Inclusion, Diversity and Equality Office

Creating safe, accessible, and trusted pathways to speak up about inclusion, diversity, and equality at KLU.

Gender Equality Plan Report a Concern

What the IDE Office Does

The Inclusion, Diversity and Equality (IDE) Office works to strengthen awareness, dialogue and equitable participation across KLU. We support students, staff and faculty in creating an inclusive learning and working environment.

The office provides guidance to KLU units on inclusion, diversity and equality matters and contributes to the development of policies, practices and services.

We also coordinate access to reporting and support channels for concerns and suggestions. Depending on the nature of the matter, we can help identify the appropriate next step or refer the concern to the responsible unit, such as Student Services, HR or the ombudsperson.

The IDE Office does not replace formal complaints, disciplinary procedures or legally designated reporting channels.

Report a Concern

KLU is committed to being a place where concerns about inclusion, diversity and equality are heard and acted upon. We want everyone in our community to know how to speak up, what to expect, and how their information is protected.

This page brings our existing channels together into one coordinated reporting model. You can report concerns via an anonymous online form, email, Moodle and QR codes on campus; all reports are handled through a single intake process and routed to the appropriate units when you request it.

Urgent situations: If someone is in immediate danger or requires urgent support, please contact emergency services or the relevant campus emergency contact. Do not rely on this form or email for urgent assistance.

What You Can Report

You can use these channels to raise a concern, seek guidance or make a suggestion relating to inclusion, diversity and equality at KLU. This may include:

Experiences or observations of discrimination, bias or exclusion.
Harassment, bullying or other inappropriate behaviour.
Barriers to equitable participation in study, work or campus life.
Situations, policies or practices that may undermine inclusion, diversity or equality.
Questions about available support, reporting options or reasonable next steps.
Suggestions for improving KLU’s policies, practices, communication or learning environment.

If you are unsure whether your concern belongs here, please still get in touch. We will listen and help you identify the most appropriate contact or process

How the Reporting Process Works

Regardless of whether you use the anonymous form, email, Moodle or a QR code, your report follows the same basic steps.

Step 1 – Submit your concern

You send your concern via the anonymous online form, by email or through a linked channel such as Moodle. You can choose to remain anonymous or include your name and contact details.

Step 2 – Intake and case registration

The IDE intake team receives your report, records it securely and assigns a case number where appropriate. Your report is then routed to the relevant unit (for example, IDE Office, Student Services, HR, ombudsperson).

Step 3 – Review and follow‑up

The responsible unit reviews the information, may request clarification if contact details are available, and decides on next steps. Cases are handled in line with agreed response principles: timeliness, fairness and respectful communication.

Step 4 – Outcome and closure

As far as confidentiality allows, you are informed about the status or outcome of your report. The case is then closed in the tracking system, and anonymized insights may be used to improve policies and practices.

Your Reporting Options

You can choose the channel that feels most appropriate for you. All channels are connected and follow the same process described above.

Anonymous Online Form

Use the anonymous online form to share your experience, concern or suggestion without revealing your name. The form helps you describe what happened, when and where it occurred, which category it belongs to (for example, discrimination, harassment, conflict of interest or suggestion for improvement) and how urgent the situation feels to you.

Submit anonymously

Contact Us via Email

If you prefer to use your name or need to attach documents, you can contact the IDE Office by email at edo@klu.org. Emails and requests to the IDE are handled confidentially and are processed through the same intake and routing process as other reports.

Email us

QR Codes and Moodle

QR codes placed in key locations on campus lead you directly to this reporting page or the anonymous form, so you can access it easily from your mobile device. A “Report a Concern” button in Moodle links to this page as well, ensuring that the same information and process are available wherever you are.

Anonymous Suggestion – Report

Submit an anonymous report or suggestion.

Use this form to share a concern, incident or suggestion related to inclusion, diversity and equality at KLU. You can report something that happened to you, something you witnessed, or a situation you would like us to be aware of.

If you choose to remain anonymous, do not include your name or contact details anywhere in the form. Anonymous reports help us identify issues and improve practices, but please note that they may limit our ability to contact you directly or take direct action.

By submitting this form, you confirm that the information you provide is accurate to the best of your knowledge. If this is an emergency or someone is in immediate danger, do not use this form.

We will review all submissions and route them through the appropriate KLU process. If you submit anonymously, we will not know who you are and may not be able to contact you or offer direct follow-up, but your report can still help us identify issues and improve our environment.

Confidentiality and Data Protection

We know that trust is essential for any reporting system so KLU is committed to protecting your data and handling all reports with care.

Anonymous Reports

If you submit a report without your name, we will not actively try to identify you unless there is a serious risk to you or others.

Named Reports

If you choose to share your contact details, they will be accessible only to the staff members who need this information to handle your case.

Data Use

Information from reports may be anonymized and aggregated to identify patterns and improve our policies and practices. Personal data will not be shared beyond the relevant teams without a clear legal or safety‑related reason.

If you have questions about how your data is handled, you can contact the IDE Office or KLU’s data protection officer for more information.

Talk to a Person

Digital channels are not always enough. Students have told us that a dedicated counsellor, student representative or clearly identifiable focal point can make the system feel more human and accessible. If you would like to discuss a situation before or instead of using the form or email, you can contact:

A member of the IDE Office,
Your student representative,
HR contact (where applicable),
The ombudsperson for ethics, conduct or scientific integrity concerns.

You will find contact details for these roles in the member cards below. These conversations can help you clarify your options and decide whether and how to file a formal report.