Submitting a formal complaint
What matters can be reported:
- unequal treatment
- discrimination (including harassment and sexual harassment)
- mobbing
- other undesirable behaviour
Who can submit a complaint:
- each person directly affected by unequal treatment, discrimination (including harassment and sexual harassment) and other undesirable behaviour
- a person working at the UW (under an employment contract and providing work/services under civil law contracts, regardless of the type of work and position held) directly affected by mobbing
Necessary conditions for filing a complaint:
- personal reporting of the matter by the person directly affected by the event (anonymous reports will not be examined)
- the event must concern an employee, Ph.D. student or student of the UW, on the premises of the University or be functionally related to the activities of the UW (former employees, Ph.D. students and students are not subject to the procedure)
- the report should be submitted within 3 years of the event or the last of a series of events that are the subject of the report (in exceptionally justified situations, it will be possible to accept a report relating to events that occurred earlier).
Complaint:
- submitted in paper or electronic form to the Team of Coordinators for counteracting unequal treatment, discrimination, mobbing and other undesirable behaviour (the Team consists of two coordinators).
- coordinators ensure full confidentiality
- the coordinator preliminary assess the complaint and immediately conducts an interview with the reporting person(s)
- if the likelihood of the behaviour described in the complaint is confirmed, the case is referred to the appropriate Commission – the Unequal Treatment and Discrimination Commission or the Mobbing and Other Undesirable Behaviour Commission
- the coordinator may also consider the report unjustified and leave it without further action – this decision may be appealed to the Chairperson of the relevant Commission
- in other cases, the coordinator may refer the reporting person, with their consent, to the appropriate university unit that can provide assistance in solving the problem
Proceedings:
- information about the initiation of proceedings before the appropriate Commission is sent to the person reporting the case, to the person concerned and the supervisor of the person concerned (from the moment the case is reported to the Commission, the proceedings cease to be confidential)
- the purpose of the proceedings before the Commission is to express an opinion on the complaint and provide recommendations on further actions
- the chairperson of the relevant Commission, within 7 days from the date of receiving the complaint from the Coordinator, appoints a three-person Opinion Panel from among the Commission to examine the matter
- the person reporting the case and the person against whom the complaint was submitted have the right of access to all documents necessary to clarify the case, including the content of the complaint and other documents
- the proceedings conducted by the Opinio Panel should be completed within four months (in justified circumstances, this deadline may be extended)
Corrective measures recommended by the Commission:
- towards the person engaged in unequal treatment, discrimination, mobbing or other undesirable behaviour, the Commission may recommend, e.g.: an obligatory participation in anti-discrimination or anti-mobbing training or workshops, an obligation to apologize, refer the case to a disciplinary ombudsman, terminate an employment contract or civil-law contract
- towards the aggrieved person, the Commission may recommend in particular: psychological support, change of class group, examiner, supervisor or auxiliary supervisor, transfer within the University structures.
Consequences of the Commission issuing an opinion:
The opinion of the Commission, containing a written justification of the adopted position, is forwarded to the Rector and the head of the unit or other appropriate supervisor, as well as to the person initiating the proceedings and the person against whom the proceedings were pending.
If the Commission finds a case of unequal treatment, discrimination, including harassment, sexual harassment, mobbing or other undesirable behaviour, the Rector may decide to:
- imposing a warning if the act constitutes a minor disciplinary offense and proving guilt does not require explanatory proceedings;
- imposing a disciplinary penalty under the Labour Code;
- instructing the disciplinary spokesman (respectively for employees who are academic teachers or for students and doctoral students) to conduct explanatory proceedings and, if there are grounds, to initiate a disciplinary procedure;
- termination of the employment contract or the civil law contract;
- application of the remedial measures recommended by the Commission.
The Rector, within one month of receiving the Commission’s position, informs in writing the relevant Commission and the Coordinator, as well as the reporting person, the person whom the report concerns and the superior or head of the relevant organizational unit about any further actions taken in the case.
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Please note: the application must be completed in full at one time, it is not possible to save a partially completed application and return to it later.