Published: November 13, 2026
Everyone should be able to raise a concern about Cotton Branch Refuge Project without fear of punishment. This policy protects employees, volunteers, directors, contractors, applicants, donors, visitors, and program participants who report concerns honestly, seek advice, refuse to participate in wrongdoing, or assist a review.
Concerns covered
Report suspected fraud, misuse of donations, conflicts of interest, financial misconduct, unsafe conditions, animal neglect or abuse, discrimination, harassment, safeguarding concerns, privacy or security incidents, retaliation, and other serious violations of law or organizational policy. You do not need to prove a violation or conduct your own investigation before speaking up.
An honest report remains protected if it is mistaken or cannot be substantiated. Deliberately fabricating evidence or knowingly making a false allegation is a separate matter; an unproven report is not evidence of dishonesty.
How to report
For ordinary reporting, contact Executive Director Evan Costner at evan@cottonbranch.org. You may also contact info@cottonbranch.org to request the appropriate reporting route. You do not have to report to your supervisor or confront the person involved.
Give the facts you know, relevant dates, the people or animals at risk, any available supporting information, and a safe way to contact you. Share only what is necessary. General organizational email is not an independently monitored hotline; avoid sending highly sensitive records through ordinary email when a safer exchange can be arranged.
A route that bypasses management
If the concern involves the Executive Director, another leader, or someone closely connected to the recipient, you may send a sealed letter addressed to:
Board of Directors — Confidential: Unconflicted Board Review
Cotton Branch Refuge Project, 328 Lightwood Knot Road, Leesville, SC 29070.
Mark the inner envelope “For an unconflicted director only.” A person implicated in a concern must not open, screen, investigate, decide, or control its response. Related or otherwise conflicted directors must recuse themselves. The Board must arrange qualified independent review when it cannot handle a matter impartially, consistent with its governing documents and legal responsibilities.
Reports may be anonymous, including by unsigned letter. Anonymity may limit follow-up or what can be established. We do not promise absolute confidentiality or that a reporter's identity can never become known.
What happens next
The appropriate unconflicted reviewer assesses immediate safety, preserves relevant information, and arranges a prompt, proportionate, and impartial review. Information is shared only as needed for protection, investigation, corrective action, or legal obligations. A person accused of misconduct receives a fair opportunity to respond without controlling the review.
Where a safe contact method is available, we acknowledge the report and provide appropriate updates. Outcomes are explained to the extent possible while protecting personal information and the integrity of the process. Corrective action may include changes to care or safety practices, training, financial recovery, restrictions on duties, discipline, removal, or referral to authorities.
Protection and outside reporting
Retaliation includes threats, dismissal, reduced opportunities, intimidation, exclusion, adverse scheduling, and other punishment for protected reporting or participation. Report retaliation through any route above; it is reviewed as its own concern.
For immediate danger, contact emergency services at 911. You may contact law enforcement, child or adult protection services, an employment agency, a charity regulator, or another appropriate authority directly. Internal reporting is not a prerequisite and does not pause outside filing deadlines. Nothing in this policy limits lawful reporting, protected discussions about working conditions, or cooperation with authorities.