Complaints and Codes of Conduct

If you think there is a case of inappropriate behavior, don’t keep it to yourself but discuss it, even as a witness. This, of course, takes courage. But we stand for a culture in which students and staff can report things without fear of detriment or unfair treatment. The contact persons will always treat information confidentially.

Contact person: vertrouwenspersonen-ongewenstgedrag@uu.nl

Download the Complaints procedure for students.

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Complaints procedure for students regarding inappropriate behavior at University College Roosevelt

Preamble
The Executive Board expects everyone within University College Roosevelt, both staff and students, to treat each other with respect and integrity and to be able to work or study in a pleasant and safe environment. The general framework for everyone’s behavior is laid down in University College Roosevelt’s Code of Conduct, Rules of Behavior.

If the learning or working environment is adversely affected by the behavior of these others (fellow students, lecturers, colleagues, supervisors), it is important to discuss this with them. If this does not help or if students feel unable to address the other directly students can go to the Confidential Advisor for Students for advice and support. The Confidential Advisor will discuss the problem with the student and look for possible solutions. The Confidential Advisor can also mediate to either reach a solution or speed up the process.

If the student feels that the complaint is severe, or if it is difficult to discuss or if the problem was not solved informally, the student can file a complaint. The procedure for filing a complaint is described in this document.

I. General provisions

Article 1
In these regulations, the terms below have the following meanings:

The accused: The employee or student to whose behavior the complaint relates;
Aggression, violence: To harass, threat or attack an employee or student psychologically, physically or verbally;
Board of Trustees: The Board of Trustees of University College Roosevelt (UCR); it is the legally required monitoring body of UCR.
Bullying: Intimidating behavior of a structural character by one or more employees or  against one or more employees or students;
Chair: Chair of the Complaints Committee. The Student Complaints Coordinator acts as Chair of the committee.
Complainant: The student who submits a complaint about inappropriate behavior;
Complaint: A document written by a student making the complaint about perceived inappropriate behavior;
Complaints Committee: The Committee composed by the Student Complaints Coordinator to deal with and advise on a specific written complaint on inappropriate behavior.
Confidential Advisor for Students: The independent officer (student counselor) appointed by the Executive Board to whom the student confronted with inappropriate behavior or the accused can turn for advice and support;
Discrimination: To discriminate without justification, insult or act violently against staff or students on the grounds of religion, personal beliefs, political opinion, race, sex, gender identity, sexual orientation, nationality, civil status, age, disability or chronic illness or for any other reason;
Employee: A person employed by UCR or working under the responsibility of UCR as a temporary employee, interim worker or trainee;
Executive Board: The Executive Board of UCR;
Inappropriate behavior:  Any conduct, act or omission of an act, the physical, mental or social consequences of which are perceived as negative. This includes in any case intimidation, sexual harassment, discrimination, aggression, violence and bullying in the workplace and UCR campus;
Intimidation: Any form of verbal, non-verbal or physical conduct with the purpose or effect of violating a person’s dignity, adversely affecting work or study performance or creating an unsafe working or study environment;
Sexual harassment: Any form of verbal, non-verbal or physical conduct of a sexual nature that has the purpose or effect of violating a person’s dignity, adversely affecting work or creating an unsafe working environment;
Student: A person enrolled at UCR as a student, extraneous or course participant;
Student Complaints Coordinator: The person appointed by the Executive Board who receives and processes complaints and acts as Chair of the Complaints Committee;
UCR: University College Roosevelt.

Article 2
A student at UCR who experiences inappropriate behavior by an employee or student of UCR may, for a period of three years thereafter, turn to the Confidential Advisor for Students for support and advice. The Confidential Advisor is bound to professional confidentiality. The Confidential Advisor will discuss the problem with the student and look for possible solutions. If appreciated and wanted the Confidential Advisor can mediate to either reach a solution or speed up the process. If the student feels that the complaint is severe, or if it is difficult to discuss or if the problem was not solved informally, the student can file a complaint to the Student Complaints Coordinator (SCC). The Confidential Advisor for Students can (if needed) support the student in reporting the complaint. If the complaint involves an employee of UCR the Confidential Advisor for Students can, depending on the nature of the complaint and only with permission of the student, contact the external Confidential Advisor for advice on handling the complaint.

Article 3
a. The Executive Board will appoint a Student Complaints Coordinator who receives the complaint, coordinates the complaints procedure and composes the Complaints Committee.
b. The Student Complaints Coordinator will not deal with anonymous complaints.
c. Complaints submitted more than three years after the event occurred to which the complaint relates will not be considered, unless the Student Complaints Coordinator sees reason to make an exception in a particular case.
d. A students who wants to file a complaint against the Student Complaints Coordinator should contact the confidential advisor for employees.

II. The Complaints Committee

Composition: Depending on the parties involved in the complaint.

Article 4
The Student Complaints Coordinator is Chair of the Complaints Committee and will appoint an ad hoc Complaints Committee to deal with and advise on a specific written complaint on inappropriate behavior.

The ad hoc Complaints Committee consists of:
a. the Student Complaints Coordinator who will also act as Chair;
b. one member to be appointed from among UCR’s academic staff;
c. head of Student & Education Office.

Article 5
The members of the committee may not have any personal interest in dealing with the complaint and may not be involved in the complaint.

Task

Article 6

The task of the Complaints Committee is to
a. investigate the complaint about inappropriate behavior;
b. advise the Executive Board on the admissibility and merits of a complaint.

If the complaint concerns a member of the Executive Board, the committee will advise the Board of Trustees. The Board of Trustees then takes over the duties from article 17 from the Executive Board;

Powers

Article 7
a. To the extent necessary for performing its task, the Complaints Committee has access to all organizational units and all relevant files, in compliance with privacy legislation. In this context, the Complaints Committee is entitled to hold discussions with all staff members or students.
b. The Complaints Committee may consult experts, whether or not employed at UCR. A report will be made of the consultation.

