UK Point procedures when notified of (sexual) harassment cases ****************************************************************************************** * ****************************************************************************************** 1. Within 2 working days of receiving notice of any form of harassment, an authorised staf Carolina Centre will send one one of three possible responses (as outlined in Annex 1) to email address. The staff member who responds to the case cannot be – nor ever previously h any formal or informal personal relationship with the notifier, or with any person involve case. Should such a relationship exist, the staff member in question must immediately info UK Point, who will then appoint a different, independent person to oversee the notified ca involved in dealing with the notified case (including the contact person(s) authorised by others later called upon for consultation or mediation purposes) are obliged to maintain c This obligation is governed by a written contract. 2. On the basis of the notifier’s reply, the authorised UK Point staff member will then pr to discuss the situation and the possible next steps. The notifier will be offered psychol and other assistance. Minutes of every meeting will be taken and these will remain confide may also consult relevant professionals (such as lawyers, sexual harassment specialists an with regard to the case (maintaining anonymity). Such consultations help to establish whet involves sexual harassment, what rights the individuals involved are entitled to, and what should be taken. 3. If the notifier does not want the case to be investigated further, the case will simply and no further action will be taken. If the notifier does wish the case to be investigated individual(s) implicated in the case will be informed of this – while keeping the identity confidential, if possible – and of the nature of any inappropriate behaviour they are accu 4. It is further possible and desirable, if both parties agree, for both parties to meet i of a third, independent party (mediator). This meeting helps to clarify the situation and communication between the parties. 5. On the basis of any meetings that take place betwween the notifier, UK Point staff, ext and/or other implicated individuals, an outcome report will be drawn up (see possible outc Throughout the process, all notifications of harassment must be taken seriously, dealt wit with discretion and in full confidentiality, ensuring that the notifier shall not come to It is also necessary to ensure the safety of the individuals involved. Written documentation will be compiled in relation to each reported case (all minutes from meetings, other supporting documents provided by the individuals involved, the final repor investigating staff and experts). This documentation is confidential and will be safely fi provided only to authorized staff. UK Point staff can only play an advisory role in this procedure. They may provide assistan involved to counselling services or help the notifier to make a submission in line with An obliged to maintain confidentiality and to keep full records of all notifications they rec they will have sole access (under lock and key, password protection, etc.) ****************************************************************************************** * Annex 1: Possible responses to reports of harassment ****************************************************************************************** Version A – if the report is from the individual who has suffered harassment Thank you for notifying us of this situation. We assure you that we will take all informat seriously and maintain full confidentiality. Please let us know which of the following pos apply to you: a) I would like you to investigate this case further - I will then set up a meeting between you (and an accompanying person of your choice) and Carolina Centre staff member, and if relevant a sexual harassment specialist. b) I need (only / additionally) to see a psychologist - I will arrange you a priority appointment with one of our consultant psychologists. c) I am not sure whether my case counts as sexual harrassment - I would be happy to arrange you a priority appointment with one of our consultant psycho external experts. d) I only wanted to report problematic behaviour and I do not need you to investigate it f - if you agree, we will inform the individual(s) involved of their inappropriate behaviour course keep your identity confidential. If none of the above options reflects your expectations about how we could help you, pleas what you were hoping for. Please also let us know whether you wish us to take any of the above outlined steps. Version B – if the report is from a third party witness Thank you for notifying us of this situation. We are glad that you care about how other pe We assure you that we will take all information you send us seriously and maintain full co If the victim of harassment wishes us to investigate the situation further, please ask him us directly. If he/she does not wish us to investigate it, or if you would like to discuss take next, please contact the Carolina Centre’s advisory services or main contact point. Please don't hesitate to ask if you have any further questions. Version C – if the report contains vague or anonymous information about a harassment incid Thank you for notifying us of this situation. All information you send us is treated serio confidentially. Before we can process this case any further, we will need to know: - When and where the incident took place. - Who was involved. - Whether there were any other witnesses. - What you are hoping will happen next. Without this information it is unfortunately not possible for us to investigate this case ****************************************************************************************** * Annex 2: Possible outcomes ****************************************************************************************** The meetings UK Point arranges may result in: • support for the notifier in addressing the situation, provision of legal and psychologic • consensus that the notification was unsubstantiated; • consensus that the meetings have already resolved the situation; • a request to the harasser’s manager to investigate/report to UK Point on the case; • a request to the guarantor of the subject/programme of study, or to the responsible Vice investigate/report to UK Point on the case, if the incident involved a student; • a request for review by the Charles University Ethics Commission or faculty ethics commi alleged harasser is an employee of the University; • a request to the Dean to initiate disciplinary proceedings if the alleged harasser is a harassment took place in connection with University teaching; • assistance with filing a criminal complaint. We will inform you and any other implicated individuals of the outcome in writing.