FaceUp: Reporting Platform

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FaceUp platform is available to all members of the academic community of the Faculty of Arts, Charles University, for the submission of anonymous and non-anonymous reports. These may include recommendations for improving the faculty environment, reporting inappropriate behaviour, discrimination, suspected violations of the CU Code of Ethics, or experience with inaction by faculty bodies.

You can read more about faculty opinions and binding rules on bullying, sexual harassment, and abuse of authority here.

Reports may be submitted by anyone who works at the faculty or has worked at it in the past, be they persons employed in the operation of the faculty, teachers, researchers and employees, or students.

How do I submit a report through the platform?

  1. Send reports through the online FaceUp app. In the first stage, select a category from the range of topics that your report could fall under.
  2. In the Organisational unit field, select who you want to address the report to. According to your choice, the report will be dealt with by the: Ombuds Office of CU FA (Ombudswoman Pavla Špondrová and Ombudsman Tomáš Pavlas; you can choose only one of the two)
    • Contact persons: Dean Eva Lehečková, Vice-Dean for Study Affairs and Student Admissions Andrea Hudáková and/or the Ombuds Office)

Contact persons, with the exception of the faculty ombudspersons, do not have the authority to deal with all topics in the app. Each of them has dedicated topics that they can deal with based on their position:

  • Ombuds Office of CU FA: all topics;
    • Dean of the Faculty of Arts: labour law issues (especially the categories Suspicion of theft, corruption or embezzlement; Non-compliance with OHS, security risks; Breach of the law or the Labour Code) and the category of Ideas for improvement;
    • Vice-Dean for Study Affairs and Student Admissions: study matters (especially the categories Other, topics related to studies, admission procedures and student issues);
  1. Next, in the More information box, describe the subject of your report. You will be assisted in writing this section by the ⓘ icon. You can also choose to record a voice message. Any related documentation can be attached to the report.
  2. In the last section, select whether you wish to report anonymously. This option may appear to be safer for reporting persons in some cases; however, it may be a complication for the evaluation of reports. Non-anonymous notifications are still subject to confidentiality rules and adherence to the principles described below.

You can also contact the Ombudswoman of Charles University, Dr Kateřina Šámalová; her contact information may be found here, and the procedure for submitting a report can be found here.

What happens next with the report?

The method of evaluating a report is determined according to its content.  

  • Reports of a specific nature, e.g., relating to the conduct of a specific person, are reviewed and we will endeavour to find a solution to the situation. The subsequent part of the procedure is done only with one’s consent and in cooperation with the reporting person at all times.
  • Reports of a general nature, concerning topics, such as the working environment at the faculty, are examined to the extent possible with regard to their generality, and may be used for the adoption of systemic measures. 

When evaluating reports, the Ombuds Office is guided by the following principles:

  • Open and clear definition of values and goals through internal regulations, including modification of procedural procedures, alignment of internal regulations with the CU Code of Ethics and other regulations,
  • the commitment of the faculty as a whole and its leadership to values and goals through statements of faculty leadership, support for activities in this area, participation in institutional security and cooperation with other key players in this area,
  • clear determination of what kind of environment the faculty expects, creates and will support through addressing specific problematic situations, training, workshops, educational events, information packages for both the widest possible audience, and specifically for individual target groups,
  • compliance with confidentiality while at the same time providing information about the activities of the Ombuds Office, resolved cases, and adopted measures or recommendations.
  • Perception of the needs of reporting persons and respecting their experience through various tools, e.g., questionnaire survey, research, audit, field information, or through continuous anonymous reporting,
  • the system of values, objectives, and procedural procedures is created on the basis of knowledge of the faculty environment and analysis and study of the mechanisms of existing phenomena that are perceived as problematic, and uses examples of good practice from other institutions,
  • the system of values, objectives, and procedural procedures, including possible sanctions and consequences, is widely known and comprehensible, all persons are adequately informed about which actions and behaviours are expected of them in order to comply with internal rules,
  • in the implementation of various preventive measures, the knowledge gained in this area is taken into account and the widest possible range of tools for resolution is offered to individual participants (dialogue, feedback, anonymous reporting, support for persons concerned, trust box, consultation, open door system, minimisation of non-transparency, support groups, training, workshops, lectures, discussions, possibility of asking questions and requesting answers, setting of rules for close interpersonal relationships between persons in various hierarchical positions, etc.).
  • Everyone is given sufficient information about their rights, options for protection, and a specific procedure for solving problematic situations,
  • the system offers a safe environment for resolving various types of problems and situations, with progress in resolutions conditional on the consent of the reporting persons,
  • the procedure is based on the articulated needs of the persons concerned, e.g., anonymous reporting, mediation of dialogue, option of non-participation in the investigation, offer of mediation of other support services, such as psychological, psychotherapeutic assistance, cooperation with the non-profit sector, and providers of social and legal services,
  • the procedure for finding a solution is based on the different needs of the reporting persons, from clarification of positions, condemnation of inappropriate behaviour of the responsible person to the possible taking of appropriate measures, and imposition of sanctions or obligations.
  • The entire system of prevention, problem resolution, and creation a safe environment is built on the independence of the ombudsperson’s position, articulation of the needs of individual target groups, and through dialogue with all parties,
  • when setting up the sanctioning system, elements of restorative conflict resolution are included, including mediation of dialogue, imposition of educational obligations, or the completion of courses to strengthen social or pedagogical competences, etc.,
  • responsibilities and competences are clearly defined and respected at all levels of the academic hierarchy,
  • dialogue between all paries is supported and developed: students, employees, academic workers, faculty bodies, and academic self-government, including voluntary and informal associations or ad hoc groups.

Who has access to the content of reports in the app?

The FaceUp system is managed by the Faculty of Arts, Charles University, and the operator of the FaceUp platform does not have access to the data. Access to reports is granted solely to the persons to whom they addressed. With the consent of the reporting person, the content of the report may be communicated to other persons for the purpose of its resolution (e.g., the Dean, in the event that the initiative requires additional measures).

Following submission of the report, the addressee receives an email notification about the new report. They start evaluating the report, communicating with the reporting person and proceeding according to the nature of the report as soon as possible. All addressees are bound by confidentiality. All reports are archived and their quantity and nature are regularly evaluated in order to improve the working and study environment at the faculty. 

You can find out more about the evaluation of reports aimed at the Ombuds Office of CU FA here.