III. The complaints procedure

Article 8
A complaint must be submitted in writing with or without the help of the Confidential Adviser and must state the following:

a. the description of the inappropriate behavior;
b. the name of the accused;
c. the steps taken by the person making the complaint in this respect and any written documents relating thereto. These documents will be submitted to the Complaints Committee.

The complaint must be sent via e-mail to the Student Complaints Coordinator, studentcomplaintscoordinator@ucr.nl

Article 9
As soon as the Student Complaints Coordinator has received a complaint, it will confirm receipt of the complaint via e-mail and inform the person making the complaint whether the complaint is admissible.

A complaint is not admissible

• if it does not comply with the definitions of this procedure;
• if it has been submitted after the term specified in Article 2 and the Complaints Committee sees no reason to make an exception in the particular case;
• if it is submitted anonymously;
• if it has already been dealt with by the Complaints Committee earlier, unless new facts or circumstances have come to light;
• if there is a concurrence with objection proceedings, legal proceedings or a criminal investigation;
• if the interest of the person making the complaint or the severity of the inappropriate behavior described is manifestly insufficient.

Article 10
If the complaint does not yet meet the requirements of Article 8, the committee may give the person making the complaint the opportunity to supplement the complaint.

Article 11
If the Student Complaints Coordinator considers the complaint inadmissible, the coordinator will immediately advise the Executive Board of this.

Article 12

If the Student Complaints Coordinator considers the complaint admissible, the coordinator will:

a. inform the person making the complaint that the substance of the complaint will be assessed and that in principle the maximum duration of processing is six weeks, calculated from the date of receiving the full complaint;
b. inform the accused of the complaint by sending the complaint (including the name(s) of the complainant(s)) and related documents, information about the further procedure;
c. give the accused the opportunity to respond in writing to the complaint within a specified time limit, and
d. immediately upon receipt, forward the accused’s written response to the person making the complaint.

Article 13
a. As part its investigation, the committee will give the person making the complaint and the accused the opportunity to be heard, unless they state in writing that they waive their right to be heard.
b. In principle, the person making the complaint and the accused will be heard in each other’s presence, but this can be deviated from if a joint hearing impedes the careful handling of the complaint or if the committee expects facts or circumstances to emerge which should not be disclosed to the other party for compelling reasons.
c. The committee may – whether or not at the request of the person making the complaint or the accused – also hear other persons as witnesses or experts.

Article 14
During the investigation the person making the complaint and the accused may be assisted by a counsellor of their own choice, from within or outside UCR.

Article 15
The hearings of the committee are not public.

Article 16
Within six weeks of receiving the full complaint, the committee will draw up an advise in writing for the Executive Board on the merits of the complaint.
If the six-week period is not feasible, delivering the opinion may be postponed by two weeks. Longer postponement is only possible with the written consent of the person making the complaint.

Article 17
a. Within four weeks of receiving the committee’s advice on the admissibility or merits of the complaint, the Executive Board will take a decision on the complaint and on any measures or sanctions to be taken. If the Executive Board deviates from the advice, it will explain why.
b. The Executive Board will send the person making the complaint and the accused its decision in writing, together with the committee’s advice.
c. The Executive Board will inform the committee of its decision.

IV. Final provisions

Article 18
The Executive Board will ensure that this procedure is sufficiently communicated.

Article 19
This procedure can be cited as the ‘Complaints procedure for inappropriate behavior’. The procedure has been adopted by the Executive Board in accordance with the UCR Council, on June 10, 2020.

Students can find mental health resources and further points of contact on the intranet page about Well-being.

Follow the complaint procedure in the Student Handbook, Section D. Student Charter, article 4.3 Complaints.

1. UCR greatly values student involvement in the academic process. It is inevitable that from time-to-time disagreements will arise. A complaint is an opportunity to review the quality of the academic process, and make improvements where possible.
2. As such, UCR welcomes constructive criticism and input from students and faculty. The general rule is that a student with a complaint contacts the person involved directly. If they cannot resolve the problem together, the student can then contact the Head of the Department/office involved. The complaint procedure for instructors and tutors works as follows:
   1. When a student has a complaint about an instructor, this should first be discussed with the instructor. If the two cannot resolve the problem together, the student can ask the Head of Department to help resolve the matter. (The student is encouraged to ask the Academic Affairs Council for advice.)
   2. When a student has a complaint about a tutor or departmental advisor, this should first be discussed with the tutor or advisor. If the two cannot resolve the problem together, the student can ask the Senior Tutor to help resolve the matter. (The student is encouraged to ask the Academic Affairs Council for advice.)
   3. When a student has a complaint about a Head of Department or the Senior Tutor, the student can ask the Director of Education to help resolve the matter.
   4. For all other complaints, the student should also contact the person involved directly. If students are not sure whom to approach, they can ask advice from the UCR Student Complaints Coordinator via SCC@ucr.nl.
3. If a student feels that a complaint about UCR has not been solved to the students’ satisfaction, the student can also file a formal complaint. All formal complaints about the bachelor program of UCR will be handled by UCR’s Student Complaints Coordinator via SCC@ucr.nl. The complaint should be put in writing and submitted within 20 working days after the problem first occurred. (If the student can show there are extenuating circumstances, a complaint will be considered within 60 working days.) It is the student’s
   responsibility that all relevant information is included in the complaint. The student will be informed in writing regarding the outcome of the complaint within 20 working days after the complaint has been submitted. If – following the decision – a student remains of the opinion that UCR has not resolved the complaint adequately, the student has the option of submitting a complaint to the National Ombudsman (www.nationaleombudsman.nl).
4. If the complaint concerns inappropriate behavior, then other terms apply. See the code of conduct and the relevant procedures on: https://www.ucr.nl/integrity-at-ucr/.
5. If a student feels that a complaint about Utrecht University has not been solved to the students’ satisfaction, the student can also file a formal complaint. The Utrecht University Complaints Coordinator handles complaints about university services. Procedures for filing such a complaint can be found in the Utrecht University Student Charter. If – following the
   decision – a student remains of the opinion that Utrecht University has not resolved the complaint adequately, the student has the option of submitting a complaint to the National Ombudsman. (www.nationaleombudsman.nl).
6. UCR can only handle complaints about UCR’s Bachelor’s program and events in the academic buildings.
7. Complaints regarding events within student housing fall under the complaints procedures of Gapph Student Housing.

