Procedure for responding to confirmed bullying cases and the responsibilities of those involved at the educational institution

I. General provisions

1. Signs that may give grounds to suspect bullying of a participant in the educational process include:
   • withdrawal, anxiety, fear or, conversely, apparent fearlessness, risky or defiant behaviour;
   • erratic behaviour;
   • aggression, outbursts of rage, destructive tendencies or violence;
   • a sudden change in a child's usual behaviour;
   • slowed thinking or reduced learning ability;
   • social withdrawal and avoidance of communication;
   • isolation, exclusion from a group or others' unwillingness to communicate;
   • low self-esteem or feelings of guilt;
   • increased fatigue or reduced concentration;
   • fear when other participants approach;
   • a tendency to miss classes;
   • refusal to attend the institution on grounds of feeling unwell;
   • depressive states;
   • self-directed aggression or self-harm;
   • suicidal behaviour;
   • visible injuries or signs of feeling unwell, such as nausea, headache or weakness;
   • attempts to hide injuries and how they occurred;
   • a child's complaints of pain or feeling unwell; damaged or missing belongings; demands for belongings, food or money; gestures, remarks, nicknames, jokes, threats or rumours of a sexual or intimate nature, or disclosure of other information the person wishes to keep private;
   • photographs, video or audio of physical or psychological abuse, or of a sexual or intimate nature;
   • damage to or disappearance of property or personal belongings.

2. Bullying at the “Defender” Ukrainian Training Centre of the NGO “KYIV VOLUNTEER FIRE SERVICE” (hereinafter the Training Centre) includes incidents on the institution's premises and adjoining grounds, including teaching and sports rooms, event spaces, corridors, changing rooms, toilets, showers and dining areas, and/or off-site during activities included in the educational programme or work plan and other educational events authorised by the head, including travel to and from the institution.

   Bullying is characterised by repeated acts by participants against other participants, including through electronic communications, such as:

   • deliberately depriving a person of food, clothing, money, documents, other property or access to it; obstructing access to education; forced labour; and other economic abuses;
   • verbal insults, threats including threats concerning third parties, humiliation, harassment, intimidation and other acts intended to restrict a person's freedom of choice;
   • any unwanted verbal, non-verbal or physical conduct of a sexual nature, including humiliating looks, gestures, offensive movements, nicknames, insults, jokes, threats or offensive rumours;
   • any unwanted physical conduct, including slapping, kicking, pushing, pinching, whipping, biting or striking;
   • other violent offences.
3. Bodies and persons responsible for responding to bullying in educational institutions include:
   • local self-government bodies;
   • heads and other employees of educational institutions;
   • the Training Centre's founder or an authorised body;
   • local bodies or units of the National Police of Ukraine.

   Responding bodies and persons act within the powers established by law and this Procedure.

4. They take measures to prevent and address bullying in accordance with the action plan approved by the central executive authority for education and science.

5. Teaching and other staff who identify bullying must:

   • take immediate steps to stop harmful conduct;
   • provide first aid and call emergency medical services if needed;
   • contact the local National Police body or unit if needed.

II. Submitting bullying reports at the institution

1. Participants may report incidents they have experienced, suspected bullying of other participants, or incidents about which they have reliable information to the head of the Training Centre or other responsible bodies.

   The head of the Training Centre receives reports of bullying or suspected bullying.

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

2. Upon receiving a bullying report, the head of the Training Centre:
   • 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 within three working days of receiving the report.

III. Commission membership, rights and duties

1. The head of the Training Centre approves the commission's membership by order.

   The commission operates on a standing basis.

2. Its composition reflects its main responsibilities.

   The commission comprises a chair, deputy chair, secretary and at least five members.

   It includes teaching staff and representatives of the children's services authority and the social services centre for families, children and young people.

3. The head of the Training Centre chairs the commission.

   The chair organises its work, is responsible for its tasks, chairs meetings and determines the matters to be considered.

   The chair assigns each member's duties. In the chair's absence, the deputy chair fulfils those duties.

   If both the chair and deputy chair are absent, the commission elects a member to act as chair on the secretary's proposal.

   If the secretary is absent, a member is elected to perform those duties on the proposal of the chair or deputy chair.

4. The secretary prepares meetings and materials and keeps the minutes.

5. A commission member has the right to:
   • review materials relating to a bullying case and participate in their verification;
   • make proposals and express opinions on matters under consideration;
   • participate in decisions by voting;
   • express a separate opinion orally or in writing;
   • propose items for the agenda.
6. A commission member must:
   • participate personally in the commission's work;
   • keep information learned through the commission confidential and not use it for personal benefit or for third parties;
   • carry out the chair's instructions within legal and official responsibilities;
   • participate in voting.

