N.B. In the first instance, Cardiff University will launch the tool "for students" in October 2024. This means that an issue can be reported by the student directly, or on behalf of the student by any other person (staff member, visitor, alumni, concerned parent etc). The tool will then be rolled out "for staff" later in 2025 where they will be able to report an issue they are experiencing, or someone can report on their behalf if they are witness to an incident.
Report + Support is a tool where staff, students and members of the public can report issues anonymously or by contacting a specialist practitioner to discuss.
We do not know who has made an anonymous report, and therefore cannot reach out and provide support. If someone wants to receive support or consider informal or formal options to address a concern, they would make a named report and speak to a specialist practitioner.
Anonymous reports
Anonymous reports will be viewed by one of the administrators The administrators will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information.The information kept will be for trend analysis and inform proactive prevention.
Contacting a specialist practitioner
Each of the specialist practitioners are provided with a login and can only access cases that are assigned to them. The specialist practitioner receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The a specialist practitioner then logs into Report + Support to access information provided using their personal login details. The a specialist practitioner then makes contact with the person who has made the report and they arrange a meeting to discuss the report.
How we use this information
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work. We will work with areas identified to address any concerning trends.
If a report is found to be malicious or vexatious, such reports will be addressed under existing student and staff procedures.
Data security and retention
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 Cardiff University.
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. All personal data will be kept according to the Records Retention Schedule.