If you think there is a case of inappropriate behavior, don’t keep it to yourself but discuss it, even as a witness.

Employees who have complaints or questions about circumstances or events at work can go to the Confidential Advisor for Employees. These complaints or questions can be about misconduct/inappropriate behavior of a colleague or supervisor, the work atmosphere, or how complaints or issues are handled. Employees who suspect misconduct, where the public interest is at stake, can also contact the confidential counselor for information, advice, and support. Consider the following situations:

• violation of legal regulations,
• danger to public health
• the threat to the safety of persons,
• risk of environmental damage,
• danger to the proper functioning of the civil service or company as a result of incorrect actions or negligence.

Contact person: Charlotte Verbraak
T: 01 6424 4212
E: cverbraak@bureaumayet.nl
About Bureau Mayet

Download the Complaint procedure for employees.

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Complaints procedure for employees regarding inappropriate behavior at University College Roosevelt

Preamble
The Executive Board expects everyone within University College Roosevelt, both staff and students, to treat each other with respect and integrity and to be able to work or study in a pleasant and safe environment. The general framework for everyone’s behavior is laid down in University College Roosevelt Code of Conduct, with specific rules of conduct in – amongst others – the Code of Conduct to prevent and tackle inappropriate behavior.

If the learning or working environment is adversely affected by the behavior of these others (fellow students, lecturers, colleagues, supervisors), it is important to discuss this with them and/or your supervisor/UCR management. If this does not help or if individuals feel unable to address the other directly an employee can contact the Confidential Advisor for Employees. Employees can discuss confidential matters with the Confidential Advisor, who is bound to professional confidentiality. A Confidential Advisor can, though only with the client’s permission, mediate to either reach a solution or speed up the process.

If the employee feels that the complaint is severe, or if it is difficult to discuss or if the problem was not solved informally, the employee can report a complaint. The Confidential Advisor can also help the employee in reporting the complaint and can support the employee during the procedure. The procedure for reporting a complaint is described in this document.

I. General provisions

Article 1
In these regulations, the terms below have the following meanings:

The accused: The employee or student to whose behavior the complaint relates;
Aggression, violence: To harass, threat or attack an employee or student psychologically, physically or verbally;
Board of Trustees: The Board of Trustees of University College Roosevelt (UCR); it is the legally required monitoring body of UCR.
Bullying: Intimidating behavior of a structural character by one or more employees or  against one or more employees or students;
Chair: The Chair of the Complaints Committee is appointed by the Executive Board and receives and processes complaints and acts as Chair of the Complaints Committee. The Chair is the only permanent member of the Complaints Committee and has no connection to UCR.
Complainant: The employee who submits a complaint about inappropriate behavior;
Complaint: A document written by a employee making the complaint about perceived inappropriate behavior;
Complaints Committee: The Committee composed by the Chair to deal with and advise on a specific written complaint on inappropriate behavior. All members of the committee are external members and have no connection to UCR.
Confidential Advisor for Employees: The independent officer appointed by the Executive Board to whom the employee confronted with inappropriate behavior or the accused can turn for advice and support;
Discrimination: To discriminate without justification, insult or act violently against staff or students on the grounds of religion, personal beliefs, political opinion, race, sex, gender identity, sexual orientation, nationality, civil status, age, disability or chronic illness or for any other reason;
Employee: A person employed by UCR or working under the responsibility of UCR as a temporary employee, interim worker or trainee;
Executive Board: The Executive Board of UCR;
Inappropriate behavior:  Any conduct, act or omission of an act, the physical, mental or social consequences of which are perceived as negative. This includes in any case intimidation, sexual harassment, discrimination, aggression, violence and bullying in the workplace and UCR campus;
Intimidation: Any form of verbal, non-verbal or physical conduct with the purpose or effect of violating a person’s dignity, adversely affecting work or study performance or creating an unsafe working or study environment;
Sexual harassment: Any form of verbal, non-verbal or physical conduct of a sexual nature that has the purpose or effect of violating a person’s dignity, adversely affecting work or creating an unsafe working environment;
Student: A person enrolled at UCR as a student, extraneous or course participant;
UCR: University College Roosevelt.

Article 2
a. An employee who experiences inappropriate behavior by an employee or student of UCR may, for a period of three years thereafter, turn to the Confidential Advisor or submit a complaint to the Executive Board, which immediately forwards the complaint to the Confidential Advisor.
b. The Complaints Committee will not deal with anonymous complaints.
c. Complaints submitted more than three years after the event occurred to which the complaint relates will not be considered, unless the Confidential Advisor sees reason to make an exception in a particular case.

Article 3
Anyone who acquires knowledge of confidential information in any way within the framework of this procedure is obliged to keep this information confidential.

Article 4
Persons who have invoked this complaints procedure, provided assistance in this respect or acted as witness may not suffer any unnecessary disadvantage in the progress of their career prospects or otherwise.

