I have received a report of Bullying and Harrassment
I have received a report of Bullying and Harrassment
Receiving a disclosure of bullying and/or harassment represents a moment of trust. This can also be known as being the ‘first point of contact’.
If you are a line manager, you have an important role in helping to ensure that Dignity and Respect at Work and Study Policy is followed while maintaining a safe and respectful environment for your team. Do not hesitate to ask for support from relevant centralised supports where necessary and appropriate.
Note: Receiving reports of bullying and/or harassment can be upsetting and may leave you feeling vulnerable and alone. It can be helpful to talk to someone about what is happening. DCU offers a range of internal support for staff and students and also provides signposting to additional external support agencies.
What are my responsibilities?
- Prioritise wellbeing: You can provide a safe, emphatic space for someone to talk about their experience of bullying and/or harassment.
- Maintain privacy: You should respect the privacy of the person disclosing to you and only share details of the behaviour if you have their permission to do so.
- Connect to support: Offer to connect or signpost the person to emotional and wellbeing supports
- Connect to authority: Offer to connect or signpost the person to a staff member who is in a position of authority and who can take action to help resolve the issue e.g. a Line Manager or a Student Adviser
- Witness: Be aware of the behaviour and if you witness it, make a note of the behaviour and consider reporting the behaviour to a member of staff in a position of authority.
As a person in a position of authority, you have a responsibility to:
- Prioritise wellbeing: You can provide a safe, emphatic space for someone to talk about their experience of bullying and/or harassment.
- Act promptly: Address reports or observations of inappropriate behaviour quickly and fairly
- Maintain trust: You should respect the privacy of the person disclosing to you and if you need to share details of the experience make the reporting party aware that you are going to do this
- Connect to support: Offer to connect or signpost the person to emotional and wellbeing supports
- Facilitate solutions: You have a responsibility to lead initial attempts to locally and informally facilitate a resolution for issues related to bullying and harassment. Do not hesitate to ask for support from relevant centralised supports where necessary and appropriate e.g. DCU People, Student Support and Development.
- Protect against victimisation: Ensure that any staff or student who makes a report in good faith is protected from retaliation or victimisation.
- Monitor the environment: Even after a resolution is reached, you should monitor the work environment to ensure unwanted behaviour has ceased and relations are restored.
How should I respond to a report?
When someone discloses bullying and/or harassment, it is important to provide them with a safe, non-judgmental space to share their experiences.
- Listen without interruption: Allow them to speak at their own pace. Wait until they have finished before asking questions.
- Don’t diminish: Even with good intentions, avoid diminishing the experiences that the person has shared. Although you may be intending to reassure, phrases like “you’re being overly sensitive” or, “that’s just their sense of humour”, can make it difficult for the reporting party to feel like the issue is being taken seriously.
- Validate the their decisions to report: Use phrases like:
- "Thank you for trusting me with this."
- “I am glad you told me this did”
- “What would you like to happen next?”
- Policy check: Remind the reporting party that DCU has a dedicated Dignity and Respect at Work and Study Policy and that this policy and accompanying procedures will help guide what happens next.
- Pause and comeback: If you are unsure of what the next steps are, tell the person that you need to check the policy and procedures in order to ensure that any information you share is fully accurate. Assure the person that you will come back to them swiftly. Give them a realistic timeline of when they can expect a follow up.
- Connect to support: Ensure the person is aware of the ‘I need support section’ of the hub and that they have been signposted to the relevant reporting pathways.
- Don’t overpromise: Keep to the facts of what you are able to control and put in place.Do not make promises that are hard to keep, for example “We’ll have this sorted in no time”. Instead, you can make assurances of what is in your control, for example. “I will take this seriously and do my best to find a resolution.”
Should I keep a record?
It can be helpful to you and the reporting party to keep a record of a report of bullying and/or harassment. However, there are a number of factors to consider when deciding to what extent you should record the report and for what purpose.
- Privacy first: You must respect both the reporting party’s (and other named person’s) privacy and confidentiality. Do not keep detailed, identifying notes in unsecured locations (like notebooks or unprotected digital files).
