What is Report + Support?
Report + Support is an online tool developed by Culture Shift where staff, students and visitors can report issues of [insert what people can report] anonymously or with contact details. Report + Support is also home to information about internal and external support, policies and procedures and our campaigns.
Who can make a report?
Students, staff or visitors can make a report through Report + Support.
What happens when someone makes an anonymous report?
[Insert infographic if you have one]
The report will be viewed by one of the administrators see below for a list of administrators. The administrators will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified the report will be triaged and assigned to the appropriate person for action. If no immediate action can be taken the report will be closed. The information kept will be for trend analysis and used to inform proactive prevention.
What is the difference between anonymous and with contact details?
When reporting with contact details you will be asked to provide your name, email address and phone number, when reporting anonymously none of this information captured. When reporting with contact details you can expect one of our responders to contact you to discuss the matter further. When reporting anonymously we won't be able to contact you unless you opt into our messaging service. You can read more about our messaging service on our support pages.
What happens when someone wants to contact an advisor?
The administrators (see below), will assign a case to the requested advisor or someone else if they are not available. 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 securely. The advisor then makes contact with the person who has made the report and they make arrangements to discuss the report.
How do you deal with malicious complaints?
Malicious or vexatious reports are extremely rare, if a report is thought to be malicious or vexatious we will look to investigate it's legitimacy, if it is found to be a false allegations that impacts on an individual then disciplinary action may be taken. However, those reporting are often accused of making up their allegations as a retaliation tactic which is used to deter people from reporting. Additionally if an investigation does not find enough evidence to take action on a matter this does not mean that the allegations were malicious nor is it proof that they did not happen. Investigations only asses if there is enough evidence to prove that the behaviour did take place.
What do you do with the information gathered from anonymous reports?
We use the information gathered from anonymous reports to inform actions we can take to address and prevent unacceptable behaviours. We aggregate this data to understand trends and patterns, this allows us to target specific departments or locations with interventions. Those intervention may be direct or indirect. If someone is named in an anonymous report we will risk asses the report and decide what action is safe and appropriate to take.
What do you do with the data gathered from advisor reports?
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.
How secure is the data and information sent through the system?
Data held on Report + Support is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice [Insert link]. The system has been security tested by both the developer, Culture Shift, and by [organisation].
How long is data sorted on the system?
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 [Insert link]. All personal data will be kept according to the Records Retention Schedule [Insert link].
Who are the administrators on the system?
[Name the role titles of the administrators on the system for transparency]