Radiation Effects Research Foundation
Regulations on Reporting in the Public Interest(Purpose)
Article 1 - The purpose of these regulations is to quickly detect and correct any legal
violations, improprieties or other inappropriate situations, with the goal ofencouraging compliance with relevant laws and ordinances. To this end, theseregulations stipulate proper handling of reports and consultations received frominside or outside the Radiation Effects Research Foundation (hereinafter referred toas “this juristic person”) concerning personal or organizational violations ofregulations, laws or ordinances, as well as any improper activities (hereinafterreferred to as “violations/improper activities”).
(General Managing Officer)
Article 2 - The Director in charge of matters involving reporting in the public interest
shall supervise the handling of reporting in the public interest at this juristic person.
(Contact)
Article 3 - A contact shall be established in the General Affairs Section of theSecretariat to receive reports from both inside and outside this juristic person
concerning violations/improper activities or for conducting consultations(hereinafter referred to as “reports/consultations”). Such a contact will behereinafter referred to as “contact for report/consultation.” The contact forreport/consultation will determine whether cases brought forward fall under thecategory of violations/improper activities. The General Affairs Section of theSecretariat in Nagasaki Laboratory shall convey the content of any suchreport/consultation it receives to the General Affairs Section of the Secretariat in theHiroshima Laboratory.
2. An individual receiving reports/consultations must not engage in cases in which
he/she is personally involved or has a personal stake.
(Informants and consulters)
Article 4 – Those who communicate with the contact for report/consultation(hereinafter referred to as “informants or others”) shall comprise this juristic
person’s employees (research scientists, general employees, temporary employees,
short-term employees, and dispatched employees) as well as those other than thestaff members described above (retirees, business partners, employees of various
corporations, private businesses, or the general public, among others).
(Methods for reporting and handling reports/consultations)
Article 5 - Reports/consultations can be made by telephone, electronic mail, facsimile,in written form or in person. Reports/consultations shall provide the contact forreports/consultations with necessary information stipulated in the Form for
Report/Consultation (Form 1).
2. Notwithstanding the preceding paragraph, if a report/consultation is received byother methods, it may be treated the same as a report/consultation in accordancewith the preceding paragraph depending on the content.
3. The General Affairs Section, upon receiving a report/consultation as prescribed in1(11.17)

the preceding two paragraphs, shall inform the Director in Charge of the content of
the report/consultation. With regard to an investigation and corrective measures forthe alleged incident, the provisions prescribed in Chapters 5 and 6 of theRegulations Concerning Prevention of and Response to Research Misconduct andthe Regulations Concerning Prevention of and Response to Misuse of ResearchFunds shall be applied mutatis mutandis.
4. When receiving a report/consultation as stipulated in the preceding paragraph, theDirector in Charge shall inform the Chairman of that matter without delay.
5. Documents regarding reports/consultations shall be properly maintained by theGeneral Affairs Section.
(Protection of informants or others)
Article 6 - Informants or others must not be subjected to any disadvantageous treatment
for reporting/consultation, such as discharge from work.
2. The Chairman must take adequate measures to ensure that the working environmentof the informants or others is not disrupted or hostile because they submitted areport or sought a consultation.
(Protection of the accused)
Article 7 - The accused (an individual alleged to have been involved, to be currently
involved or about to be involved in improper activity) must not be subjected to any
disadvantageous treatment, such as discharge from work on the basis of a report
made or consultation requested.
(Notification to informants or others)
Article 8 - When necessary, the Chairman must notify, without delay, the informants orothers of the results of any investigation or correction, with due consideration to theprivacy of the accused.
(Prohibition of false or malicious reports)
Article 9 - Informants or others must not make false, libelous or slanderous reports, or
any other illicit reports.
(Disciplinary and other actions)
Article 10 - When employees and others violate the provisions in the preceding article,or in Paragraph 1, Article 6 and Article 7, the Chairman can take disciplinary orother actions against the employees and others in question.
(Confidentiality obligation)
Article 11 - Employees and others who are engaged in the work prescribed in theseregulations must not divulge any confidential information that they have come toknow in performing their duties. The same shall apply when they are no longer
affiliated with this juristic person.
(Protection of personal information)
Article 12 - Employees and others who are engaged in the work prescribed in theseregulations must not reveal to others the content of any report/consultation orpersonal information they have come to know in carrying out investigations,
without legitimate justification; nor must they use such information for improper2(11.17)

