is the Office of the Ombudsperson?
is the function of the Ombudsperson?
can the Office of the
Ombudsperson help you with?
kinds of problems
does the Office of the Ombudsperson handle?
does the word 'ombudsperson' mean?
(Operations Manual Statement, Section VI. Services, Chapter 2)
2.1 Staff and Services
2.2 Confidentiality and Independence
2.3 References
2.4 Grievance
Procedures, Disciplinary Process, and Jurisdiction
2.5 Job Security and Protection of
Students
2.6 Release Time From Work
The Office of the Ombudsperson serves students, faculty, and staff
by offering a confidential, neutral, and independent dispute resolution service. The
Ombudsperson's mission is to ensure that all members of the University community receive
fair and equitable treatment within the University system.
2.1 STAFF AND SERVICES.
Established in 1985, the Office of the Ombudsperson is staffed by two Ombudspersons
appointed by the President of the University. One is appointed to a half-time,
non-renewable four-year term, and the other has a full-time professional appointment. The
Ombudsperson investigates claims of unfair treatment or erroneous procedure and serves as
a neutral and detached listener, information resource, adviser, intermediary, and
mediator. The Ombudsperson considers all sides of a question impartially and objectively.
The Ombudsperson explains and clarifies the established policies and procedures of the
University, and actively represents the University's commitment to fundamental fairness in
its community. The Ombudsperson does not have the power to order changes in rules,
regulations, policies, procedures, or the behavior of others; however, he or she does have
an obligation to bring to administrators' attention any policies, programs, or personnel
or institutional decisions which he or she believes violate the rights of students,
faculty, or staff. The Ombudsperson shall have access to members of the University
community and University files, records, reports, and information reasonably required to
fulfill his or her functions. Questions concerning reasonably required access will be
resolved by the General Counsel in consultation with the Ombudsperson and other
appropriate University officials.
2.2
CONFIDENTIALITY AND INDEPENDENCE.
Confidentiality and independence are critical characteristics of the office. The
Ombudsperson receives every new complaint with the presumption of confidentiality and
never divulges a client's name or the nature of a complaint to anyone without the client's
consent. The Ombudsperson is not an administrative officer of the University and does not
report to any administrative office or constituency group. The office does not keep
records on behalf of the University, and consultation with the office does not constitute
notice to the University of any complaint or grievance. The Ombudspersons do not testify
in any formal proceedings concerning matters brought in confidence to the office. The
Ombudsperson presents an annual report to the President and the University community. The
work of the office is reviewed by a campus-wide committee appointed by the President of
the University typically every four years.
2.3 REFERENCES.
For many problems a procedure is already in place and outlined by University rules or
policies. Where practical, faculty or staff members should discuss problems with
department chairs, supervisors, and/or union representatives; students should observe
procedures outlined in
Policies
and Regulations Affecting Students. Normally complainants should follow the
regular policies and procedures or routes of appeal set forth in University publications (Operations Manual,
Policies and Regulations Affecting
Students, staff and faculty handbooks, etc.) before contacting the Ombudsperson.
Sometimes, however, reasons may exist for not advancing a complaint through official
channels. These channels may mean lengthy and damaging delays, or entail a lack of
confidentiality and/or impartiality. In these situations the Ombudsperson may present a
desirable alternative.
2.4
GRIEVANCE PROCEDURES, DISCIPLINARY PROCESS, AND JURISDICTION.
The Ombudsperson generally is not involved in the substance of formal appeal procedures,
but may investigate alleged irregularities in the proceedings. The Ombudsperson may
decline a case when judging intervention inappropriate. The Office of the Ombudsperson is
independent of the University disciplinary process. The Ombudsperson may not take up
conflicts with individuals, companies, or organizations falling outside the jurisdiction
of The University of Iowa.
2.5 JOB SECURITY AND
PROTECTION OF STUDENTS.
