Conducting meetings

• About handling reported cases
  • All reported cases must be handled in line with UiO's reporting procedures.
• Initial investigations
  • Confirmation of receipt of a report, identification, and invitations to attend meetings
• Conducting meetings
  • Meetings with both the reporter and the reported person
• Conclusion and further follow-up
  • How to conclude a case and draw a conclusion, and follow it up by introducing measures

Meeting the reporter

• Provide information about:
  • The proceedings and further handling of the case.
  • The case will be handled in confidence. This means that only those who are necessary to process the case will be informed. 
  • The contradiction entitlement on the part of the reported person. The person concerned will be provided with the opportunity to tell their side of the story and they will be informed about the contents of the report. Generally speaking, they will also be entitled to know who submitted the report, although they will be told not to retaliate against the reporter. 
  • The fact that witnesses or other key persons could be invited to attend a meeting as part of the employer’s duty to investigate. 
  • The fact that requests for access to the case could be received and that these will be handled in line with the Norwegian Freedom of Information Act.
  • The fact that minutes will be taken of the meeting. The reporter shall be sent the minutes for their comments/input. Use File-sender or another medium for the safe transmission of minutes.
• Provide the reporter with the opportunity to talk about their experiences in respect of the case. Ask what the reporter has done about the case, and if necessary who has been informed about the incident(s).
• Maintain neutrality during the meeting - do not draw any conclusions.
• Focus on what occurred:
  • Avoid leading questions.
  • Ask for specifics.
    • What happened, and how did it happen?
    • Clarify time and place of the incident(s).
    • Who was involved?
    • Was anyone else present?
    • How was the information obtained — through personal experience, by witnessing events, or via reports from others?
  • Ask for any documentation (text messages, e-mails, photos, and letters, etc.).
  • Are there any witnesses?
• Recognise that this could be difficult for the reporter. Consider taking breaks during the meeting and provide information about their options to contact the Occupational Health Service for support.
• Ask the reporter not to contact the reported person about the matter. 

Meeting the reported person

• Provide information about:
  • The contents of the report
  • The contradiction entitlement
  • The procedures for handling the case and proper case management
  • The case will be handled in confidence. This means that only those who are necessary to process the case will be informed. 
  • The fact that witnesses or other key persons could be invited to attend a meeting as part of the employer’s duty to investigate.
  • The fact that requests for access to the case could be received and that these will be handled in line with the Norwegian Freedom of Information Act.
  • The fact that minutes will be taken of the meeting.The reported person shall be sent the minutes for their comments/input. 
• Provide the reported person with the opportunity to tell their side of the story. 
• Maintain neutrality during the meeting - do not draw any conclusions.
• Focus on what occurred:
  • Avoid leading questions.
  • Ask for any documentation (text messages, e-mails, photos, and letters, etc.).
  • Are there any witnesses?
• Recognise the pressure that whoever has been reported might be experiencing and consider taking breaks during the meeting. Provide information about their options to contact the Occupational Health Service for support.
• Ask the person concerned to not contact the reporter about the case. This could be perceived as retaliation.
• Consider during the first meeting if time should be set aside for a further meeting.

Meeting witnesses

• Provide information about:
  • The contents of the report that is relevant for the witness.
  • The contradiction entitlement on the part of the reported person.
  • The procedures for handling the case and proper case management
  • The case will be handled in confidence. This means that only those who are necessary to process the case will be informed. 
  • The fact that witnesses or other key persons could be invited to attend a meeting as part of the employer’s duty to investigate.
  • The fact that requests for access to the case could be received and that these will be handled in line with the Norwegian Freedom of Information Act.
  • The fact that minutes will be taken of the meeting.The reported person shall be sent the minutes for their comments/input. 
• Ask the witness to tell their side of the story. 
• Maintain neutrality during the meeting - do not draw any conclusions.
• Focus on what occurred:
  • Avoid leading questions.
  • Ask for specifics.
    • What happened, and how did it happen?
    • Clarify time and place of the incident(s).
    • Who was involved?
    • In what capacity was the witness involved in the situation?
  • Ask for any documentation (text messages, e-mails, photos, and letters, etc.).
  • Are there other witnesses?
• Recognise the pressure the witness might be experiencing and consider taking breaks during the meeting. Provide information about their options to contact the Occupational Health Service for support.
• Ask the witness not to contact the reporter or the reported person about the case.

Need for further meetings?

• It might be necessary to hold further meetings with the reporting person and/or the person being reported. 
• Continuously review whether you have enough information or need to ask follow‑up questions. 
• While proceedings continue, consider if new evidence appears in discussions or documents that the counterparty should have the opportunity to respond to.