What is Report + Support?
Report + Support is an online platform where you can share concerns related to discrimination, bullying, harassment, or any form of disrespectful or inappropriate behaviour that you have experienced or witnessed in connection with IDS. This is by completing and submitting a form within the system (known for the purposes of the platform as a "Report").
There are two options - sharing your concerns with your contact details for a follow up response and tailored support, or sharing anonymously.
The platform also is a hub of support, advice and information.
"Reports" within the system are not formal complaints to HR and will not automatically trigger a formal investigation.
Report + Support is not intended for emergencies. If you require urgent help, please call 999. If you are working internationally, many countries use the global emergency number 112.
Information on how IDS processes reports, can be found on our Report + Support Process Flowchart.
Who can make a report?
Staff, colleagues from partner organisations, visitors, and third party contractors can share concerns related to discrimination, bullying and harassment in connection to working or engaging with IDS.
IDS students can also access the platform and the support articles, but will be directed to the University of Sussex's Report + Support if they want to share any concerns.
What happens if share my concerns with my contact details (non-anonymously)?
If you choose this route, you will be asked a series of questions about your issue or concern. This includes what happened and some useful questions to help us understand more about the nature of your concern. There are also some optional diversity questions for monitoring purposes to help us understand any trends and help us build a picture of who is being most impacted at IDS over time. At the end of the form you will be asked to provide your contact details for a response.
Within the questions, you will be asked who you would like to follow up with you, with the options being - an HR Advisor, or a Respect Responder. Depending on which group you choose, one member of that group will reach out to you, provide a listening ear, offer tailored support and explain the steps you can take to address and resolve your concern (with no obligation to do so).
Please note - a list of the colleagues in each group and an overview of what they can offer is provided below. We have also included a question that asks you if is there anyone you would prefer not to speak to due to a conflict of interest.
Sharing your concerns via Report + Support (and having a follow up conversation with our HR Advisors or Respect Responder) does not automatically trigger a formal report to the HR Team, grievance or investigation.
The system is focused on supporting you. It is trauma-informed, centred on empowering you to make the decision about whether you want to take steps to address the issue (and when this happens).
What happens if I share my concerns anonymously?
If you choose this route, (as with the above route where you share your concerns with your contact details) you will be asked a series of questions. These include what happened and some useful questions to help us understand more about the nature of your concern. It will also ask you about your reasons for anonymity. There are also some optional questions about where in the institute you are from. There are also some optional diversity questions for monitoring purposes to help us understand any trends and help us build a picture at IDS.
Your report once submitted will be viewed by the Report + Support Administrators (see below for a list of administrators). The administrators will first review the report to identify any significant risks that relate to duty of care or safeguarding. If no immediate significant risk are identified, no direct action will be taken to address the behaviour of an individual. However, the information shared will be used to identify any patterns or trends in behaviour and will inform strategic decisions and any preventative measures at organisational level. If any identifiable information is provided via anonymous reporting, the administrators will remove this when reporting on themes raised.
If you do share your concerns anonymously, you do have the option of a feature called 'two way messaging' where you can opt-in to talk to the admin team or a responder anonymously and they can signpost you to some areas of support and guidance. In this feature, both you and the colleague you're speaking to will remain anonymous. However, no direct action to address the behaviour of an individual can be taken unless you come forward and share your details.
We encourage you to submit a report with your contact details so we can work with you and take steps to resolve the issue. However, if you aren't yet ready, we respect your choice, and we can support you when you are ready.
What actions can IDS take from anonymous reports?
Information provided within anonymous reports will be used as statistical data to build a picture of what is happening at IDS over time, and inform proactive prevention work. Numbers and any trends (subject to confidentiality) will be reported to IDS's Board and the wider IDS community. IDS will use this to inform strategic decisions at organisational level. For example, it might help identify where resources should be focused, learning and development needs, or pockets where issues might be happening where specific interventions might be beneficial.
Can I report on behalf of someone else?
Yes, if you have witnessed an incident or if you are worried about someone else, you can make a report on their behalf. An HR Advisor can also give you advice about approach you might take. If you're unsure whether to report something yourself, they can help you consider the options and how to proceed in a way that aligns with the other person’s wishes.
If you find that witnessing or being involved in a situation has caused you distress, you can also raise concerns of harassment on behalf of yourself if you have been personally affected. Support is also available for you.
Please note that if you report on behalf of someone else, and the matter moves into IDS's resolution processes, we will not be able to discuss any of their personal details or next steps taken with you.
How does the Report + Support process work 'behind the scenes'?
Only the Report + Support Administrators (see below) can see all the reports made through the system (this applies to reports made by any of the groups who can use Report + Support).
For reports made by staff at IDS, the Administrators will assign the report to one HR Advisor or one Respect Responder (based on the choice an individual makes within the platform as to which group they would prefer). Every HR Advisor and Respect Responder has been provided with a login and can only access the report within the system that has been assigned to them. The HR Advisor/ Respect Responder assigned receives an email notification that a report has been assigned to them – no identifiable information is provided within this email alert. The HR Advisor / Respect Responder assigned then logs into Report + Support to access the report using their personal login details. They will then make contact with the colleague who has shared their concerns and they arrange a meeting to discuss it further and offer support.
Please see a process map of how Report + Support works at this link: xxx
Who are the Report + Support administrators on the system?
Paula Karalus - Director of HR
Anu Joshi - Director of Research
What is the role of a Report + Support Administrator?
Who are the HR Advisors at IDS?
Kenya Simpson-Martin
Michelle Elliot
Julia Shirley
What is the role of an HR Advisor in relation to Report + Support?
Who are the Respect Responders at IDS?
Wezi Mvalo - Head of Fundraising and Development Office
Tina Gotts - Health, Safety and Wellbeing Coordinator, HR Team
Layla Hartley - HR Assistant, HR Team
Emma Bates - HR Co-ordintor (Training and Reward) - HR Team
What is the role of a Respect Responder?
How will IDS manage malicious or vexatious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under IDS's existing procedures.
What do you do with the data gathered from reports?
The data collected from Report + Support is used to produce anonymised annual reports. These reports would include the number of cases and most reported types of harassment. These reports will be shared with the Board and on the Report + Support reporting page.
How secure is the data and information sent through the system?
Data held on Report + 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, Culture Shift, and by IDS.
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 + Support system as outlined in the Privacy Notice.
How can I get in touch with a Mental Health First Aider?