General information about handling reported cases

• 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 whoever is reported
• Conclusion and further follow-up
  • How to conclude a case and draw a conclusion, and follow it up by introducing measures

Fundamental principles

• A report of a concern can be submitted in various ways, for example directly to a manager or via UiO’s reporting system. 
• All enquiries shall be taken seriously and handled in accordance with UiO's procedures for reporting censurable conditions.
• The employer shall ensure that the matter is adequately investigated within a reasonable time.
• Cases that have been reported shall comply with the regulations contained in the Norwegian Public Administration Act relating to administrative procedures, i.e. the rules relating to contradiction, the duty to investigate, the duty to provide guidance, impartiality and confidentiality. Investigation of a report will generally not be an individual decision according to the Public Administration Act. 
• All reports shall be dealt with in confidence. The identity of whoever reports a case and whoever has been reported shall not be revealed to any more people than those necessary for the future processing of the case.
• Those who submit reports about censurable conditions or behaviour shall be protected from retaliation, and shall be able to use the reporting system without any fear of the consequences.
• Anonymous reports shall be investigated/processed. Anonymous sources may be just as important as open sources.
• The follow-up of cases that have been reported cannot be delegated to managers who are below level 3.

For whoever will be following up a case

• Consider your impartiality. If the report concerns a manager or case officer, they must not be involved in handling or processing the case. Contact the Department for  organization and personnel if you need any help with assessing this. 
• Consider the need for immediate measures. 
• Draw up a timetable that describes the process and the time frame for following up the case.
• Maintain your neutrality and be objective. Do not draw any conclusions in advance or while the case is being processed.
• The employer has a duty of care for both parties and shall ensure a proper working environment. Contact the Occupational Health Service if necessary.
• All reports shall be dealt with in confidence. 
• For sharing information, follow the UiO Data Sharing Guide. 
• Document all activities relating to the case.

Dealing with the media

• Be aware that the media may be very interested in the case.
• Remember that you have a duty of confidentiality and that you cannot comment on personnel cases to the media.
• Clarify with the faculty, and if necessary with the main UiO authorities, about who should speak to the press and what information can be released.
• Requests for access are handled in accordance with the Norwegian Freedom of Information Act.