Office of Integrity

A grievance is defined by Bond as "a problem or concern raised by a student who considers that they have been negatively impacted because of an action, determination or omission within the control or responsibility of the University".

Grievances include requests for reviews or appeals of University decisions as well as complaints about the operations, services or facilities of the University. These are covered by the Student Review and Appeal Procedure and the Complaints and Feedback Procedure respectively. Further details about reviews, appeals and complaints are provided in the FAQs on the Reviews and appeals page and the Complaints page.

Only students may request a review or appeal of University decisions in terms of the Student Appeals and Reviews Procedure. However, anyone may submit a complaint. 

In the first instance, you will receive confirmation that your grievance was lodged.

It will then be sent to the person best able to respond:  

For example, a student who wishes to request a review of a University decision must usually follow the procedure outlined in the Student Reviews and Appeals Procedure. Complaints, on the other hand, are to be submitted through the complaints and feedback portal, and reviews of complaint outcomes follow the procedure set out in the Complaints and Feedback Procedure.

If you are unsure, you are welcome to contact the Office of Integrity for advice at [email protected].

All parties are to act honestly, fairly and reasonably while pursuing a grievance. In addition, acting in good faith requires a person not to undermine attempts to resolve the grievance. It does not mean that the person should set aside their own interests.

 A frivolous grievance is one that has no substance to it, including those that are so trivial they are considered not to be worth pursuing. An example would be a grievance about the colour of a person’s shirt on any given day of the week. 

Vexatious grievances are those which are solely intended to cause harm to another person or to harass or undermine another person; malicious intent is the hallmark of a vexatious grievance. There is generally no substance to a vexatious claim either.
 

Yes, however, the next step will depend on whether you have submitted sufficient, reliable information in relation to the grievance, for the University to proceed with addressing it. 

If you choose to submit a grievance anonymously, the information you provide will be kept confidential, but if the matter concerns two people, then it’s more probable than not that the other person will know who reported, even if you have submitted anonymously. 

Please also be aware that we will not be able to advise you of any progress made with the grievance or Bond’s response to it, if we do not have contact details for you.

The process will be conducted in terms of the University’s Privacy Policy and applicable law. This means that your privacy will be respected, and confidentiality will be maintained to the extent possible while resolving your concern/s.

Your personal information will only be shared by the University with University staff who are directly involved with its resolution.

If you are unhappy with the outcome of your grievance at Bond University, there are a range of external agencies that may be able to assist you by conducting an external review. Which agency is best placed to do so will depend on the nature of your grievance, among other factors. For further details, see the FAQs on external reviews. 

Information about grievances submitted to the University will be recorded according to Bond’s policy and relevant laws.

Whistleblowing refers to alerting appropriate persons or authorities to wrongdoing that is or has been occurring, usually (but not necessarily) within the whistleblower’s organisation or workplace, or former organisation or workplace. The wrongdoing may relate to unlawful, unethical or improper conduct or to danger or potential danger to the health and safety of people or the environment.

Protected disclosures are disclosures of information about acts or omissions (reportable conduct) covered by the policy. To be protected, the disclosure must be made to an appropriate person or authority.

"Reportable conduct" includes serious misconduct by a Bond University staff member or official, threats to the environment or the health and safety of the Bond Community arising from Bond’s operations, and breaches of laws, regulations or Bond’s policies and procedures by the University or its staff. For a complete list, see Clause 4 of the policy.

If you disclose information about reportable conduct in accordance with the Whistleblowing and Public Interest Disclosure Policy and Procedure, you will be protected from any detriment or reprisal that may result from the disclosure. 

For example, if you reasonably and honestly believe and therefore disclose that your manager is engaging in fraudulent conduct, you will be legally protected from being dismissed or disciplined in response to that disclosure.

