mining industry Safety for employees has been a critical concern for many interest groups, activists and the public. Up to 90 percent of workplace injuries are attributed to the employee’s actions or failure to follow established procedures. When procedures are bypassed, it not only puts that employee at risk, but the entire organization. Creating safer mines requires fostering a speak-up culture where employees feel comfortable reporting issues to help ensure colleagues, supervisors and managers are all following proper procedures. While the mining industry has worked to improve safety standards, there is still progress to be made toward the goal of fostering zero-harm mines. The mining industry is also embedded within a unique ecosystem of other industries that rely on the raw materials produced in mines. Construction, manufacturing, technology and various energy industries have commercial interests in the mining industry due to their use of the minerals and metals extracted. Local, state/provincial and federal governments each have their own interests and responsibilities when it comes to the mining sector as well. Depending on the location of the mine, the jurisdiction may change, which means the laws and regulations around employee safety may also differ. With an interwoven web of interests and no single set of employee safety standards across North America, it is paramount that individual mining organizations prioritize safety to protect the employees holding the most vulnerable positions. Additionally, with external actors influencing and potentially witnessing operations within mines, it is important they have the ability to report any wrongdoing as well. By creating conditions where ethical breaches can be checked by employees, third-party partners and the public, everyone is more likely to stay vigilant in prioritizing safety and ethical practices within the mines. How reporting systems empower ethical practices An ethics reporting system refers to any tool that allows employees to report wrongdoing such as misconduct, harassment, fraud or suspicious behavior, usually anonymously, to help management intervene when needed and prevent further issues.These reporting tools may be a phone hotline, web intake form, secure email address or even a physical on-site drop box (although less common with the prominence of technology). The anonymity principle underscores a commitment to anti-retaliation, where employees feel safe reporting because they know they will not be reprimanded for it. Implementing the system While anonymity can never fully protect employees from retaliation, having anonymous channels for reporting is usually the first step. When employees have access to omnichannel systems, it gives them increased accessibility and improves engagement with reporting. Multiple channels, each one offering safe, anonymous reporting options, offer convenience and ease of use, resulting in higher rates of reporting. Some employees may feel more comfortable speaking on the phone to a qualified agent, while others may prefer to use an online reporting system. Additionally, some employees may not have access to the internet at home, making the need for alternative options paramount. Secondly, when employees report misconduct, they want to know that there are measures in place that will protect them from getting in trouble, should their name ever be attached to the case. For example, extremely sensitive situations where local law enforcement must be involved often require that the employee’s anonymity is omitted to some extent to allow for an adequate investigation. However, in the event this investigation involves superiors to the employee, they must be protected by an anti-retaliation policy, which states that no supervisor, manager or executive can reprimand an employee simply for speaking up on the issue at hand. This anti-retaliation policy should be specific, detailed, cite specific employment laws and be upheld by a neutral human resources (HR) department that has no incentives to protect employees in positions of power. While policy is just one part of the overall system, it is inherently necessary, especially as cases become more complex, and investigations progress. The third crucial element to have as part of the reporting system is a comprehensive case management system that allows for ease of investigation and management of reports for the HR team. The system empowers managers to locate potential issues and work to mitigate them before they escalate into larger issues. With a software-based case management system (as opposed to physical files or spreadsheets), organizations may reduce the risk of reports falling through the cracks, which is vital for large mines with many employees and external stakeholders. Organizational errors can be detrimental to fostering trust in the system. If an employee utilizes the reporting system and their report is ignored or lost, they are less likely to report future ethical or regulatory issues. Advanced case management systems provide organizations with a report risk level, allowing them to more accurately prioritize the next steps to address ethical transgressions and identify and track risk areas so they can implement future preventative measures. A case management system also allows HR teams to more effectively complete reports and solve issues faster. However, because these systems are reliant on digital technology, data privacy is a central concern to ensure employees’ most sensitive information is also protected. Prioritizing security and data privacy for employees A verbal promise of anonymity often is not enough to provide employees with a sense of security, especially if there is existing concern about retaliation. In addition to implementing and upholding an anti-retaliation policy, employers need to ensure that their reporting systems are secure. Using a system with rigorous management of sensitive information and data, as well as up-to-date firewall protection, acts as a safeguard against data breaches or leaks, providing a safe and secure way for employees to speak up.Not only do data privacy and security protect employees, but secure systems also protect organizations from having sensitive data leaked by maintaining strict control over access to the data and encrypting the data both during transit and at rest. Training employees on reporting Regular training and the promotion of reporting systems also act as preventative measures for ethical breaches. When employees are aware that there are systems in place to catch any failures to follow health and safety procedures, they are more likely to prioritize and work together to create safer work conditions. Organizations must ensure employees know exactly when and how to use the tools, and lead by example. Upper management and supervisors will set the tone for how reporting systems are received across different sites. If they are apathetic, misinformed or discount the value of the tools, employees will likely do the same. They must ensure leaders within the organization promote using the tool, and are fully informed and ready to pass on information and resources to any employees with questions or concerns. When a system is first introduced or upgraded, they must ensure a company-wide announcement is made, and training on how to use the system is conducted. Whether it be a single day of mandatory training or integrated into regular employee health and safety training, these initiatives should be tracked to ensure every employee is aware of and comfortable with the system.On an ongoing basis, they must provide informational materials to employees to keep them up to date on the tools at their disposal. They must ensure the employees know how to access each point of an omnichannel system (phone numbers, email addresses, unique log-ins for online platforms) and are aware of the mechanisms in place to protect their data and sensitive information. They should put up posters in company offices and release newsletters to their inboxes. They should take whatever measures possible to ensure that every employee is fully informed. Building a culture of integrity A speak-up culture empowers employees to take accountability, not only for themselves but for their colleagues and supervisors as well. However, just as other company values disseminate from the top down, so does building integrity. When an incident is reported, mitigated and solved, the company must be transparent when possible about how the situation was handled. If an employee was put in an unsafe or uncomfortable situation at work, the company must do its best to show that the situation has been properly escalated, the individual at fault has been reprimanded, and additional measures have been taken to ensure the same situation will not happen again. During any publicizing process, the company should ensure anonymity is still upheld when possible. Building a culture of integrity will also be influenced by external stakeholders, so it is also important that they are fully informed. For example, when occupational fraud scandals happen within organizations, reputation management is a key concern in order to keep external stakeholders happy. Here, again, transparency is key for ensuring that trust in the organization is maintained. The organization must hold the right people accountable while keeping the safety of its people central. The path forward for ethical mining The mining sector in North America has been receptive to implementing the concept of speak-up cultures, where each employee plays a role in creating safer mines. By implementing robust reporting systems, prioritizing employee well-being and ensuring transparency, mining organizations can protect their workforce and uphold integrity.These measures are crucial for continuing to create a safer, more ethical industry that benefits all stakeholders and keeps employee interests central. n References Statista, Revenue of the leading mining companies worldwide from 2005 to 2023, with a forecast for 2024, https://www.statista.com/statistics/208715/total-revenue-of-the-top-mining-companies/BLR, Four of the most common causes of workplace injuries, https://blr.com/resources/4-of-the-most-common-causes-of-workplace-injuries/