II.The Confidential Advisor for employees

Article 5
The Executive Board will appoint a Confidential Advisor to whom the person making the complaint or the accused can turn. The appointment or designation will be for two years with the possibility of extension.

Article 6
The Confidential Advisor is accountable solely to the Executive Board for the performance of his or her duties.

Article 7
The tasks of the Confidential Advisor include in any case:
a. acting as a point of contact for employees who are confronted with inappropriate behavior;
b. assisting and supporting the person making the report and, if necessary, referring him or her to experts;
c. advising on any steps to be taken;
d. trying, at the request of the person making the report, to find a solution to the undesirable situation through mediation;
e. supporting the person making the report at his or her request in submitting a complaint or supporting the accused in preparing a response to the complaint;
f. advising the Executive Board and other relevant organizational units, on request and otherwise, on preventing and tackling inappropriate behavior;
g. providing information and publicity on his or her own position;
h. Registering reports and reporting anonymously to the Executive Board each year on the number and nature of reports. The file of a report must be destroyed no later than two years after the processing of that report has been completed.

Article 8
The Confidential Advisor will not act in respect of a particular report without the consent of the person who contacted the Confidential Advisor.

Article 9
To the extent necessary for performing the mediation task, the Confidential Advisor may request access to organizational units and relevant files, in compliance with privacy legislation. In this context, the Confidential Advisor is entitled to hold discussions with staff members.

Article 10
The Confidential Advisor may not simultaneously assist both the person making the report and the person to whom the report relates. In such case the Confidential Advisor must refer to a fellow Confidential Advisor.

Article 11
The Confidential Advisor is authorized to bring a case to the attention of the Executive Board if he/she receives one or more reports that the persons making the report have not submitted or will not submit to the Complaints Committee for reasons of their own. The names of the persons making the report will not be mentioned without their permission.

Article 12
The Confidential Advisor will maintain the necessary contacts with persons and institutions that can identify inappropriate behavior within UCR on account of their position.

Article 13

If the complaint concerns a member of the Executive Board, the Confidential Advisor will advise the Board of Trustees. The Board of Trustees then takes over the duties from article 31 from the Executive Board;

III. The Complaints Committee

Article 14
a. The Executive Board appoints an external member as Chair of the Complaints Committee for a period of three years. The Chair may be reappointed. The Chair is the only permanent member of the Complaints Committee.
b. The Executive Board will instruct the Chair of the Complaints Committee to form an external ad hoc Complaints Committee to deal with and investigate a complaint and draw up a written advice for the Executive Board.

Article 15
The Complaints Committee consists of:
a. a Chair who is also a member;
b. depending on the parties involved in the complaint, the Chair will compose a UCR external Complaints Committee.

Article 16
The Chair and members of the Complaints Committee
a. have sufficient psychosocial and/or legal knowledge with regard to inappropriate behavior;
b. are of irreproachable behavior.
The Chair must also have extensive experience in chairing a committee.

Article 17
When appointing the members, the Chair will strive for the greatest possible diversity in the members’ backgrounds.
a. A Confidential Adviser cannot also be appointed as a member of the Complaints Committee.
b. A UCR employee cannot be appointed as member of the Complaints Committee.

Article 18
The members of the committee may not have any personal interest in dealing with the complaint and may not be involved in the complaint.

Task

Article 19
The task of the Complaints Committee is to
a. investigate complaints about inappropriate behavior;
b. advise the Executive Board on the admissibility and merits of a complaint.
If the complaint concerns a member of the Executive Board, the committee will advise the Board of Trustees. The Board of Trustees then takes over the duties from article 31 from the Executive Board;
c. register complaints and provide the Executive Board each year with an anonymized report on the number and nature of the complaints. The file of a report must be destroyed no later than two years after the processing of that report has been completed.

Powers

Article 20
a. To the extent necessary for performing its task, the Complaints Committee has access to all organizational units and all relevant files, in compliance with privacy legislation. In this context, the Complaints Committee is entitled to hold discussions with all staff members or students.
b. The Complaints Committee may consult external experts. A report will be made of the consultation.

IV. The complaints procedure

Article 21
A complaint must be submitted in writing with or without the help of the Confidential Adviser and must state the following:
a. the description of the inappropriate behavior;
b. the name of the accused;
c. the steps taken by the person making the complaint in this respect and any written documents relating thereto. These documents will be submitted to the Complaints Committee.

The complaint must be addressed to the Executive Board or, in case the complaint concerns a member of the Executive Board, to the Board of Trustees. The complaint must be submitted via e-mail to the Chair of the committee: complaints@ucr.nl.

Article 22
a. The Chair of the committee will confirm receipt of the complaint in writing and inform the person making the complaint that the admissibility of the complaint will first be examined.
b. The Chair of the committee will inform the Executive Board or, in case the complaint concerns a member of the Executive Board, the Board of Trustees about the receipt of the complaint.

Article 23
The Chair of the Complaints Committee will assess the admissibility of the complaint within three weeks of receipt. A complaint is not admissible
– if it does not comply with the definitions of this procedure;
– if it has been submitted after the term specified in Article 2 and the Complaints Committee sees no reason to make an exception in the particular case;
– if it is submitted anonymously;
– if it has already been dealt with by the Complaints Committee earlier, unless new facts or circumstances have come to light;
– if there is a concurrence with objection proceedings, legal proceedings or a criminal investigation;
– if the interest of the person making the complaint or the severity of the inappropriate behavior described is manifestly insufficient.

Article 24
If the complaint does not yet meet the requirements, the Chair of the committee may give the person making the complaint the opportunity to supplement the complaint. The three-week period for assessing admissibility will then commence from the time of receiving the additional information.

Article 25
If the Chair of the committee considers the complaint inadmissible, it will immediately advise the Executive Board of this.

