Formal Report

A formal report is an official written statement submitted by a member of the University community regarding an experience of bullying and/or harassment.

• A formal report is a request for the University to take official action.
• When a formal report is lodged, it initiates a structured process governed by the University’s Dignity and Respect at Work and Study policy. This involves a formal review of the information provided and may lead to a full investigation.

The primary purpose of a formal report is to allow the University to investigate allegations of bullying and/or harassment and, where appropriate, take formal disciplinary action. 

• Accountability: To formally address behaviour that violates University policy.
• Resolution through investigation: To establish the facts of an incident through a fair and transparent procedure.
• Safety and protection: To allow the University to implement necessary measures to protect the reporting party and the wider campus community.

Official findings: To reach a formal conclusion based on the principles of natural justice and fair procedure.

If you decide to submit a formal report of bullying and/or harassment, you will be offered support from the relevant DCU team, for example. DCU People or DCU Student Support and Development. 

If you choose to submit a formal report of bullying and/or harassment, you can expect a structured process designed to reflect the principles of safety, dignity, respect and fairness for all parties.

The relevant procedures provide in depth detail on what to expect from the reporting, investigation and disciplinary process. It is important to understand that the procedure applied will depend on the status of the responding party within the university i.e. if the responding party is a student or staff member. 

You can find full details of DCU Student Dignity and Respect procedures here.

You can find full details of DCU Staff Dignity and Respect procedures here.

Formally reporting bullying and/or harassment can feel overwhelming and you may feel unsure about where to start. 

When preparing a formal written report, it is helpful to provide as much detail as you feel comfortable sharing. There is no single "right" way to describe your experience however, it is helpful if your written report can clearly outline the incident(s) you wish to be investigated. 

What are the safeguards? 

These safeguards are in place to help ensure that both parties within a formal reporting process are treated fairly and that the process reflects a trauma-aware approach to experiences of bullying and/or harassment.  

• Utmost confidentiality: Confidentiality is maintained to the greatest extent possible, consistent with a fair investigation. All parties are required to maintain privacy.
• Need-to-know sharing: Information is only shared with those necessary to conduct the investigation (such as the responding party, who must receive the text of the report to respond fairly).
• Conflict of interest: The individual who received your initial informal disclosure will not be included in the formal investigation to ensure impartiality.

Precautionary measures: If required, reasonable measures will be taken to ensure the safety of the University community during the process.

To submit a formal report of bullying and/or harassment related to a DCU student

1. Written submission: You must make a formal written submission to the Secretary of the Disciplinary Committee
2. Acknowledgement: You will receive a written response from the Secretary of the Disciplinary Committee as soon as possible following submission of the formal report, acknowledging receipt of the report.
3. Responding party notification: Upon receipt of the complaint, the Chairperson of the Disciplinary Committee will provide the report to the person named by the reporting party. 

To submit a formal report of bullying and/or harassment related to a DCU staff member

1. Written Submission: You must make a formal written submission to the Vice President for People, Equality, Diversity & Inclusion.
2. Acknowledgement: You will receive a written response from the Vice President as soon as possible after your submission.
3. Responding Party Notification: The person named in the report will be informed in confidence and provided with a copy of the report. They typically have 10 working days to provide a written response.

Once a formal report has been submitted to and received by the relevant University official, an assessment will be made as to whether it is necessary to begin an investigation into the reported behaviour. 

If any investigation is undertaken, this will be carried out with strict adherence to the relevant set of  dignity and respect procedures. It is important to take some time to fully understand the investigative process and what this means as the reporting party. 

If you would like to have a confidential conversation related to the investigation process, please contact the DCU Dignity, Respect and Sexual Misconduct Response (DRSMR) Manager, Lorna.Greene@dcu.ie. Speaking with the DRSMR Manager does not constitute a formal report and will be treated with the strictest confidence. 

You can learn more about the investigation process into reports of student bullying and/or harassment. 

You can learn more about the investigation process into reports of staff bullying and/or harassment.

The purpose of the investigation is to determine the validity of the claim based on the evidence provided. There are three primary conclusions an investigation may reach:

1. Bullying and/or harassment is substantiated: If the investigation finds that bullying and/or harassment did take place, the matter will immediately move into the relevant disciplinary procedures.

2. The report is dismissed (good faith): In some instances, the investigation may find that while the report was made in good faith, there is insufficient evidence to conclude that misconduct occurred.

3. Malicious or vexatious reports: In exceptionally rare circumstances, if a report is found to be intentionally false or malicious, disciplinary action may be taken against the person who filed it. This is a standard legal safeguard to ensure the integrity of the process for all members of our community.

Protections and Appeals: If you believe the process was flawed or compromised, you have the right to appeal. Find out more in the Policies Explained section.

Ongoing Support: Reaching the end of a formal reporting and investigation process can result in a complex set of emotions. Internal and external support services will remain available to you, regardless of the final determination. 

Learn more about the outcomes of the investigation into formal reports of student bullying and/or harassment.

Learn more about the outcomes of the investigation into formal reports of staff bullying and/or harassment.