IV. Commission procedures

1. The commission aims to stop bullying; restore and normalise relationships and create a supportive learning environment in the affected group; identify and address the causes; assess the parties' need for social, psychological and educational support; and ensure that support is provided.

2. The commission works according to the principles of:
   • legality;
   • the rule of law;
   • respect for and observance of human rights and freedoms;
   • impartiality towards all parties to a bullying case;
   • openness and transparency;
   • confidentiality and personal data protection;
   • prompt response;
   • a comprehensive approach to reviewing bullying cases;
   • zero tolerance of bullying and recognition of its harm to society.

   The commission complies with the Laws of Ukraine “On Information” and “On Personal Data Protection”.

3. The commission's tasks include:
   • collecting information about the incident, including explanations from the parties, expert opinions where available if mental or physical harm occurred, information stored on devices or electronic communication services such as websites, social networks and messages, and other information needed for an objective review;
   • reviewing and analysing the materials and deciding whether circumstances support the information in the report.

   If the commission finds circumstances supporting the report, its tasks also include:

   • assessing the parties' need for social, psychological and educational services and ensuring these are provided;
   • identifying the causes of bullying and measures to address them;
   • determining educational interventions for the parties in the affected group;
   • monitoring the effectiveness of support services, preventive measures and educational interventions, and adjusting them where necessary.

4. The commission meets as needed. The chair determines the date, time and place.

5. A meeting is quorate when at least two-thirds of the members participate.

6. By 18:00 on the day before a meeting, the secretary informs members, the applicant and other interested persons of the agenda, date, time and place, and provides the necessary materials electronically or on paper.

7. Decisions are taken by an open vote with a majority of the approved membership. The chair has the casting vote in a tie.

8. The secretary keeps minutes, which are formalised by an order of the head of the institution.

9. Persons invited to a meeting must follow the commission's principles, keep information learned through participation confidential and not use it for their own benefit or for third parties.

   Persons invited to a meeting may:

   • review the materials submitted to the commission;
   • ask questions relevant to the case;
   • make proposals and express opinions on the matters under consideration.

10. The chair communicates the commission's decisions to participants in the educational process in accordance with the minutes and monitors implementation.

11. The commission must review a report and complete its tasks within ten working days of receipt by the head of the institution.

V. Preventing and addressing bullying at the institution

1. Anti-bullying work at the Training Centre must be a continuous, systematic process aimed at:
   • identifying and implementing measures and methods to prevent bullying and potential risks;
   • identifying bullying and potential risks of bullying;
   • identifying and implementing measures and methods to resolve bullying situations and remove potential risks.
2. Anti-bullying work is based on:
   • non-discrimination on any grounds;
   • non-violent interpersonal behaviour;
   • partnership and support between teaching staff and learners;
   • a learner-centred approach;
   • development of social and emotional intelligence;
   • gender equality;
   • participation in decision-making in accordance with legislation and the institution's founding documents.
3. The objectives of anti-bullying work at the Training Centre are:
   • creating a safe learning environment that protects participants' psychological and physical safety;
   • identifying the prevalence, causes and conditions of bullying;
   • raising awareness of bullying among participants;
   • building intolerance of violent behaviour and recognition of bullying as a human rights violation;
   • encouraging everyone to actively help prevent bullying.

4. Anti-bullying work is reflected in the institution's action plan to prevent and address bullying (the Plan).

   The head ensures that the Plan is developed, approved and published within their powers to create a safe educational environment free from violence, discrimination and bullying.

   Measures are planned on the basis of monitoring the Training Centre's learning environment.

   Planned measures must:

   • meet the institution's specific needs for a safe educational environment;
   • have measurable effectiveness indicators;
   • involve all participants in the educational process.

   The Plan is prepared before teaching begins. During the academic year, the head monitors its effectiveness as needed, but at least once every six months, and makes amendments where necessary.

   Activities may take any form: meetings, discussions, consultations, lectures, round tables, workshops, themed events, competitions, joint viewing and discussion of videos, literature, media materials or personal experiences, guest visits, role-play and other formats.

5. Anti-bullying measures include:
   • appropriate security arrangements in accordance with law, such as a security post and CCTV in common areas;
   • safe internet use during the educational process;
   • development of social and emotional intelligence;
   • raising awareness of bullying, its causes and consequences, and response procedures;
   • creating a culture that does not tolerate violence, discrimination or bullying.