Ethics reporting systems to create safer mining sites

Authored by: Shannon Walker

To view the past issues of the UCA magazine you must be a member of SME/UCA.

From sessions to strategy: Revealing long-term and emerging innovation trends in data analytics, intelligent systems and automation

Mining education gets federal boost as industry faces workforce crunch

Critical minerals management on the federal seabed

From sessions to strategy: Revealing long-term and emerging innovation trends in data analytics, intelligent systems and automation

Mining education gets federal boost as industry faces workforce crunch

Critical minerals management on the federal seabed

To view the past issues of the UCA magazine you must be a member of SME/UCA.

National Mining Hall of Fame to induct Class of 2024

State of codes and standards for the reporting of mineral resources and reserves

Related Articles

Critical minerals: Technical and policy considerations

Copper stockpiling, transformation capacity and industrial synchronization in the US

Critical minerals management on the federal seabed

Historic day in Washington DC for mining education

From sessions to strategy: Revealing long-term and emerging innovation trends in data analytics, intelligent systems and automation

Mining education gets federal boost as industry faces workforce crunch

Critical minerals management on the federal seabed

From sessions to strategy: Revealing long-term and emerging innovation trends in data analytics, intelligent systems and automation

Mining education gets federal boost as industry faces workforce crunch

Critical minerals management on the federal seabed

Use Single Sign On