Whistleblowing - A Guide for Line Managers

This short guide outlines the University’s expectations and how best to respond when someone raises a concern with you.

As a manager, you are likely to be the first person a member of your team approaches to raise a concern.

You may also be approached by an external partner, a contractor, student or member of the public.

Some issues may be straighforward and fixed quickly. Some may be more complicated - needing more of your time and effort to address. 

This guide will help you through the process, but do also refer to the University's Whistleblowing Policy.

Whistleblowing is the term used for individuals raising serious concerns about behaviour, legal or compliance issues within the University. Staff and contractors who raise concerns have some protections under law, in certain circumstances.

Regardless of the legal protections, it is important that the University fosters a culture where people feel free and able to say when they see or experience something that is not right.

In the vast majority of cases, where a concern is raised, it’s not a whistleblowing report and there are existing policies and procedures under which these concerns can be handled.

The University is a public body, a significant employer and plays a large part in the local and regional economy and community. The University is also expected to operate in line with the Seven Principles of Public Life.

It is in the interests of protecting our students, staff, partners and the institution itself that issues are highlighted and addressed at the earliest opportunity.

Some of these can be fixed quickly and effectively and some may be more complicated and need more time and effort to address. All valid concerns warrant consideration and where we can on balance make an improvement to address that concern, then we should.

As a manager, you are likely to be the first person a member of staff raises an issue to and you may also hear concerns raised from contractors, students, partners or members of the public.

People must feel that they can raise concerns without fear of retribution.

If someone raises a concern with you:

  • Take them seriously – do not dismiss or belittle them and do not be defensive - it’s unlikely that the concern is about you personally. Listen and try to understand what is at the heart of their complaint. Do not prejudge their motivations.
  • Seek a practical resolution if it’s in your gift to do so – some things will be easy for you to fix, some things will need other peoples’ support and some things might not be possible. Don’t promise to ‘fix’ something if it’s not within your control.
  • Seek help from the relevant professional services – ask for help if you need it. Depending on the nature of the concern you may need to speak to another team like HR or the Health and Safety teams. The Raising Concerns website lists some of the most likely policies or procedures under which a concern could be raised and who is responsible.
  • Keep them informed – it is important that those who raise concerns feel like they have been listened to and that appropriate action has happened. Keep them informed at key intervals.
  • Most concerns are not whistleblowing reports – the vast majority of complaints or concerns raised do not have the degree of seriousness required for it to be a whistleblowing report.

Where can I get further help?

The Whistleblowing - Raising Concerns webpage highlights a number of processes where specific concerns should be escalated.

If you are not sure how to address a specific issue and would like some support, please get in touch with your HR Business Partner.