Document and Approach

Document and Approach is an informal, proactive strategy intended to help individuals address experiences of bullying or harassment in a way that is respectful, constructive and safe. 

It is a two-part process that focuses on documenting experiences and, if appropriate, seeking a direct resolution.

Document

If you believe that you have experienced or witnessed bullying or harassment, it can be useful to keep a record of the inappropriate behaviour. This process may also help you to gather your thoughts while also providing a clear picture of what behaviour you would like to change. 

• Keep note of details such as date, setting, nature of the behaviour may help you to identify a pattern or to rule out particular definitions. You may wish to consider using the DCU incident logbook.
• Consider using the DCU Self-Audit Checklist to aid your assessment of the behaviour and if it meets the criteria of bullying or harassment. 
• Any records should be kept in line with GDPR and with due regard to the privacy and confidentiality of all parties involved. 

Approach

This stage involves making the person responsible aware of their behaviour so it can stop. This step is entirely optional and should only be taken if you feel safe and comfortable to proceed.

• Direct discussion: Arrange to meet the person in a private, safe space to discuss the impact of their behaviour using factual examples.
• Requesting change: Ask the person to stop the unwanted behaviour and allow them an opportunity to take responsibility for their actions. 
• Outcome: If you are satisfied with the person’s response and feel assured that the issue has been resolved, you may both agree to keep the issue confidential.
• Unresolved: If you are unsatisfied with the person’s response or you do not fee assured that the issue has been resolved, you may wish to consider moving to a Facilitated Resolution.

The Document and Approach provides an initial, informal pathway for individuals who feel they have experienced bullying or harassment to resolve the issue locally. Its primary purpose is to empower you to find a resolution through open dialogue and to allow the other person an opportunity to take responsibility for their actions. 

• Establish clarity: By documenting your experiences, you can assess if the behaviour aligns with the University’s definitions of bullying or harassment.
• Gather evidence: Keeping note of behaviour creates a record of events
• Encourage informal resolution: Often, once a person is made aware of the impact of their behaviour on others, they will stop, allowing appropriate professional ways of working to be restored without a formal process.
• Constructive dialogue: An open, two-way discussion can allow the other person an opportunity to understand the problem and take responsibility for their actions.

Finding the words to address bullying or harassment can be difficult and you may feel nervous or awkward approaching somebody about their behaviour. However letting someone know the impact of their behaviour on you allows them an opportunity to become aware of the problem and take responsibility. 

When you are ready to approach someone about their behaviour, using clear and factual language can help to ensure that your message is understood while maintaining a focus on resolution. If you feel overwhelmed about starting a conversation related to bullying and/or harassment, you can use "lead-in" phrases to help introduce the topic: 

• "I would like to have an open, two-way discussion with you about something that has been on my mind."
• "I wanted to talk to you about [specific incident] that happened on [date]."
• "I am sharing this example because I want to make you aware of how that behaviour affected me."
• "I’m raising this now because I would like us to be able to work together in a professional way."

If the Document and Approach process does not lead to a satisfactory outcome, you have clear pathways to continue seeking a resolution. 

• Facilitated resolution: This stage typically involves a structured attempt to resolve the issue with the help of a neutral third party to reach a mutual understanding.
• Formal resolution: This involves lodging an official written report, which initiates a structured investigation governed by University policy to establish the facts and determine if disciplinary action is warranted.
• Accessing support: Support is available to help you navigate these choices and to help you look after your emotional wellbeing.