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Report unacceptable conditions

If you have experienced or been made aware of unacceptable conditions at UiA, you are encouraged to report them. Reporting involves informing about undesirable incidents you have encountered at your workplace/study location so that we can stop something that is wrong before it has greater consequences.

Questions and answers about reporting

Reporting is about notifying if you believe you have discovered violations of laws and regulations, breaches of ethical norms, or serious issues that could harm individuals, the university, partners, or society.

If you experience a conflict between individuals, this should generally not be reported but handled according to conflict management guidelines.

Right and duty to report

According to the Working Environment Act § 2A, employees and students have the right, and in some cases the obligation, to report unacceptable conditions in the organization, particularly when there is a threat to life and health.

Reports concerning issues that are solely of internal and personal interest, such as internal personal conflicts where the employee can be seen as part of the conflict, should be addressed according to UiA's conflict management guidelines.

Complaints from students regarding their learning environment are processed according to the University and College Act § 10.

Examples of conditions where employees and students must speak up:

  • Faults or deficiencies that may pose a risk to life or health
  • Breaches of professional and research ethical guidelines
  • That fellow students or colleagues are subjected to bullying, harassment (including sexual harassment), or discrimination in connection with their activities at UiA
  • Environmental crimes
  • Activities that can damage property or infrastructure

Who can report?

The reporting routines apply to all employees and students at UiA.

If you are not a student or an employee at UiA and wish to report unacceptable conditions, you can use this online form. The message will then be directed to the HR and organizational department.

The University of Agder is obligated to handle the report appropriately, regardless of who submits it.

Can I remain anonymous?

You have the option to report anonymously.

For students

A trusted representative, STA or the student ombudsman can also convey a report on your behalf. The recipient is obligated to take all reports seriously.

For employees

Safety representatives, trusted representatives, or your own lawyer can also convey a report on behalf of employees.

For everyone

Anonymous reports are very challenging to handle, so it is important to provide thorough explanations when describing the unacceptable conditions that have occurred.

Please note that anonymous reports rarely lead to effective case management and actions. UiA will in most cases need to know who you are to follow up on the matter appropriately, safeguarding the rights of both parties.

Are you directly involved in the matter?

If you are directly involved in a case of bullying or harassment, you cannot claim anonymity. This is due to the principle of contradiction, which means that the person being reported against should have the opportunity to gain insight and defend themselves against accusations made.

Am I taking any risks by reporting?

You are protected against retaliation or negative consequences as a result of the report. It should always be safe to report internally and/or to supervisory authorities. 

However, experience shows that many whistleblowers find it difficult after the report is submitted. The University of Agder seeks to ensure that the whistleblower is well supported and recognizes the particular need for follow-up during the processing of the report.

Which form should I use?

There are no formal requirements for how a report should be made. Reporting can be done in writing or orally, for example, via telephone, e-mail, letter, online form, or in person.

Keep in mind that leaders and lecturers receive many inquiries about undesirable conditions of varying severity. If you choose to report verbally, it is important to clarify that the information you provide is intended as a report of unacceptable conditions. Feel free to use the checklist below that explains what a report should include. This will also facilitate further case management.

The person who receives a verbal report should register this via the Speak up system.

What should a report contain?

To ensure the university follows up on a report responsibly, it's crucial that you as the reporter are precise in describing the case. This includes what happened, time and place, who is involved, and who is considered responsible.

A report should contain:

  • Full name (can be anonymous)
  • Date of reporting
  • Time period, date, and time of the event(s)
  • Specifically what you have observed
  • Location
  • Other witnesses
  • Any knowledge of previous cases

Handling received reports

What principles apply to the handling of reports at UiA?