purposes. The same shall apply when they are no longer affiliated with this juristicperson.
(Forms for reports/consultations)
Article 13 - Forms for reports/consultations from informants or others are prescribed asfollows:(1) Form for receiving reports/consultations from informants or others (Form 1)(2) Form for receipt/management ledger of contacts for report/consultation (Form2)(Miscellaneous provision)
Article 14 – In addition to the stipulations in these regulations, the Regulations
Concerning Prevention of and Response to Research Misconduct and theRegulations Concerning Prevention of and Response to Misuse of Research Funds
also govern improper research conduct and misuse of research funds.
Supplementary Provision
These regulations will be effected on November 6, 2007.
Supplementary Provision(Effective Date)
These regulations shall take effect from the date of registration of establishment as apublic interest corporation, as stipulated in paragraph 1 of Article 106 of the Act
Serving as a Complement to Related Laws that Accompany Enactment of the Act
on Authorization of Public Interest Incorporated Associations and Public Interest
Incorporated Foundations, and the Act on General Incorporated Associations andGeneral Incorporated Foundations.
Supplementary Provision
These regulations will be effected on June 1, 2016.
Supplementary Provision
These regulations will be effected on April 1, 2020.

3(11.17)

Form 1
Form for Report/Consultation
Name of informant

Affiliation ofinformant

Contact of choiceDate of entry( Anonymous)- Employee, Temporary employee (Dept./Sec.:- Short-term employee, Dispatched employee (Dept./Sec.:- Former employee- Business partner (Transactional relationship:Company name:Dept./Sec.:- Others (- Phone [Home/Work/Cell/Others (- E-mail [Home/Work/Others (- Fax [Home/Others (- Written form [Home/Work/Others (- Others ()))))])])])])

Contact to:(1) Subject person of report/consultations:

Dept./Sec.:(2) Subject activity [has been conducted/is going to be conducted/Others ()](When)(Where)(What)(How)(For what)
Content ofreport/consultation(Why)
Subject violation of laws, etc.
(3) How learned of subject activity:(4) Views on subject activity:(5) Special note:

Documentary and other evidence: Present [Written form/Tape/Floppy disk/Others(Notification of progress/final report of investigation (Yes/No)(Note: Notification shall not be made when a report/consultations is anonymous.))]/Absent* Please use this form to organize the content of the report/consultation (This form can be sent by post or e-mail.)* Please fill out this form to the extent possible. (Need not fill out every column.)* If possible, please use your real name. (If this report/consultation is anonymous, a notification of investigation
results may not be made and an adequate fact-finding investigation may not be possible.)4(11.17)

Form 2
Receipt No.:
Responsible person:
Acceptance Ledger for Report/Consultation
Date of
Person in(Year/Month/Date/Hour/Minute)report/consultations
chargeMethod ofTelephone/E-mail/Fax/Written form/Interview/Others (report/consultations
Name of Informant- Employees, Temporary employees (Dept./Sec.:- Short-term employee, Dispatched employee (Dept./Sec.:- Former employee
Category- Business partner (Transactional relationship:Company name:Dept./Sec.:- Others (Content of report/consultations(1) Subject person of report/consultations:
Dept./Sec.:(2) Violation/improper activity: (When)(Where)(How)(3) Subject violation/improper activity [has been conducted/is going to be conducted/others ((4) Subject violation of laws, etc.:))))))](5) Documentary and other evidence: Present [Written form/Tape/Floppy disk/Others ()]/Absent(6) Presence or absence of report/consultation other than those received by the contact forreport/consultation: Present [Supervisor/Others ()]/Absent(7) Special note:

Note

Contact method toinformant- Phone [Home/Work/Cell/Others (- E-mail [Home/Work/Others (- Fax [Home/Others (- Written form [Home/Work/Others (- Others (Contact toDate of report to Chairman(Year/Month/Date)5(11.17)

Responsibleperson)])])])])
Section
Chief

SealSealProcessing Status of Report/Consultation
Supporting evidence forreport/consultations

Adequate/Inadequate(

Additional evidence
requested to(Year/month/date)
informant, etc. on:

Additional evidence
provided byinformant, etc. via:

Phone/E-mail/Fax/Written
form/Interview/Others ())/No(Year/month/date)

Provision ofadditional evidence
by informant, etc.
Need forinvestigation

Yes (Necessary/UnnecessaryDate

Investigation started on)

Decision date to startinvestigation(Year/month/date)

Date and method ofnotification to informant,
etc.
Date
MethodResponsible Section
personChief(Year/month/date)

Seal

Seal

Investigation completed(Year/month/date)on:(Year/month/date)

Seal

Seal

Subject of investigation
notified withinvestigation results on:(Year/month/date)(Year/month/date)

SealSeal

Corrective measuresordered to dept./sec. on:(Year/month/date)

Seal

Seal

Chairman received(Year/month/date)
implementation status
report from dept./sec. on:

Seal

Seal

Follow-up to informant,etc. on:(Year/month/date)

Seal

Seal

Follow-up to informant,
etc. on:(Year/month/date)

Seal

Seal

Follow-up to informant,
etc. on:(Year/month/date)

Seal

Seal

6(11.17)