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Simple and flexible reporting process

What are our forms like?

Our forms have been designed to make it as easy as possible for people who have experienced unacceptable behaviour to inform the relevant teams about it. The needs and ease of end-users have been balanced alongside the data our partners need to track trends and report to stakeholders.

The diagram below summarises both the anonymous and contact advisor reporting routes:

Advisor

3 Advisor The reporting party submits an advisor report (This may include optional equality monitoring data) 1 Advisor Report Administrator receives notification of a report and logs in to review report. Depending on retention schedule agreed in privacy notice, the administrator will keep the case on the system before closing. 2 Administrator Case worker sets up a meeting and provides necessary support agreed with the reporting party. Once completed, case worker closes the case and selects an appropriate case outcome. An administrator logs in to the analytics dashboard - they can see data analysis at a glance, or in detail, and can disaggregate data and download data sets as required. 4 Trend Analysis The administrators monitor trends over time and work with the organisation to take targeted preventative actions. 5 Prevention

Anonymous

An administrator logs in to the analytics dashboard - they can see data analysis at a glance, or in detail, and can disaggregate data and download data sets as required. 4 Trend Analysis The administrators monitor trends over time and work with the organisation to take targeted preventative actions. 5 Prevention The reporting party, or someone reporting on behalf of, makes an anonymous report. 1 Anonymous Report Administrator receives notification of a report and logs in to review report. Depending on retention schedule agreed in privacy notice, the administrator will keep the case on the system before closing. 2 Administrator
An administrator logs in to the analytics dashboard - they can see data analysis at a glance, or in detail, and can disaggregate data and download data sets as required. 4 Trend Analysis Student or staff member submits an advisor report. (This may include optional equality monitoring data) 1 Advisor Report Student or staff member submits an anonymous report. (This may include optional equality monitoring data) 1 Anonymous Report Administrator receives notification of a report and logs in to review report. Depending on retention schedule agreed in privacy notice, the administrator will keep the case on the system before closing. 2 Administrator Administrator receives notification of a report and logs in to assign the case. Case will be assigned to an advisor, who can only access cases assigned to them. 2 Administrator Case worker sets up a meeting and provides necessary support agreed with the reporting party. Once completed, case worker closes the case and selects an appropriate case outcome. 3 Advisor Administrator/s monitor trends over time and work with University staff to take preventative action. 5 Prevention

The most important questions go first

Our forms have been designed to make it as easy as possible for people who have experienced unacceptable behaviour to inform the relevant teams about it.

Implementing best practice

The form design uses elements from the Government Digital Standards. It complies with best practices to ask the right questions, in the right way, in adherence to government standards and guidelines.

Choices

Multiple choices and radio button questions are ordered in alphabetical or numerical order. This is to remove any unconscious bias on our behalf in presenting information to the end user.

Ethnicity

The ethnicity order and usability is based on the Government Digital Standards best practice for gathering and collecting sensitive information and data from people.

Gender identity

We have opted to cover numerous genders in this form whilst also allowing people to self identify and define. It is important to be inclusive of all genders and acknowledging that we cannot force users to identify with our definitions and need to allow for the freedom of choice.

Sexuality

As with gender, our aim is to be as inclusive as possible and ensure we’ve considered as many communities as possible, whilst empowering people to self-identify.

Should we include free text boxes?

It’s important to allow people to describe what they’ve experienced in their own words. All of our forms are designed to empower reporters to use their voices to share their experiences.  These questions are optional but are encouraged.

As such, it’s important that we work with our partners to understand the benefits of giving reporters a voice and how to deal with cases where individuals are identified in anonymous reporting, and the organisation being ‘on notice’.

If something is raised, or someone is identified in an anonymous report, the organisation may hold this data for the period outlined in their privacy notice. This can help prevent further unacceptable behaviour to others.

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