You may make a disclosure anonymously. However, doing so may limit Bond University’s ability to investigate the disclosure and take action (where applicable) in relation to the disclosure. This is particularly true where additional information is required in relation to the disclosure for the investigation and/or other processes to progress.

Even if you choose to disclose the information anonymously, you are still required to meet the requirements of the University’s policy and procedure, including being an eligible person to make the disclosure. For example, only staff, former staff and contractors of the University and their family members are entitled to make certain types of disclosure.

To the extent possible, while conducting any necessary investigations and inquiries into the disclosure and responding to it, Bond will keep your disclosure confidential. 

Please also be aware of your own obligations to maintain confidentiality in this process. For further information, see Clause 4.3 of the Procedure for Making a Protected Disclosure.

Certain kinds of disclosure are protected under the Corporations Act 2001 and the Tax Administration Act 1953.

Examples include disclosures about offences or misconduct that the discloser reasonably suspects to have been committed by the University or an officer of the University (or by a related body corporate), under the relevant acts or in relation to the tax affairs of the University. For further details, see clause 4.3 of the Whistleblower and Public Interest Disclosure Policy.

• In addition, disclosures may be made under the Public Interest Disclosure Act (2010) (Qld). Read the next FAQ for more details.

• In all cases, disclosures must be made to an appropriate authority or person in terms of the Policy and Procedure. Please see clauses 4.3 and 4.4 of the policy for further details.

• Note that disclosures about personal work-related concerns and grievances are not covered by the law or the policy. So, a disclosure to the effect that you were, for example, unfairly overlooked for promotion at work would not qualify as a protected disclosure in this context.

A public interest disclosure (or a general public interest disclosure under the Protected Disclosures Act, Queensland) may be made by anyone. For a disclosure to qualify as a public interest disclosure, it must concern one or more of the following:

• Substantial and specific dangers to the health and safety of one or more people with a disability; or

• Substantial and specific dangers to the environment; or

• Reprisals in response to a disclosure being made under the relevant legislation.

In addition, University staff (public officers) may make disclosures about corrupt conduct, maladministration substantially affecting another person/s, substantial misuse of resources, and certain, significant dangers to the public’s health and safety or the environment.

If you are unsure, feel free to contact us at [email protected].

This depends on the type of disclosure. For example, only staff members, current and former officers and University contractors and their families may make a disclosure under the Corporations Act concerning alleged misconduct at the University. However, certain types of public interest disclosure may be made by anyone. 

We encourage you to consult the Whistleblower and Public Interest Disclosure Policy to determine whether you are eligible to make a disclosure. Alternatively, feel free to contact the Office of Integrity at [email protected].

While the legislation permits disclosures to be made to external bodies as well as authorised persons at the University, at Bond, we encourage you to approach the University first. This is likely to result in the most efficient and effective response to your disclosure. It will also allow Bond to ensure that reprisals and victimisation are prevented.

To do so, please contact the Office of Integrity at [email protected]. If the matter concerns the Vice Chancellor, please submit the information to the Chair of the Audit, Risk & Safety Committee at [email protected]. 

There is no required list of information or details to provide when making a disclosure. However, please ensure that you have objectively reasonable grounds supporting the information you are disclosing, that you are disclosing the information honestly, and that the information is clear and as factual as possible.

Bond suggests you include at least the following information in any disclosure made to the University:

• the nature of the wrongdoing

• the name, job title and workplace address of the subject of the disclosure

• when and where the disclosure occurred

• events surrounding the issue

• if the discloser did anything in response to the wrongdoing

• others who also know about the wrongdoing and have allowed it to continue

• if the discloser is concerned about possible reprisal as a result of making the disclosure

• names of others who may be able to support the disclosure or any other evidence to support the disclosure

• steps already taken to report the matter internally should also be included, if relevant (see Clause 4.2 of the procedure)

Try to avoid including irrelevant information, and please do not submit misleading or inaccurate information where you know this to be the case.

