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.
  • Confidentiality. The case will be handled in confidence, and only those dealing with the case will be briefed.
  • 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:
  • Ask for specifics.
  • Clarify time and place of the incident(s).
  • Avoid leading questions.
  • 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.

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
  • Confidentiality. The case will be handled in confidence, and only those dealing with the case will be briefed.
  • 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. Use File-sender or another medium for the safe transmission of minutes.
• 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.
• Recommend that the person concerned should not contact the reporter about the case since this could be perceived as retaliation.
• Consider during the first meeting if time should be set aside for a further meeting.