  • All reports in the Speak up system go directly to a reporting council
  • The reporting council determines who shall process the report
  • All inquiries should be taken seriously
  • All inquiries should be handled without unnecessary delay
  • Confidential treatment
  • The reporting system should be used without fear of consequences
  • Whistleblowers should receive feedback within a reasonable time
  • Contradiction (all parties should have the opportunity to present their account of the matter)
  • Uncovering unacceptable conditions should result in action

Who handles the reporting?

UiA via the reporting councils assesses who should be involved in the further handling of the case. The case handler assesses how the report should be investigated, depending on the type of case and who the report is aimed at. The scope of those involved is limited to as small a group as possible.

Will I receive any feedback on my report?

You should receive confirmation that the report has been received. If the nature of the case is such that it will take a long time to process, you should be informed of the progress in handling the case at the latest within three months.

Only those who are party to the case have party insight according to the law.

What rights do you have when reporting unacceptable conditions?

As the reporter, you will have the opportunity to present your view for the person(s) handling the matter, preferably in a meeting which is documented with minutes.

If you are not directly involved in the case, you will not be part of the further proceedings. The case handler will contact you if further details are needed to shed light on the matter. You will receive confirmation that the case has been received and notified when the matter is closed.

What rights does the accused have when reported for unacceptable conditions?

In cases where UiA decides to process a report, the person reported against should be made aware of the report and the information given. The accused person(s) will be called to meetings to highlight the case from various perspectives.

This way, the person can present their version of the matter. Once the case is completed, the person reported against should be promptly informed, regardless of the outcome of the proceedings.

Documentation

Cases reported through the electronic notification system must always be archived. Through the electronic notification system, the responsible party will receive reminders about the key steps in the case processing.

All case documents are continually archived in UiA’s case/archive system, Public 360.

Case processing routine for received reports (on UiA’s intranet).

Police report

If the incident is criminal, you may be encouraged to report it to the police. UiA may also choose to report a case to law enforcement on its own initiative.

Reporting to media/the public

UIA supports transparency about conditions at the university and acknowledges that employees and students, if necessary, may choose to report to the public (press, social media like blogs, Facebook, etc.) about what they perceive as unacceptable conditions. To ensure public reporting is justified, we recommend considering the following:

  • Are you sure the situation merits criticism? Investigate the factual circumstances as thoroughly as possible.
  • Have you considered whether internal reporting, reporting to a higher authority, or reporting to a public supervisory or control authority is possible, appropriate, and a better starting point for positive change?
  • Are there good reasons why those outside UIA should be aware of the conditions?
  • If the matter has already been reported internally and is under review and/or actions have been implemented, consider whether reporting it to the public contributes to or counteracts the purpose of reporting – to prevent unacceptable conditions.

By making these assessments, you can help prevent employees, students, and UiA from suffering in cases where it is not justified. Unfortunately, it is difficult to correct false claims afterward, so please exercise caution.

If you are uncertain, you can contact either a union representative or the student ombudsman at UiA.

Where can you get advice?

Based on experience, many whistleblowers still find it challenging after the report has been submitted. The University of Agder wishes to ensure that whistleblowers are well taken care of and recognizes the particular need for follow-up during the case processing.

Contacts at UiA for students

Contacts at UiA for employees

Supervisory authorities

If your case involves something under a supervisory body, you have the option to consult with them:

Are you unsure about which rules apply? The Norwegian Labour Inspection Authority’s support service answers any questions about the work environment: The Norwegian Labour Inspection Authority’s contact page.

Links with more information about reporting:

Protection against retaliation

Retaliation against students and employees who report is prohibited. Retaliation means any adverse action, practice, or omission as a consequence or response to someone having reported. UiA will, if necessary, ensure measures suitable for preventing retaliation.

In the event that a whistleblower faces retaliation due to their report, they should notify the advisory council.

False accusations

Be aware that the law requires that a whistleblower must act in good faith when making a report about unacceptable conditions. Be aware that it is a criminal offence to accuse somebody on a false basis.

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Published Apr. 17, 2024 - Last modified Sep. 5, 2025