Upon receiving the disclosure, the Chief Integrity Officer will assess the information to determine whether it qualifies as a protected disclosure. If it does qualify, the Chief integrity Officer will decide whether the matter should be dealt with by the University or referred to an external agency. If the matter is referred to an external agency, you will be notified of this. She will also consider the need, if any, for immediate action to be taken in relation to the information disclosed. 

Where an investigation is to be undertaken, it will be done in accordance with the requirements of natural justice and  any applicable legislation. Following the investigation, if the disclosure points to the need for further action, appropriate action will be taken. A report will also be provided to the Vice Chancellor who will determine whether further action is required.

Throughout the process, you will be kept informed of how it is progressing. Wherever possible, given confidentiality and privacy considerations, you will be advised in full or in part of the outcome. You are also entitled to ask for any decision taken in relation to the disclosure to be reviewed. This must be done within 28 days of receiving the reasons for the decision in writing. You may submit your review request to the Vice Chancellor who will appoint a delegate to conduct the review.

Following the review, a decision will be taken to overturn or confirm the original determination. You will be advised of this decision (including reasons) in writing. Where there is an opportunity for internal and/or external review of this decision, you will also be notified of that.

Bond University recognises that being the subject of or named in a disclosure may be a worrying and stressful experience.

If you have been named in or are the subject of a disclosure, you are entitled to have representation from a fellow staff member, a legal representative or an alternative support person. In addition, your rights to be presumed innocent until proven otherwise, for the information disclosed to be kept confidential as far as possible (accepting that some disclosure will be necessary for the investigative process to proceed) and to be protected from adverse treatment purely because of the disclosure, will be protected.

Bond will ensure that:

• The disclosure will be dealt with ‘impartially, fairly and reasonably’ and in line with natural justice. Natural justice means that you will be given an opportunity to have your say (‘be heard’) and that the parties involved in investigating and making decisions about the disclosure will be impartial and free from conflicts of interest.

• The disclosed allegations remain no more than allegations until the authorised decision maker/s has received sufficient evidence and information to substantiate them (if that information and evidence is present at all).

• You are kept informed of your rights and the progress and outcomes of any investigations made into the disclosure and/or action taken.

• You are referred Bond University’s employee assistance program (if applicable).

All Bond services that are available to you currently (such as the medical clinic, employee assistance program and security services) will remain available to you throughout the process and for as long as you are a staff member at Bond. 

If you have made a disclosure that complies with the policy, you are protected by law and in terms of the policy from any administrative, civil or criminal liability which might otherwise have arisen as a result of you making the disclosure.

This protection extends to employment-related reprisals such as dismissal or disclosure. However, you are not protected from discipline or dismissal if you have committed misconduct that is exposed during the course of investigations. Taking reasonable management action (as provided in Clause 5 of the policy) also remains available to the University.

Rest assured that all protected disclosures will be treated appropriately, seriously and confidentiality (as far as possible). Anyone who reports wrongdoing is entitled to support and protection from victimisation and potential reprisals.

The Chief Integrity Officer will conduct a risk assessment and develop a risk management plan (in consultation with you) to mitigate any risks of reprisal and victimisation and to ensure that your health, safety and wellbeing are not at risk.

These protections also apply to other people who participate in the investigation process.

You are also very welcome to make use of the various services available to the Bond community, including the Medical Clinic and security services. For a more comprehensive list, view our help guide under the resources tab.

There is no ‘one size fits all’ approach to responding to grievances at Bond. However, we offer the following pointers to those who are unsure of where to begin.

The manner in which you handle a grievance will depend on various factors, including:

• The nature of the matter (such as whether it is a complaint, a review or an appeal, its complexity and its subject matter), the number of parties involved and the urgency of the case. This is not an exhaustive list;

• Confidentiality and privacy concerns;

• Your authority and role in the process;

• Relevant federal or state legislation as well as the policies and procedures of the University; and

• Any other relevant factors

As a starting point, make sure you are familiar with any processes or procedures prescribed by the University (or your faculty) that apply to the matter. Questions about these are best referred to the contact officer listed at the top of each policy or procedure. 

