What is Report + Support?

Report + Support is an online tool developed by Culture Shift where staff and students can report issues of (input) anonymously or via contacting an advisor to discuss. Report + Support is also home to information about internal and external support, policies and procedures. 

Who can make a report?

Hartlepool College of Further Education students and staff can make a report through Report + Support. Visitors are encouraged to report complaints through the public complaints process.

What happens when someone makes an anonymous report?

The report will be viewed by one of the administrators see below for a list of administrators. 

The administrators will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information.

The information kept will be for trend analysis and inform proactive prevention. 

What is the difference between anonymous and advisor reports? 
Hartlepool College of FE does not know who has made an anonymous report, and therefore cannot reach out and provide support. Whereas if someone wants to receive support or consider informal or formal options to address a concern, they would make a named report and speak to a member of the Welfare Team. 

What happens when someone wants to contact an advisor?

The advisor (from the below team) receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The advisor then logs into Report + Support to access information provided using their personal login details. The advisor then makes contact with the person who has made the report and they arrange a meeting to discuss the report. 

What action can you take from anonymous reports?
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work. The Staff and Student managers will work with areas identified to address any concerning trends. 

How will Hartlepool College manage malicious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under existing student and staff procedures.

What do you do with the information gathered from anonymous reports?
Hartlepool College will use for trend analysis reporting. 

What do you do with the data gathered from advisor reports?
The data collected from Report + Support is used to produce anonymised annual reports. These reports would include the number of cases, most reported types of harassment and location. 

How secure is the data and information sent through the system?
Data held on Report + Support is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice. The system has been security tested by both the developer, Culture Shift, and by Hartlepool College of FE.  

How long is data sorted on the system?
We will only retain personal data for as long as necessary to fulfil purposes we collected it for. We will keep records of reports one year from case closure on the Report + Support system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.

Who are the administrators on the system?

Debbie Hill - Welfare/Safeguarding Team Lead
Lindsay Tait - Head of Human Resources
Victoria Morris -  Deputy HR manager
Beth Sinclair - Welfare Mentor
Graeme Reynolds - Welfare Mentor
Mary Kernan - Welfare Mentor
Sharon Gray - Welfare Mentor
Kristien Armstrong - Student Support Administrator 
Brian Barnes - Marketing - for marketing purposes only 
Gerald Nicholson - Head of IT - for IT technical purposes only


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