For our confidential counsellors, there’s no issue too small: ‘We’re always here for you if you’d like to have a confidential conversation’
You can turn to a confidential counsellor to share any questions or concerns you may have about issues such as inappropriate behaviour and breaches of research integrity. They’re here to listen, offer support and help you find solutions. What happens next is entirely up to you. Confidential counsellors Vivian Kraaij and Verena Ly want to stress that the person reporting the issue is always in control.
Dr Vivian Kraaij is an Associate Professor at the Department of Clinical Psychology and a confidential counsellor for research integrity. Dr Verena Ly is a senior policy advisor for research at the Institute of Psychology and a confidential counsellor for PhD candidates.
Hello, Vivian and Verena. Why is it so important that our university has confidential counsellors?
Verena: ‘Safety in the workplace is a key factor in an individual’s wellbeing, development and performance at work. That’s why it’s essential that every effort is made to create and ensure a safe environment. Confidential counsellors can contribute to this. For PhD students, safety is a recurring theme: after all, they’re a vulnerable group within the university.’
Vivian: ‘When it comes to research integrity, things are by no means black and white – there really is a grey area. So think it’s important that someone is there to listen with a completely open mind to colleagues who are struggling with something or are unsure whether research integrity has been compromised. Issues at the university very often play out within different power dynamics as well, where somebody is in a junior role to someone else. In those cases, it’s essential to be able to discuss the problem while being absolutely sure that what you say will stay confidential.’
‘It can be very enlightening and a great relief to discuss your concerns with someone in an open, non-judgmental way.’
Which sorts of issues can colleagues come to you with?
Verena: ‘I support PhD candidates who are facing difficulties during their studies. Just remember: there’s no issue too small for us. It might be that you find the contact with your supervisor uncomfortable and you don’t know how to bring it up. Or perhaps you’re facing inappropriate behaviour and you feel discriminated against or intimidated.’
Vivian: ‘You can come to me with any questions and issues relating to authorship, research data or problematic use of AI. These reports can vary in their level of seriousness, from doubts about whether agreements have been honoured to instances where it’s quite clear that things have happened that are simply unacceptable.’
Verena: ‘And if you’re not quite sure and you’re thinking, “Maybe this isn’t inappropriate behaviour, so I’d better not say anything,” then I’d say that’s exactly why you should come to us! We’ll just look at your options for dealing with the situation so that you can move on.’
Vivian: ‘It can be very enlightening and a great relief to discuss your concerns with someone in an open, non-judgmental way. And to find out what options are available by exploring together the pros and cons of each possible next step before you decide whether you want to take any action. Often, there isn’t just one route that you could go down. But you don’t have to do anything – as the person reporting the incident, you’re in control at all times. If you decide to file an official report, we can support you with that too.’
Verena: ‘It’s also worth noting that many situations can actually improve if they’re addressed early on. The role of a confidential counsellor is often underestimated and involves much more than just providing a listening ear. It’s also a way of promoting open communication and preventing matters from escalating. For example, the confidential counsellor can help you, as the person raising the concern, prepare for a meeting that you’re due to have and can even come along with you if you wish. This often helps improve mutual understanding, communication and collaboration.’
‘Many situations can actually improve if they’re addressed early on.’
The university has several confidential counsellors, complaints committees and an Ombuds Officer… as a whistleblower, who do you turn to?
Vivian: ‘We understand the confusion – just get in touch with one of us if you’re not sure who to turn to. Confidential counsellors are part of a network, and they’re happy to refer you anonymously if your query is better suited to another colleague. There’s also a certain amount of overlap in our roles. For example, discussions about authorship for PhD students can be closely linked to challenges in communicating with their supervisor. In that case, the PhD candidate could contact either me or Verena.’
Some staff members may find it difficult to reach out to you as they’re afraid it could harm their careers. What’s your view on that?
Verena: ‘First of all, I think it’s important to acknowledge this anxiety because there are certainly power imbalances and hierarchical relationships within the university. It is good if the organization is aware of this barrier for staff members to speak up. At the same time, we will never pass on the story you share with us, nor will we take any action ourselves. So contacting us will not put your career on the line. A confidential conversation with us can help you gain a broader perspective and make an informed decision about how you want to handle the situation. As confidential counsellors, if we notice recurring patterns in reports, we may bring these patterns – without breaching confidentiality – to a higher, structural level to implement improvements and prevent recurrence. So, looking at the bigger picture, it’s always a good idea to share your story with a confidential counsellor. We’re always here for you if you’d like to have a confidential conversation.’
Do you want to share your story with one of the confidential counselors? Feel free to get in touch for a confidential conversation.
Banner: Anne Holleman