Article 26
If the Chair of the committee considers the complaint admissible, it will:
a. compose an ad hoc Complaints Committee as described in articles 14-18;
b. inform the person making the complaint that the substance of the complaint will be assessed and that in principle the maximum duration of processing is ten weeks, calculated from the date of receiving the full complaint;
c. inform the accused of the complaint by sending the complaint and related documents, information about the further procedure and draw attention to the possibility of being assisted by a Confidential Adviser or a counsellor of their own choice;
d. give the accused the opportunity to respond in writing to the complaint within a specified time limit;
e. immediately upon receipt, forward the accused’s written response to the person making the complaint.

Article 27
a. As part its investigation, the committee will give the person making the complaint and the accused the opportunity to be heard, unless they state in writing that they waive their right to be heard.
b. In principle, the person making the complaint and the accused will be heard in each other’s presence, but this can be deviated from if a joint hearing impedes the careful handling of the complaint or if the committee expects facts or circumstances to emerge which should not be disclosed to the other party for compelling reasons.
c. The committee may – whether or not at the request of the person making the complaint or the accused – also hear other persons as witnesses or experts.
d. A written report of each hearing will be drawn up by the Complaints Committee and signed for approval by the person involved. If the person involved is not prepared to sign, he or she will be given the opportunity to add written comments to the report.

Article 28
During the investigation the person making the complaint and the accused may be assisted by a counsellor of their own choice, from within or outside UCR.

Article 29
The hearings of the committee are not public.

Article 30
Within ten weeks of receiving the full complaint, the committee will advise the Executive Board on the merits of the complaint and on a possible reimbursement of the fee of the legal counsellor who assisted the person making the complaint or the accused.

If the ten-week period is not feasible, delivering the opinion may be postponed by four weeks. Longer postponement is only possible with the written consent of the person making the complaint.

Article 31
a. Within four weeks of receiving the committee’s advice on the admissibility (Art. 28) or merits (Art. 33) of the complaint, the Executive Board will take a decision on the complaint and on any measures or sanctions to be taken. If the Executive Board deviates from the advice, it will explain why.
b. The Executive Board will send the person making the complaint and the accused its decision in writing, together with the committee’s advice.
c. The Executive Board will inform the committee of its decision.

V. Final provisions

Article 32
The Executive Board will ensure that this procedure is sufficiently communicated.

Article 33
This procedure can be cited as the ‘Complaints procedure for inappropriate behavior’. The procedure has been adopted by the Executive Board in accordance with UCR Labor Representation Board, and as far as students are concerned with the consent of UCR Council, on June 10, 2020.

Download the Whisteblower regulations.

Regulations on whistleblowers

Established by the Executive Board of UCR on June 10, 2020
Last modified on 8 June 2020

1. General provisions

Section 1.1 Definitions

In this scheme, the following terms shall be defined as follows:
a) Employee: a person performing or who has performed work at University College Roosevelt on the basis of an employment contract or on another basis;
b) Executive Board: The Executive Board of University College Roosevelt;
c) Board of Trustees: The Board of Trustees of University College Roosevelt;
d) Suspected wrongdoing: a suspicion held by an employee regarding an instance of wrongdoing that has taken place within University College Roosevelt, or at another organization they have come into contact with through their work, insofar as:

1. the suspicion is based on reasonable grounds resulting from the knowledge the employee has gained through their work, and
2. the public interest is at stake as a result of a breach of a statutory regulation, a danger to public health, a danger to the safety of individuals, a risk of environmental damage, a danger to the proper functioning of the public service or company as a result of improper actions or negligence;
   e) Whistleblower: the employee reporting a suspected instance of wrongdoing to the Executive Board or, in the event of suspected wrongdoing involving the Executive Board or one of its members, to the chair of the Board of Trustees;
   f) Confidential Advisor for Whistleblowers: the person appointed as such by the Executive Board.

Section 1.2 Advice and guidance from the Confidential Advisor

1. The Confidential Advisor for employees acts as the Confidential Advisor for Whistleblowers in the context of this scheme.
2. Any employee who suspects an instance of wrongdoing may turn to one of the Confidential Advisor for information, advice and support.
3. If necessary, the Confidential Advisor will recommend that the employee report suspected wrongdoing.
4. The Confidential Advisor shall have a duty of confidentiality.

2. Internal reporting procedure

Section 2.1 Internal reporting by an employee

1. An employee who suspects wrongdoing may report such a suspicion directly to the Executive Board. In the event of suspected wrongdoing involving the Executive Board or one of its members, the Whistleblower shall report their suspicion of wrongdoing to the chair of the Board of Trustees. The Board of Trustees shall process any submitted report in accordance with this scheme as much as possible. In such cases, where this scheme refers to the Executive Board this should be read as the Board of Trustees.
2. Upon receipt of the report, the Executive Board shall send the Whistleblower confirmation of receipt.
3. The report must be submitted in writing (by post or by email) and:
4. should include a clear outline of the wrongdoing;
5. should be dated and include the name and contact details of the whistleblower, except in cases where section 2.2 (3) may apply.
6. Anonymous reports shall not be processed, except in cases where section 2.2 (3) applies.

Section 2.2 Internal reporting through the Confidential Advisor for Whistleblowers

1. An employee who suspects wrongdoing but does not wish to report that suspicion directly via internal channels, may request that the Confidential Advisor submit the report for or on their behalf.
2. The Confidential Advisor shall forward the report as stipulated in section 2.1.
3. Any report submitted through the Confidential Advisor may be anonymous at the request of the Whistleblower, provided that the name and contact details of the Whistleblower are known to the Confidential Advisor.
4. The Executive Board shall send the Confidential Advisor for Whistleblowers the confirmation receipt referred to in section 2.1 (1), who will subsequently forward the confirmation receipt to the Whistleblower. 

