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Procedures for reporting censurable conditions at UiO

Content

1 Introduction

The University of Oslo shall ensure a secure working and learning environment in accordance with the Norwegian Working Environment Act and the Norwegian University and University Colleges Act. The right to blow the whistle will help to both uncover censurable conditions and behaviour and prevent further incidents from occurring. UiO encourages employees and students to speak up about censurable conditions and behaviour.

The reporting procedures describe how to report censurable conditions and behaviour, who should receive such reports and how UiO should deal with them.

2 What does reporting involve?

To report means to speak up about censurable conditions and behaviour at the University of Oslo, i.e. circumstances that are in conflict with rules or ethical guidelines as well as ethical norms broadly accepted in society. For example, this may be:

  • danger to life or health
  • danger to the climate or the environment
  • corruption or other economic crime
  • abuse of authority
  • unjustifiable learning or working environment
  • Bullying, discrimination, threats, violence, abuse or other forms of harassment
  • breach of personal data security

This list is not exhaustive. See also UiO's guidelines against harassment.

3 What is not considered as reporting?

The reporting rules do not cover circumstances that employees or students believe are worthy of criticism solely on the basis of their own political or ethical beliefs.

Disagreements about decisions relating to budget allocations, appointments, academic priorities or decisions pursuant to the law and regulations are normally not considered to constitute reporting censurable conditions. Nor do the reporting rules do not apply to employees' own conditions of work, such as personnel conflicts, unless the circumstance is covered by section 2.

The employee can raise such matters as mentioned above with his responsible manager. 

Possible violation of recognized research ethic norms at UiO, can be reported to the Secretariat for the Research Ethics Committee at UiO, and it will be dealt with in accordance with UiO`s current guidelines in the area.

4 Who has the right to report?

Everyone has the right to report censurable conditions and behaviour at the University of Oslo. Employees, PhD candidates, students at UiO and hired workers can report in line with these reporting procedures. For everyone else, the reporting procedures apply as far as they are relevant.

5 Reporting obligation for employees

In some cases the employee are obliged to report censurable conditions pursuant to Section 2-3 of the Norwegian Working Environment Act (lovdata-no) (Norwegian). The obligation occurs as soon as they become aware of: 

  • faults or defects which could result in danger to life or health.
  • harassment (bullying) and discrimination at UiO.
  • colleagues or students who become injured or sick as a result of circumstances at UiO.
  • circumstances that may cause loss to the employer, employees or the environment, cf. The Ethical guidelines for the civil service

6 Reporting obligation for safety representatives

Safety representatives have a special obligation to blow the whistle pursuant to Section 6-2 of the Norwegian Working Environment Act (lovdata.no) (Norwegian). Safety representatives have a duty of confidentiality regarding personal circumstances, but the duty of confidentiality is set aside if it is necessary to inform affected employees or the employer of the risk of an accident or danger to health at UiO.

7 How do I report?

Reporting internally

Employees and PhD candidates employed by UiO can report:

Students and PhD candidates who are not employed by UiO can report:

Employees and PhD candidates may also report via their safety representative, employee representative, Internal Auditing Unit (EIR) or their own adviser (lawyer or similar). Students may also report via the Ombud for students or their own adviser (lawyer or similar).

Anonymous reporting

It is possible to report anonymously. This means that the reporter's identity is not known to the person receiving the notification. If the reporting relates to an accusation against employees or students at the University of Oslo, the reporter should be informed that an anonymous case allows for a limited possibility of follow-up. If it is of significance to the case, the reporter should be encouraged to identify him-/herself.

The electronic reporting system for employees cannot be used when reporting anonymously. 

Reporting to public supervisory or regulatory authorities

Employees, PhD candidates and students can always report to a public supervisory authority or other public authority.

Examples of supervisory authorities:

Reporting to the general public

Employees and students may report externally to the media or the public in general if

  1. the reporter is in genuine good faith about the content of the reported conditions and
  2. the reporting relates to censurable conditions that are of public interest.

The reporter should first have attempted to report internally, or have reason to believe that internal reporting would not be appropriate.

8 What should the report contain?

The report must contain information about what the case concerns and who may be involved. In addition, it should contain:

  • The reporter's name and contact information.
  • To which faculty or equivalent unit the individual in question belongs.
  • Description of the censurable condition or behaviour.
  • Time and place of the censurable condition or behaviour, as well as the names of any witnesses.
  • Who has already been made aware of the circumstance.
  • Relevant documentation, such as emails, SMS, letters or the like.

9 Who is responsible for handling a report? 

Persons responsible for processing reports of censurable conditions at UiO are:

  • The Dean of the Faculty in question
  • The University Director of Management and Support Units (LOS) and the Centre directly subordinated to the University Board.
  • The Director of the museum in question
  • The Library Director

The Deans have delegated follow-up of reports from students to the Faculty's Speak up reception.

Whoever is responsible for processing reports of censurable conditions can delegate the follow-up of the report to another human resources manager, and local HR should be contacted for assistance in the case of local processing. The follow-up of reports cannot be delegated to managers who are below level 3. 

Impartiality

  • If the case officer or the responsible manager is disqualified, the case should be processed by the parent unit, by an alternative faculty or outside the line, depending on the type of case.
  • It must be avoided that students who report censurable conditions are academically assessed by employees who are considered to be a party to the case, regardless of the conclusion of the case.

10 Who receives and assesses the report?

Reports from employees and students via a web form have different recipients:

  1. Reports from employees go to the Internal Auditing Unit (EIR). In consultation with the Department of Organization and Personnel, EIR establishes a reporting council that decides who should process the case.
  2. Reports from students goes to the Faculty's Speak up reception, which processes the case and determines who should be involved. EIR receives a copy of reports from students.
  3. If a report from a student contains serious allegations about an employee, the Speak up reception should contact EIR, which assesses the need for a reporting council in line with point a.
  4. If an employee's report contains allegations about a student, the Speak up reception should be involved.

Upon receipt of a verbal or written report outside of the web form, the responsible manager or the Speak up reception should determine further follow-up of the case in accordance with section 9.

Disclosure requirement

  • EIR must have a copy of all employee and student reports.
  • In the event of da