- Minimal documentation: You may want to keep a brief note for your own clarity e.g. such date and the broad nature of the report.
- Data protection: Any records must adhere to the University's data protection obligations and GDPR responsibilities. Be aware that subject access requests can be made for any correspondence within your DCU account.
- Shared summary: You may offer to draft a summary of your conversation with the reporting party and to share the same with them. Keep this high level and do not share with anyone other than the reporting party unless they give their clear permission for you to do so.
What should I do next?
Signpost and Handover
A safe handover ensures that the reporting party is not left alone in their distress while allowing you to step back from the direct management of the report.
- Identify the right pathway: Help them to access and navigate this Dignity, Respect and Ending Sexual Violence Hub. Highlight the “I want to report” section.
- Identify Support: Ensure that they are aware of the “I want support” section
- Support to connect: Offer to stay with them while they get in contact with a support service. Respect their wishes if they decline this offer.
- Self-Care After Handover: Once you have signposted or connected the individual with the appropriate next steps, take time for yourself and access support that might be right for you.
- Debrief: if you would like to de-brief on your experience of receiving a report, 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. The DRSMR Manager will not ask you to disclose any confidential information relating to the report that you have received.
If a direct "Document and Approach" (Step 2) has not worked or is not possible:
- Identify the right pathway: Support the reporting party to access and navigate this Dignity, Respect and Ending Sexual Violence Hub. Explore the “I want to report” section together.
- Discuss the record and approach: Help the person to understand the record and approach process. If they have already attempted this process or they are uncomfortable to proceed with this option, move to the next resolution pathway.
- Facilitate a meeting: Explored the facilitated resolution process to the reporting party. Offer to facilitate a meeting with them and the responding party. Do not hesitate to ask for support from relevant centralised supports where necessary and appropriate.
- Explore mediation: If local efforts fail, discuss the option of an externally mediated solution with both parties and the relevant centralised support department e.g. DCU People or Student Support and Development.
- Review for formal escalation: If the case is serious or informal steps have been exhausted, support the individual in reviewing circumstances before they lodge a formal written complaint.
- Self-care: Take time for yourself and access support that might be right for you.
- Debrief: if you would like to de-brief on your experience of receiving a report, please contact the DCU 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. The DRSMR Manager will not ask you to disclose any confidential information relating to the report that you have received.
How to look after your wellbeing
Hearing about bullying and harassment can cause real stress. Taking care of yourself means you are better able to support others.
- Manage your boundaries: It is okay to admit you are not a trained counselor. Referring someone to professional support is the most responsible thing you can do if you are concerned about someone’s emotional wellbeing.
- Debrief confidentially: You can contact the DRSMR Manager for a confidential debrief. This allows you to process your own experience and discuss positive ways forward.
- Acknowledge your feelings: It is normal to feel angry, sad, or powerless after receiving a report. Access the Employee Assistance Programme (EAP) or Student Counseling Services for your own support.
How to be prepared to respond to reports of bullying and/or harassment.
You do not have to know all the answers immediately. Within the digital hub you will find in depth information on how to respond with empathy and clarity as well as how to signpost people to the appropriate support.
If you cannot find the information you are looking for, or if you wish to have an informal conversation about receiving reports of inappropriate behaviour, please contact the DCU Dignity, Respect and Sexual Misconduct Response (DRSMR) Manager, Lorna.Greene@dcu.ie.
Accessing Training
DCU is committed to promoting ’first point of contact’ training for all staff and students.You can find extensive information on how to receive reports and other relevant guidance in our dedicated Training and Awareness Section.
Contact
If you cannot find the information you are looking for, or if you wish to have an informal conversation about receiving reports of inappropriate behaviour, please contact the DCU 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.
Feedback
DCU is committed to ensuring that reporting processes are as accessible, fair and trauma-aware as possible. If you have any questions about any element of the reporting process or if you have any feedback you wish to share, please contact the DCU DRSMR Manager, Lorna.Greene@dcu.ie