Section 2.3 Handling of internal reports

1. Upon receipt of a report, the Executive Board shall assess the next steps required based on the report and shall inform the Whistleblower accordingly within two weeks, whether or not through the Confidential Advisor.
2. The Executive Board may decide to conduct a further investigation. It will determine how the investigation is to take place and shall ensure the independent nature of the investigation.
3. The Executive Board shall in any case refrain from launching an investigation if it has become clear in advance that:
4. the suspected wrongdoing is manifestly unfounded; or
5. submission of the report was manifestly unreasonably overdue.

Section 2.4 Investigation procedure

1. If an investigation is launched, the Executive Board shall inform the Whistleblower, if necessary through the Confidential Advisor. Any persons to whom the report relates shall also be notified, unless this should harm the interests of the investigation.
2. Depending on the nature of the report, the Executive Board may delegate the investigation to a special temporary committee, created for the purposes of this investigation. The investigation shall not be carried out by a person who may have been involved in the suspected wrongdoing or who is too closely linked to the matter or persons to be investigated.
3. The persons who may be approached by the Executive Board to carry out the investigation may refuse to discharge this responsibility by citing reasons demonstrating that executing such instructions could lead to a conflict of interest.
4. If necessary, the Executive Board may consult an internal or external expert or request that such an expert carry out the investigation.
5. The investigation shall be carried out with due observance of the principle that both parties should have the right to be heard.
6. The structure of the investigation, the methods of investigation and the results of the investigation shall be recorded in a written report and will preferably include a recommendation. The investigators shall submit the written report to the Executive Board within six weeks after the investigation was initiated. In the event that the investigators need more time, this period may be extended by two weeks. In that case, all stakeholders will be notified before the twelve-week period has ended.

Section 2.5 Position and opinion of the Executive Board

1. The Executive Board will adopt a substantive position within two weeks after receipt of the written report, as referred to in section 2.4 (6), and shall inform the whistleblower of this position and opinion as soon as possible, if necessary through the relevant Confidential Advisor. This position will set out the consequences or measures corresponding to the matter. The persons to whom the report relates shall likewise be informed.
2. If this cannot be achieved within two weeks after receipt of the report, all relevant stakeholders shall be notified accordingly in writing and citing reasons before this period has ended. Any such notification shall also state the period within which the stakeholders will receive the opinion.

3. External reporting procedure

Section 3.1 External reporting

1. After having submitted an internal report, the Whistleblower may report any suspicion of wrongdoing externally to or through the Whistleblowers’ Authority (Huis voor Klokkenluiders) if:
2. The Whistleblower does not agree with the conclusion reached by the Executive Board as referred to in section 2.3 to take no further action;
3. The Whistleblower believes that the internal procedure did not result in sufficient measures to terminate the suspected wrongdoing;
4. The report was not processed on time, meaning within eight weeks, and the period for the handling of the report was extended by an unreasonably long period.
5. If compelling reasons should impede an internal report, the employee may report the suspected wrongdoing directly to or through the Whistleblowers’ Authority.
6. In the event of a reasonable suspicion of a criminal offence or a serious threat to public health, safety or the environment, the employee may report such a suspicion directly to the competent authority.

4. Legal protection

Section 4.1 Whistleblower and stakeholder protection against detrimental treatment

1. The Whistleblower shall not face detrimental treatment in any form with regard to their legal status or position, as a result of a report of suspected wrongdoing submitted correctly and in good faith.
2. The Executive Board shall ensure that the Whistleblower does not suffer any detrimental treatment in any other way in the performance of their duties, following a report submitted correctly and in good faith.
3. In addition, the Executive Board shall ensure that the persons involved in the handling of a report of suspected wrongdoing, including the Confidential Advisor, shall in no way suffer detrimental treatment with regard to his/her legal position or in any other way face detrimental treatment in the performance of their duties, as a result of making statements or carrying out the responsibilities of this scheme in good faith.

Section 4.2 Confidential handling of the report and Whistleblower identity

1. Anyone involved in the handling of a report of suspected wrongdoing shall not disclose the identity of the Whistleblower without their express permission and shall handle the information relating to the report in confidence.
2. If the suspected wrongdoing has been reported through the Confidential Advisor and the Whistleblower has not given permission for their identity to be disclosed, all correspondence regarding the report sent to the Confidential Advisor shall immediately by forwarded to the Whistleblower by the Confidential Advisor.
3. The Executive Board shall ensure that the information on the report is retained in such a way that it can only be accessed physically and digitally by persons who are necessarily involved in the handling of the report or relevant follow-up steps.

Download the Rules of Behavior.

Rules of Behavior

What principles direct our behavior?

INTRODUCTION

The Code of Conduct provides the framework for behavior and reflection for employees and students of UCR. The Code describes the values that govern the way people work and study at UCR. The Code enables these individuals to act independently in a responsible manner according to the University’s values and standards and offers scope for calling others to account in this respect. The Code of Conduct also provides transparency to the public: our faculty and staff operate within a clear ethical framework and people know what they can expect in their dealings with our faculty and staff. Specific rules of conduct have been laid down in individual regulations. These regulations also provide complaint procedures and the scope for sanctions.

How is UCR different from other universities? What do we wish to achieve?

MISSION

UCR is a small-scale and intensive Liberal Arts & Science college offering an undergraduate curriculum of international standing. Its ambitions are:

• to  build the foundation for all academic degrees and professional challenges that lay ahead in the students’ future;
• to provide young people with an academic, intercultural education;
• to offer an academic program, tailor-made to students’ individual interests;
• to train new generations of researchers;
• to train academics who are able to combine knowledge and professional skills;
• to contribute to solutions to complex problems that can no longer be solved with a mono-disciplinary approach.

