Protection can be decided upon and provided by:

• A specific contact point/person (for example, a designated person in each faculty for students).
• A dedicated service, such as a human resources officer for staff.
• An emergency warden or security officer providing immediate protection as first responder (for example, offering a safe space during a student event or another dormitory for the victim to be out of reach of the perpetrator).

Effective reporting provisions must be in place, so that the institution can offer protection when needed. Reporting should be possible through different options:

• In-person and online
• Anonymous or not
• Formal or informal
• In different languages
• Accessible 24 hours a day and seven days a week
• Possibility to report to home institution (for mobile researchers and students studying abroad)

Anonymous and confidential reports

It is important to make the distinction between anonymous reports (whereby the complainant is unknown) and reports made by a person who wants their confidentiality to be guaranteed. In the latter case, the identity of the person is known to the organisation, but not disclosed to anyone. This creates limitations to what the institution can do in terms of case handling. For example, the possibilities for enquiry and investigation will be restricted. Make sure that reporting parties, staff and students alike, are aware that the institution has limited options when reports are anonymous or confidential.

In any case, there should be clear procedures for managing anonymous and confidential reports, including how to collect and store information, how to investigate and respond to the report, and how to maintain confidentiality throughout the process.

Anonymous and confidential complaints are still important sources of information. They can, especially when aggregated and analysed (by form of misconduct, place, time), help to identify patterns inside the institution, and to draw attention to potentially unsafe contexts and/or behaviours, which may trigger closer investigation and, if necessary, specific actions.

The institution can apply the practice of “active monitoring” and actively use the information collected to identify risk factors.

Institutions should actively and clearly publicise their reporting channels to ensure that they are known by the whole community (see also Prevention and Provision of Services).

Read more about reporting provisions here.

Formal reporting options:

• Reporting for students and other people without an employment contract: Students and people without an employment contract with the institution could officially submit a report either face-to-face or online to designated institutional services. These could include an ombudsperson, a dedicated office for gender-based violence, student counsellors, medical services and student unions.
• Reporting for staff and faculty: Staff and faculty members could officially submit a report either face-to-face or online to designated institutional services. These services could either fall under the human resources department or/and be part of dedicated services/offices for gender-based violence, counsellors, legal department.

Informal reporting options:

• Face-to-face reporting to a confidential resource person: Confidential resource persons could be gender equality officers, student counsellors, human resources counsellors, trade unions, student unions, etc. Training must be ensured for these confidential resource persons.
• Online or telephone-based systems for reporting to a third party: Informal reporting, possibly to a third party, by phone or online, can allow individuals to report problems without revealing their identity.
• The institution can appoint trained experts, lawyers, or psychologists as trusted persons to handle informal complaints of gender-based violence. These individuals may be independent of the institution but should have expertise in dealing with complaints.

A risk assessment aims to understand the situation and risks, so that the necessary (precautionary) measures can be activated to prevent (further) harm. Risk assessments can be implemented regularly to monitor campus safety perceptions, when certain events are to be organised, but should also happen upon reception of a complaint. Such a case-based risk assessment will aim to safeguard the individuals involved in the case and requires fast action.

Any type of incidents reported (including informal and anonymous reports) should support the assessment of factors that increase the likelihood of violence and harassment, and help identify and document the location and circumstances under which gender-based violence may occur. This assessment will help the institution decide what type of prevention actions are needed and which support measures can be offered to the victim(s). For example, based on incident reports, a tailored and targeted awareness-raising initiative can be launched, focusing on highlighting the policies established at the institution.

In addition, for the protection of individuals, whether they file an informal or a formal complaint, it is good practice to ask the person in question what they need and expect from the institution. Any action taken to protect the person should be based on their needs. A few examples of (precautionary) measures to protect students are to offer the option of transfer to another class, attendance at online classes or changing supervisor.

All possible contact persons, whether specifically designated to deal with gender-based violence or to act in emergencies as first responders (e.g. security personnel), should receive specific training. Such specific training should be mandatory and include:

• An understanding of the different forms of violence and their continuum.
• What constitutes ‘trauma-informed care’, to create a safe and supportive environment.
• Active listening and empathy, without judging victims/survivors.
• Understanding the necessity to empower victims/survivors to make their own choices and decisions.
• Knowledge of legal, health and other types of support pathways available to victims both internally (see Provision of Services) and externally (see Partnerships).