Initial investigations

• 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

• Whoever reports censurable conditions or behaviour shall receive confirmation that their report has been received as soon as possible, preferably within a week.
• If the report contains accusations against employees or students at the UiO, the manager responsible shall initially investigate to see if the allegations made in the report are correct.
• Incorrect allegations could involve reports which have been made in good faith, but where the facts of a case or other significant circumstances have been misunderstood. In such cases, this could serve as grounds for closing the case without further processing taking place. Such assessment must then be documented and the Internal Auditing Unit (EIR) must be informed. Whoever submits the report shall be informed about this. 

Convening meetings

• The employer must investigate reports which have been submitted. In this regard, both parties shall be invited to attend separate meetings.
• The reporter will be invited first to elaborate on the content of their report, and then the reported person will be called in. Consider whether or not the reported person should be sent the report before the meeting.
• Before sending an invitation to attend to the reported person, the line manager should have a talk with the person concerned to let them know that they will be called on to attend.
• Think about the time and place for these meetings. For example, perhaps such invitations to attend a meeting should not be sent just before the weekend, and think about which meeting room would be suitable.

Inviting the reporter to attend a meeting

• Refer to the report received and provide information about the purpose of the meeting.
• Provide information to say that the reporter may be accompanied to the meeting by someone to support them or an adviser.
• Provide information about who will be present from UiO.
• Provide information about the time and place of the meeting.

Inviting the reported person to attend a meeting

• Provide information saying that a report has been received and explain briefly what it is about.
• Provide information about who will be dealing with the report.
• Provide information explaining that the purpose of the meeting is to go through the report and hear the version of the incidents in question the reported person. 
• Provide information about their duty to attend the meeting with their employer.
• Provide information to say that the person concerned may be accompanied to the meeting by someone to support them or an adviser.
• Provide information about who will be present from UiO.
• Provide information about the time and place of the meeting.