What do we believe in?

 CORE VALUES AT UNIVERSITY COLLEGE ROOSEVELT

Inspiration, ambition, independence & integrity and commitment & responsibility are the core values that define both the conduct and attitude of the students and employees of University College Roosevelt.

Inspiration
Our faculty, staff and students are inspired and motivated in their work and studies. Faculty, staff and students also are an inspiration to each other. Lecturers and researchers act as role models for their students as well as for each other. Students set an example to their fellow students. Being passionate and inspired, it follows that our faculty, staff and our students are inquisitive and eager to learn, they are critical and investigative and open to new ideas, opinions and perspectives.

 Ambitions
Our faculty, staff and student are very demanding of themselves. They appreciate a critical and intercultural dialogue about the ambitions they set themselves. Our degree program seeks to reach the top. Support and administrative staff strive to continue developing professionalism in order to facilitate the primary process of teaching. Initiative and entrepreneurship among faculty, staff and students are valuated highly. Exceptional performances gain attention and recognition.

Independence & integrity
UCR creates ample opportunity for faculty, staff and students to nurture their talents. Independent thought is an essential feature for our academic community. The high level of freedom places considerable demands on the fair and responsible behavior of our faculty, staff and students: they are expected to be motivated, conscientious, trustworthy and morally responsible. Integrity requires also an open and respectful interaction between faculty, staff and students.

Commitment & responsibility
UCR is a community of motivated students, faculty and staff; they work together, study together, and discover together. They encourage one other and share their knowledge. Faculty, staff and students feel jointly responsible for the achievement of the objectives of UCR. They are aware of their individual social responsibility and commitments. They contribute to the quality of our society through innovative and intensive teaching and research.

Anyone working or studying at UCR:

• Is inspired and motivated;
• Sets ambitious challenges for themselves;
• Enjoys ample opportunity for independent thought, but respects the considerable demands of responsibility and integrity that go hand in hand with this freedom;
• Shows commitments and responsibility towards faculty, staff, students and society;
• Is loyal to the organization and prevents any harm being done to UCR’s reputation and interests. 

UNIVERSITY COLLEGE ROOSEVELT WORKING ENVIRONMENT

With its high expectations of staff, faculty and students, University College Roosevelt recognizes that attaining such standards requires good facilities for work and study. UCR has therefore taken steps to create the best possible working environment.

Personal developments
UCR is a continuously learning, innovative organization. Everyone who works or studies at UCR has the scope to nurture their talents and to continue developing their professionalism. UCR appreciates independent thoughts and initiative. UCR respects the privacy of its faculty, staff and students.

Cooperation
In order to realize the shared objectives, UCR strongly encourages cooperation among faculty and staff, among students and between faculty, staff and students. The cooperation extends across disciplines. Social engagements and commitment to the local and global environments are further principles underpinning UCR’s teaching (and research) activities. Cooperation with social partner is sought.

Fair remuneration
UCR faculty and staff can be sure of a fair remuneration of their work; both financially and in terms of professional recognition and appreciation. Appointments and promotions are based on the principle of equal opportunities. UCR attaches great value to creating sufficient training and development opportunities.

Information and co-governance
Faculty, staff and students are provided with clear information about their right to participate in decision-making. UCR encourages the right to vote and stand in elections.

Safe and healthy environment
UCR ensures a safe and healthy working environment. UCR periodically gauges the faculty, staff and students’ perception of and satisfaction with their work and study. UCR aspires to make its business operations sustainable.

UCR offers its faculty, staff and students:

• Sufficient scope for personal development and cooperation;
• Fair renumeration and appreciation;
• Co-governance in important decisions;
• A safe[1] and healthy work environment.

FACULTY and STAFF

An inspiring and innovative university: what demands does achieve this place on its supervisors, instructors, examiners, academic, support and administrative staff?

Everyone’s input is recognized
Faculty and staff alike appreciate each other’s activities. They treat one another in a respectful and honest way and aspire to use clear and open communication. They are prepared to help each other and work towards a healthy team spirit. Members of faculty and staff do not insult each other and refrain from discrimination and sexual intimidation. Faculty and staff members do act conscientiously when making use of or managing any UCR resources such as budgets, equipment and the computer network.[2] They do not insult, discriminate against, or sexually harass others.

Employees show an active interest in UCR’s common good, and hence its policy development. Employees demonstrate this interest by participating in representative advisory committees, for example, and attending the UCR days, open days and townhall meetings. The executive board is open to criticism and suggestions from their employees. UCR embraces the VSNU Code for Good Governance in Dutch Universities (2019).

Model behavior
UCR supervisors act as role models to others. They set clear objectives, encourage their faculty and staff to perform well, create the conditions for inspiring team cooperation, and call to account any colleagues whose behavior is unacceptable. Supervisors are open to criticism and suggestions made by members of faculty and staff. The annual performance and development reflections (APDR’s) lay the foundation for a clear understanding between supervisor and faculty/staff.

Quality and enthusiasm
Instructors work hard to guarantee a high level of intercultural teaching and educational quality and the sound supervision of students. They continue to develop their skills and keep working towards improvement, which enables them to provide high-quality teaching in various forms that motivate students. Instructors treat their students with respect. They set clear expectations and call to account any student whose behavior is unacceptable and detrimental to the teaching activities and/or other students. Instructors make sure that the assignments and exams are appropriate to the objectives of the course and see to it that these are carefully assessed. They are aware of the larger liberal arts and sciences context of which their courses are separate elements. A fair assessment requires that the instructor prevents any student from taking credit for a fellow-student’s achievement and other people’s achievements in general. UCR instructors act with integrity, abide by official class schedules, listen to constructive criticism, and are regularly available to consult with students, both during and after lectures, personally, and by e-mail or other digital channels.

