Procedure for submitting and reviewing reports of bullying at the educational institution

I. Submitting reports of bullying

1. Participants in the educational process may report bullying they have experienced, suspected bullying involving a child or minor as a target or perpetrator, or incidents about which they have reliable information, to the Director of the “Defender” Ukrainian Training Centre of the NGO “KYIV VOLUNTEER FIRE SERVICE” (hereinafter the Training Centre) or other bodies responsible for responding to bullying in educational institutions.

   The Training Centre Director receives reports of bullying or suspected bullying.

   Reports may be made orally and/or in writing, including by electronic communication.

   The “Trust Box” is used to submit bullying reports confidentially.

2. Upon receiving a bullying report, the head of the institution:
   • immediately notifies the local body or unit of the National Police of Ukraine, within no more than one day;
   • calls an emergency medical team if necessary;
   • convenes the commission responsible for reviewing bullying cases (the commission) within three working days of receiving the report.

II. Reviewing reports of bullying

General provisions

This Procedure was developed under the Constitution of Ukraine and the Laws of Ukraine “On Education” (2018) and “On Vocational and Technical Education” (1998) to establish the basic requirements for reviewing bullying reports.

The Procedure sets requirements for reviewing bullying reports at the “Defender” Ukrainian Training Centre of the NGO “KYIV VOLUNTEER FIRE SERVICE”.

Reports are reviewed competently, impartially, objectively and promptly to resolve the issues raised, satisfy lawful requests, restore violated constitutional rights and prevent further violations.

Management decisions or inaction at the Training Centre may be challenged where they involve:

• violation of the rights or lawful interests of individuals or groups;
• obstruction of a person's exercise of their rights, lawful interests or freedoms;
• unlawful imposition of duties or liability on a person.

Initial review of bullying reports

Records of bullying reports are maintained separately from other records by the person responsible for records management at the Training Centre.

All bullying reports received by the Training Centre are accepted, initially reviewed and centrally registered in a log on the day of receipt.

The review period begins on the day the report is received and registered at the Training Centre.

Reports sent by post are received by the secretary and passed to the Director on the same day.

Acceptance, preliminary review and registration take place on the day the report is received.

Reports undergo an initial review to identify those requiring consideration by the Training Centre Director.

All reports are registered in a log containing:

• date received;
• applicant's full name and category or social status;
• source of the bullying report and issues raised.

Reports submitted during an in-person appointment are registered and reviewed in the same way as other written reports.

Preliminary review and forwarding to the staff responsible must take no more than one working day.

Processing and reviewing bullying reports and monitoring their consideration

For each report, Training Centre management must decide to:

• accept it for consideration;
• forward it to the appropriate body if the issues fall outside the Centre's remit, notifying the applicant at the same time;
• leave it without consideration.

If necessary, management may decide that a report should be reviewed by a commission.

If a report lacks information needed for a reasoned decision, it is returned to the applicant within five days with an explanation.

The Director and the Training Centre's methodologist monitor timely review and implementation of the Director's instructions.

The administration sets a review deadline to resolve issues promptly. Reports must be considered and resolved within one month of receipt; those not requiring additional study must be resolved within fifteen calendar days.

Staff responsible must carefully examine the report, the facts presented and the issues requiring resolution.

Where necessary, they request supporting materials, verify facts, take other measures to resolve the issues objectively, establish circumstances and address the causes and conditions leading to complaints, in accordance with applicable law.