While you have the right to conduct a hearing if you believe it will assist you, the grievance can also be determined on the basis of the documentation that was submitted and any other information held by the University.

Throughout the process, please keep the following in mind:

• Your obligation — both legally and in terms of Bond’s policies and procedures — to maintain confidentiality and the privacy of the parties as far as possible must be upheld. Please revisit the University’s training module on your privacy responsibilities or the Privacy Policy if you are unsure what these entail.

• As a University decision-maker, the principles of natural justice will generally apply. This means that:

  • You should not be afflicted by any conflict of interest, and you must act free of bias or partiality. If you are concerned that you may not be able to do so, please let us know as soon as possible. We can therefore reassign the matter to another appropriate member of staff.

  • Where there is a respondent in any given grievance, they and the aggrieved person have the right to be heard. In some cases, this may be done on paper while in others, it may be more appropriate to invite them to a meeting or to call a hearing. Where this does occur, the parties should be given sufficient notice of the meeting or hearing and be advised that they may bring a support person with them. 

Once you have reached your decision, taking account of all relevant factors and disregarding irrelevant ones, you will need to notify the affected parties. That notice should include:

• reasons that are sufficiently comprehensive for the recipient to understand the process that was followed in reaching the decision;

• factors that the decision was based on (including both the evidence and the applicable policies, procedures or laws); and 

• any other relevant considerations.

Where you are deciding a matter involving misconduct or where the outcome of the matter has negative implications for someone other than the person who lodged the grievance, the information about the outcome of the case that you disclose to the aggrieved person will generally need to be limited. This will ensure that the privacy rights of the implicated individual are protected.

If the matter concerns Gender-based Violence, we encourage you to engage with the Office of Integrity about handling these types of matters. Our Office can guide you in avoiding the re-traumatisation of persons affected by Gender-based Violence and maintaining an appropriately sensitive approach to the matter, which takes proper and lawful account of confidentiality and privacy requirements while respecting natural justice. Where witnesses are involved, or you are unsure of how the presumption of innocence applies, we can also help you with this. Please have a look at the Gender-based Violence Prevention and Response Policy, the Student Support Policy and any related and relevant policies and procedures.

Contact us at [email protected] if you have any questions. We are here to help.

We understand that sometimes additional support may be needed in submitting feedback, lodging a grievance or making a disclosure, or you may have a question, the answer to which is not readily apparent from this site. Those who are witnesses to or the subjects of a grievance may also require assistance and support. You are also welcome to contact the Office of Integrity for advice at [email protected]. 

The services below may also be able to offer you additional support:

• Student Wellbeing Advisors

• Bondcare

• Student Assist

• Accessibility and inclusion services

• Nyombil Indigenous Support Centre

• Student and Staff Medical Clinic

• Bond Law Clinic

• IT help

• Bond University Students Association

• Bond Staff Associations

  • The Bond University Academic Staff Association (BUASA) may be contacted through its president Ian Stevens at [email protected] or by phone on 07 5955 2068.

  • The Bond University Professional Staff Association (BUPSA), also known as the Bond University General Staff Association (BUGSA), may be contacted through its president Joel Mason at [email protected] or by phone on 07 5955 1441.

Bond expects all parties to the grievance process to be respectful, responsive, honest and fair.

We will keep you informed on a regular basis as to the progression of a matter.

Your cooperation and provision of all relevant information as early as possible will assist us in addressing the matter as effectively, fairly and efficiently as possible.

Where an individual fails to maintain respectful behaviour towards Bond staff or students or engages in unreasonable conduct during the processing of a grievance, the University may limit that individual’s access to its grievance system. Where this occurs, the individual will be notified in writing that Bond will not be processing the grievance any further.