Professionalism
Integrity, conscientiousness and expertise are the foundations of the professionalism of faculty and staff, with regards to teaching, research and administrative support and their cooperation with colleagues. They strive to make excellent and innovative contributions to their fields of expertise and bring these to the attention of their colleagues in the field and – where relevant – to the wider public. Faculty members are aware of their social role. When carrying out their scientific work they are aware of dilemmas and take responsibility for performing their research activities meticulously. They are aware of the guidelines for scientific integrity and The Netherlands Code of Conduct for Scientific Practice (VSNU).

External employment
Faculty and staff who perform work for third parties in addition to their position at UCR ensure that such external employment does not impinge on their main duties at UCR, or in any way conflict with their position at UCR. External employment may not harm UCR’s academic or business interests. Any such work performed during office hours, or any work that might generate a conflict of interest, must be reported to their supervisor and the executive board.

Faculty and staff at UCR:

• Behave honestly and respectfully towards each other and towards their students;
• Work enthusiastically to ensure the professionalism of teaching and research;
• Show an active interest in the new developments and achievements of UCR, including academic and service/support departments;
• Make conscientious use of UCR facilities;
• Are able to keep their university and personal interest clearly separate and are open about their ancillary activities.

STUDENTS

Students at UCR are preparing for careers and responsible positions in society. This requires intellectual curiosity, active participation in the study program and extra-curricular activities, and the effort necessary to achieve good grades.

Ambitions
Students at UCR wish to perform to the best of their abilities. They choose their own major to suit their talents and ambitions and they make sure they are aware of the course requirements. As they are training to become academics, students learn to work independently. To communicate effectively, to meticulously gather information meticulously, and solve problems. When preparing for their exams, assignments or tests, students work very conscientiously. When working in groups, they are cooperative and do not take credit for the achievements of their fellow-students. If they see others doing this, they raise the matter.

Commitment
Students actively participate during classes. They stimulate each other and their instructors with critical questions and well-sustained discussion; this requires sound preparation. In addition to their studies, student attached great importance to being active in student organizations and student committees as another way of being trained academically and learning to work with others. Anyone studying at UCR is expected to show an interest in social developments and the role of scientists in the public debate. 

Respect
Respect is a key concept in the contacts between students, faculty and staff of UCR. This is evident in, among other things, the style, the tone and form of address in emails and direct contacts. Students, too, show one another respect. Students are prepared to help each other without risking the others’ independence and fair assessment. They refrain from behavior that may harm their fellow-students or the quality of their education. They respect each other’s possessions and refrain from verbal, physical and digital violence, discrimination, bullying and intimidation.

Respect is also shown in the mutual contacts between students. In social and study related interaction, we expect that everyone speaks the same language. If not, the group switches to English. Inclusion is the golden rule.

Conscientiousness
Students are very conscientiousness when making use of UCR’s resources such as equipment, the computer network, the library, class rooms, educational buildings, and any other UCR facilities, incl. student housing.

Students at UCR:

• Behave honestly and respectfully towards each other and towards members of faculty and staff;
• Perform to the best of their abilities by actively participating in teaching and extra-curricular activities;
• Respect each other’s possessions and are careful when making use of UCR facilities;
• Enable instructors and students to teach and learn under optimal conditions.

FURTHER INFORMATION

UCR has laid down a number of specific rules of conduct in separate regulations. Some of these regulations include complaint procedures and sanctions. For more information can be found on the UCR website.

[1] See the social safety statement of the VSNU.

[2] See Code of conduct building and facilities at UCR.

Download the Social Safety Statement.

Social safety statement

The Dutch Universities, united in the VSNU (Association of Universities in The Netherlands) have issued the following statement on social safety (April 2019):

Dutch universities are committed to providing their students, employees, and visitors with a safe environment. Of crucial importance to Dutch universities are collegiality, integrity, equality, respect, openness, and attention to each other.

Dutch universities do not tolerate any undesirable conduct, including sexual and general harassment, aggression, bullying, or discrimination. This message is communicated at all administrative levels, from the executive board to the shop floor of research and education. It is a vital task for universities to act as effectively and appropriately as possible when there are suspicions of undesirable conduct.

Universities are responsible for offering a positive work and study environment that enables all members of the academic community to develop their talents. By their very nature, universities are institutions at which people from different backgrounds can meet and cooperate. Anyone affiliated with our universities as a student, employee, or visitor, contributes to mutually respectful treatment, regardless of origin, religious belief, sexual preference, handicap, position, or job. In sum, it is up to all persons within the institution to make an active commitment towards social safety.

Appendix: What are universities doing?

Universities learn from each other by exchanging best practices. Examples include:

• managing a properly functioning system of confidential advisers at different institutional levels;
• increasing the professionalism of confidential advisers, whose work is based on the code of conduct for the national confidential advisers association (Landelijke Vereniging voor Vertrouwenspersonen, LVVV). Institutions make sure that they provide adequate training to these advisers and that they can do a good job;
• requiring confidential advisers to account for their activities in an annual report. They cooperate closely with other university confidential advisers, in local networks of confidential advisers and the network of confidential university advisers (Netwerk Universitaire Vertrouwenspersonen, NUVP), for example;
• carefully discussing confidential advisers’ annual reports in the executive board, preferably during a joint session of the board with full attendance of confidential advisers. The annual reports will be distributed at the faculty, institutional or other administrative levels
• conducting periodical research into social safety at the institution to find out whether there is a pattern among the notifications to confidential advisers and the results of employee satisfaction surveys, as well as what measures need to be taken.

Download the Student Handbook.

Download the Code of Conduct for Research Integrity.

Download the Code for Good Governance from the VSNU.