What is Report and Support?
Report and Support is an online tool developed by Culture Shift where staff and students can report issues surrounding their safety and wellbeing either anonymously or with contact details. Some examples of issues that may be reported are sexual misconduct, mental health concerns, discrimination, bullying, harassment, hate crime and assault. Report and Support is also home to information about internal and external support as well as policies, procedures and campaigns.
Who can make a report?
University of South Wales students and colleagues (including PSS staff, consultants, agency staff and volunteers etc.) can make a report through Report and Support. Visitors are encouraged to report complaints through the public complaints process.
What happens when someone makes an anonymous report?
The report will be viewed by an administrator.
The administrator will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information.
The information kept will be for trend analysis and inform proactive prevention.
What is the difference between anonymous and report with contact details reports?
The University of South Wales does not know who has made an anonymous report, and therefore cannot reach out and provide support. Whereas if someone wants to receive support or consider informal or formal options to address a concern, they will make a named report and be contacted by an appropriate member of staff.
What happens when someone wants to make a report with contact details?
The report will be viewed by an administrator. The administrator will assign a case to a specific member of staff. Each of these specific members of staff are provided with a login and can only access cases that are assigned to them.
The member of staff receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The member of staff then logs into Report and Support to access information provided using their personal login details. The member of staff then makes contact with the person who has made the report and they arrange a meeting to discuss the report.
What action can you take from anonymous reports?
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work. Relevant teams within the University will work with areas identified to address any concerning trends.
How will University of South Wales manage malicious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under existing student and staff procedures.
What do you do with the data gathered from advisor reports?
The data collected from Report and Support is used to produce anonymised annual reports. These reports would include the number of cases, most reported types of issues and location.
How secure is the data and information sent through the system?
Data held on Report and 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 and Culture Shift.
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 and Support system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.