Introduction

At the University of Bath, we are committed to creating a community where everyone feels respected, safe, and supported. When concerns arise about behaviour that undermine a person’s dignity, wellbeing, or sense of belonging, individuals can seek resolution through two internal routes:

1. An informal approach, which focuses on personal development, dialogue, and restorative outcomes to change future behaviour
2. A formal process, which prioritises accountability through structured procedures to investigate the matter and determine if misconduct has occurred

This guide focuses on and integrates the informal approaches for both students and staff. While the guiding principles are shared, there are differences in the exact processes followed depending on the role of those involved. The informal approach is grounded in psychological safety, and promotes healing, behaviour change, and mutual understanding.

Purpose of the approach

The informal approach is designed to:

• encourage early and informal resolution of concerns where appropriate
• clarify when informal or formal routes should be used
• set out the range of options available to support resolution
• ensure confidentiality, timeliness, and fairness for all involved
• be transparent about its scope*
• apply equally to students and staff, with appropriate procedural signposting

*This is not an investigative process and does not involve detailed accounts or a formal right of reply. All parties should consider whether this route is appropriate, based on the nature of the concern.

Informal resolution approach: shared principles

Not all concerns require a formal process. Informal resolution may be appropriate when:

• the concern can be addressed without a formal investigation
• all of the parties are willing to engage constructively
• there is potential for learning and behaviour change

Participation in informal resolution is entirely voluntary. No one will be required to take part, and individuals can choose to end the process at any stage.

Informal approaches are not used to determine misconduct and are not appropriate where there is a high risk of harm to individuals or the wider community. This may include patterns of harmful behaviour, coercion, or threats to safety.

In some cases, involving discrimination or harassment, an informal approach may still be appropriate — this will depend on the specific circumstances and will be assessed case by case.

Timely action is important. Everyone involved should respond promptly to support early resolution.

First steps: the triage meeting

After a report or concern is raised (e.g. via the Support & Report tool or other means), a triage meeting takes place with a Dignity & Respect Liaison & Resolution Officer (DRLRO) for students or an Employee Relations & Resolution Specialist (ERRS) or other senior member of the Employee Relations team (ERT) for staff.

The aims of this meeting are to:

• understand the concerns raised
• signpost to appropriate support
• explore available options (informal resolution, formal processes, or external options such as police)
• help the reporting person decide what action, if any, they wish to take

Coaching may be utilised to help clarify goals (e.g. behaviour change, dialogue, boundaries). The DRLRO or ERRS / ERT will consider safeguarding risks and may act without consent in high-risk situations. However, where possible, decisions about next steps are made jointly and with the informed consent of the person raising the concern.

Restorative tools and approaches

The informal approach uses restorative and development-focused tools tailored to the situation.

Resolution tools

• Direct dialogue: the reporting party may choose to speak or write directly to the other person
• Trusted intermediary: a mutual contact may be asked to raise the concern on their behalf
• Facilitated conversations / facilitation: the DRLRO, ERRS, line manager, or another neutral person may support structured dialogue

Coaching and training

• Staff: Inclusive behaviour coaching or communication workshops (other coaching or mentoring interventions for the respondent, and sometimes the reporting party, may be included)
• Students: Conflict resolution skills or personal development sessions, or group workshops/training

Mediation

• Staff: External mediation available via HR
• Students: Shuttle or restorative mediation supported by the DRLRO

Practical adjustments

• Adjustments to study, work, accommodation, or supervision

Behaviour agreements

• No-contact terms, kindness pledges, or other commitments

Key principles

• Confidentiality: only outcomes are recorded. Conversations during the informal process remain private
• Voluntary participation: informal resolution requires the goodwill of all involved
• Focus on behaviour change: the aim is to improve future interactions and behaviour
• Follow-up available: optional check-ins help monitor agreed changes

Application of the formal disciplinary route

If an informal approach is:

• not appropriate or
• is started but is not completed or
• is completed but there is a repetition of the behaviour complained about

then the formal disciplinary process may be taken forward, where appropriate.

Information sharing across the informal approach and formal processes

Confidentiality is central to the informal resolution approach. If a case moves to the formal process, only limited and relevant information can be shared.

What may be shared

• Basic case details (people involved, type of issue)
• Any agreed behavioural outcomes (e.g. no-contact agreement)
• Factual breaches of agreed outcomes
• Repeated patterns of unresolved concerns
• Support options that were offered

What will not be shared

• Private discussions or coaching content including what was said during any facilitation or mediation processes
• Voluntary apologies or admissions

In Exceptional Circumstances, some content may be disclosed if fairness in the formal process is at risk. This will always be discussed with the individual beforehand, wherever possible.

Moving forward together

This informal approach reflects the University’s commitment to a respectful, fair, and learning-focused community. Our informal approach prioritises early resolution wherever possible, without compromising safety or accountability.