Who can make/submit a report?
Report + Support can be used by all staff and students at the University of Edinburgh. The platform also has an option for third parties, including visitors to the University. If someone works for an agency on behalf of the University, they should use the Staff route to submit a report.
I am both a student and a staff member. Which Report + Support route should I use to make a report?
If you are both a student and a staff member, please select the role that best reflects the context in which the incident occurred when making your report. Only one option can be selected per report, but rest assured that your report will be handled sensitively, and your support and the response will be tailored to your individual circumstances, whether related to your role as a student, staff member, or both. If you're unsure which option to choose, we recommend selecting the role that feels most appropriate to the situation you're reporting.
How do I know if my experience is something appropriate to report?
If you feel you have experienced or witnessed inappropriate behaviour that is a form of bullying, harassment or discrimination, you should report this. This could be hostile, intimidating, degrading, humiliating or offensive behaviour that impacts on you or another individual.
If you are unsure, we have resources on the Report + Support pages, with examples that demonstrate some of the behaviours that should be reported. The examples are not exhaustive, and it is best to report if you are unsure.
What type of incident can I report using this tool?
There are multiple types of incident that can be reported through the platform including, but not limited to, those outlined in the Dignity and Respect Policy and the Respect at Edinburgh webpages. (www.ed.ac.uk/respect)
How quickly will I receive a response to my report?
If you have made a named report, you will be contacted within two working days from submission.
What is the difference between reporting anonymously and making a report with contact details?
The University of Edinburgh does not know who has made an anonymous report and therefore cannot reach out and provide direct support. However, you are able to go through completing the report anonymously and tat multiple points throughout the form decide whether to provide contact details or continue reporting anonymously.
In most cases, we cannot formerly progress anonymous reports, as we cannot seek further information to conduct a fair investigation. However, anonymous reports can help us to understand the issues affecting our community and inform how the University can respond to support students and staff. Exceptionally, if your anonymous report raises serious concerns about safety, then the University may conduct an environmental investigation to assess risk and protect the safety of others. An environmental investigation will involve speaking to staff and/or students in the local area where concerns have been raised and identifying targeted support and interventions to reduce risk.
Making a report with contact details gives the individual an opportunity to speak to an adviser, and to receive support or consider informal or formal options to address a concern.
Can I report on behalf of someone else?
If you, or someone else, has experienced or witnessed any form of bullying, harassment or discrimination, you can report it anonymously or by making a named report. This means you can report, and we encourage you to report, incidents that you have witnessed that have happened to someone else.
What happens if someone makes a report on my behalf?
We would not take any further action without discussing it with you first. You will be offered support and will be informed of any action that is being taken that is separate from the Report + Support process.
Who sees the report I submit?
All reports made to Report + Support are confidential and accessed by the Report + Support Coordinators and then sent to the appropriate team/individual. If you submit a report and give your name and contact details, a member of the team will aim to contact you within two working days to offer support and discuss the next steps.
Is Report + Support the only way I can raise an issue?
The University's Dignity and Respect Policy outlines several methods for staff to report and address unacceptable behaviour, including bullying, discrimination, and harassment. Report + Support is one of those options available for staff. You are not required to use Report + Support, and you can refer to the Dignity and Respect Policy to decide which option is most appropriate for you.
Alternative reporting options include; reporting the behaviour to your manager, trade union representative or HR Partner, who can help you decide what action to take. If the unacceptable behaviour is serious or has not stopped after you have raised concerns informally, then you should submit a formal complaint. You can do this by raising a grievance under the University's Grievance Policy if the complaint relates to a member of staff or a third party. You can raise a complaint under the Student Code of Conduct if your complaint relates to a student.
Please review the Dignity and Respect Policy (https://human-resources.ed.ac.uk/policies-guidance/a-to-z-of-policies-and-guidance) and the Student Code of Conduct (https://registryservices.ed.ac.uk/academic-services/students/conduct/code-of-student-conduct/request-investigation).
What are the possible outcomes of reporting an incident?
The outcome of reporting an incident will depend on how you would like the issue(s) you are experiencing to be resolved, and whether you make an anonymous or named report. If you provide us with your contact details, then you can decide to resolve the issues you are experiencing either formally or informally.
Informal resolution may involve support from management or HR to deal with the situation, such as through informal discussion, mediation or by accessing other support services.
If you decide to make a formal complaint following the support given after making the report, then this will likely be taken forward as a grievance if your complaint is regarding another staff member. The outcome of the grievance could be disciplinary action being taken against the person you are complaining about.
If you make an anonymous report, then staff are unlikely to have sufficient information and are consequently unable to act. However, anonymous reports may be discussed with the relevant Head of School or Department, for awareness and prevention, and can be instrumental in identifying patterns that can help us work towards a safer community.
If I make a report with contact details, will the University launch a formal process or tell the police?
The University has a duty of care to its students, staff, and the wider community. The University will only launch a formal process following its standard procedures to determine if that is appropriate. Making a report through Report + Support will not automatically trigger a formal process.
However, the University can pass on details to the police, but this will only take place if we believe there is a serious risk to you or another person/people.
We will always seek your cooperation with this and do our utmost to try to minimise the impact on you.
Can I submit a report but later decide not to pursue it?
You can stop the process at any time. We encourage you to keep in contact with the individual or team working on your report, who can provide you with ongoing support.
Exceptionally, there may be occasions where the University is made aware of unacceptable behaviours which raise urgent concerns about your safety, or the safety of others. The University may determine that action is required, such as investigating under the Disciplinary Policy, even when you do not wish to progress with a complaint. Where possible, we will discuss this with you before taking the relevant action.
If I name someone in the report, will they be told that I have done this?
We would not take any further action without discussing it with you first.
However, separate to the Report + Support process, if a formal investigation is launched under the staff grievance or disciplinary procedures, the individuals cited would be informed and would be given a chance to respond.
What is considered bullying/harassment in the workplace?
Please review the Dignity and Respect Policy on the A to Z of HR Policies webpage.
(https://human-resources.ed.ac.uk/policies-guidance/a-to-z-of-policies-and-guidance)
You can also find it on the Respect at Edinburgh webpage. (www.ed.ac.uk/respect)
Can I report on bullying or harassment that has taken place outside the workplace?
Yes. The Report + Support platform allows you to indicate where an incident has taken place. Options include but are not limited to: online or on social media, business trips or at work-related events. Please note that, while you can report these interactions, actions may be limited to reports connected to work and work-related activities.
Why am I being asked to complete monitoring data?
The University will collect data obtained from incident reports to identify trends, but at no time will it be possible to identify you from these. If you would prefer not to provide this information you can choose to only provide some, all or none of the options.
How will the University manage ‘malicious’ reports?
All Report + Support reports are reviewed before taking further action. The University recognises that most reports through Report + Support will be made honestly and in good faith. Employees will never be subject to disciplinary action simply because their report is not progressed. However, disciplinary action can be taken against employees who are found to have brought reports, or progressed to complaints, based on false allegations that are deliberately misleading or made with the intention to cause harm or disruption.
Is there training on Report + Support I can access?
There is a range of in-depth support articles available on the Report + Support webpages. Line Managers will also be given access to a mini-module that can be used in team meetings.