Your report (if named) is initially handled by a small number of key staff in our Student Support or Human Resource team. For example, if a student reports a fellow student HR would not be involved and if a member of staff reports a concern, Student Support would not be involved. You will be contacted by them so they can provide you with support and further guidance.
If informal action is agreed, with your permission your Manager, Personal Tutor or Programme Leader may be informed. If a formal process is instigated, please refer to the Student Conduct and Misconduct Policy or relevant Staff Policies for further detail.
It is possible that the Student Support or HR triage team may assign your report to an advisor. Each of the advisors are provided with a login and can only access cases that are assigned to them. The advisor receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The advisor then logs into Report + Support to access information provided using their personal login details. The advisor then makes contact with the person who has made the report and they arrange a meeting to discuss the report.
If informal action is agreed, with your permission your Manager, Personal Tutor or Programme Leader may be informed. If a formal process is instigated, please refer to the Student Conduct and Misconduct Policy or relevant Staff Policies for further detail.
It is possible that the Student Support or HR triage team may assign your report to an advisor. Each of the advisors are provided with a login and can only access cases that are assigned to them. The advisor receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The advisor then logs into Report + Support to access information provided using their personal login details. The advisor then makes contact with the person who has made the report and they arrange a meeting to discuss the report.
The data collected from Report + Support is used to produce anonymised annual reports. These reports would include the number of cases, most reported types of harassment and location. Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work.
Data held on Report + Support is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice. The system has been security tested by both the developer, Culture Shift, and by the GSA. We will only retain personal data for as long as necessary to fulfil purposes we collected it for. We will keep records of reports one year from case closure on the Report + Support system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.
If a report is found to be malicious or vexatious, such reports will be addressed under existing student and staff procedures.