No retaliatory action is to be taken against a student, staff, or faculty member because
he or she consulted with the Ombudsperson's Office. Visiting the Ombudsperson's Office
should not jeopardize an employee's job security, promotion, tenure, scholarly
opportunities, or performance evaluations. Neither will it jeopardize student evaluations
or grades.
2.6 RELEASE TIME FROM
WORK
A staff member who requests time to visit the Office of the Ombudsperson during working
hours should not be denied the opportunity to do so and may request time during normal
working hours for the initial appointment. For subsequent appointments, employees must
request additional release time through the Office of the Ombudsperson. Employees who
prefer not to notify their supervisors of their intention to visit the Ombudsperson's
Office may make special arrangements for noon or after-hours appointments. Third-shift
employees should schedule appointments during regular working hours (9 a.m.- 5 p.m.,
Monday - Friday) or telephone to make special arrangements.
The Office of the Ombudsperson serves students, faculty and staff
and offers informal resolution, mediation and/or negotiation to constituents. Ideally, the
Office exists to prevent conflicts from escalating beyond the ability of clients to
resolve them informally. We spend considerable time working with constituents and within
departments advocating civility and mutual respect as the most productive avenue to
successful problem solving.
In our efforts to represent the University’s commitment to
fundamental fairness, we offer an independent, impartial, confidential resource to all
members of the University community. Confidentiality, neutrality and independence are the
three critical characteristics of the Office. The Ombudsperson responds to each client
according to the matter brought forward. Some contact the office for information only,
some come to discuss options and seek advice, some come with serious complaints,
grievances and issues which cannot be solved through regular channels.
The Ombudsperson may serve as an intermediary when necessary or as a
mediator when disputing parties are deadlocked. The Ombudsperson explains and clarifies
University policies and procedures and urges complainants to follow the regular policies
and procedures of the University as outlined in University publications (Operations Manual, Policies & Regulations
Affecting Students, staff and faculty handbooks, etc.). The Ombudsperson will
review complaints when substantial reasons exist for not advancing a complaint through
existing channels (such as lengthy delays, lack of confidentiality, or lack of
impartiality).
The Ombudsperson serves the University in two ways, by pursuing
individual case work and by working systemically to bring to the attention of
administrators any policies, programs, personnel or institutional decisions which may
violate the rights of students, faculty or staff.
The role of the Ombudsperson is to see that all members of the
University community are treated fairly. We are an informal dispute resolution
office.
The Ombudsperson investigates claims of unfair treatment or
erroneous procedure and serves as a neutral and detached listener, information resource,
advisor, intermediary, and mediator. The Ombudsperson considers all sides of a question
impartially and objectively.
The Ombudsperson explains and clarifies the established policies and
procedures of the University, and actively represents the university's commitment to
fundamental fairness in its community. The Ombudsperson does not have the power to order
changes in rules, regulations, policies, procedures, or the behavior of others; however,
the Ombudsperson has an obligation to bring to administrators' attention any policies,
programs, personnel or institutional decisions which he or she believes violates the
rights of students, faculty, or staff.
In short, the Office of the Ombudsperson can help you by listening,
helping to analyze a problem, identifying and explaining relevant University policies and
procedures, helping to identify options, mediating conflicts, and recommending needed
changes in University policies and procedures.
The Office of the Ombudsperson will handle a wide variety of
problems, especially problems that are not being adequately addressed through regular
University channels. If you are unsure of whether a problem can be addressed by the
Ombudsperson, feel free to call the office (319/335- 3608) for advice on the matter. As
the following nonexclusive list suggests, the Office of the Ombudsperson
may be able to help you:
- When you have a situation requiring communication or negotiation
help.
- When you are unsure which policies, procedures or regulations apply
in your situation.
- When you feel a policy, procedure, or regulation has been applied
unfairly or erroneously to you.
- When you have a complaint about an office or service at the
University of Iowa.
- When you want to discuss a sensitive issue in confidence.
- When you are unsure of where to go or what options are open to you.
does
the word 'ombudsperson' mean?
Courtesy of the Merriam-Webster Collegiate Dictionary:
Main Entry: om·buds·per·son
Pronunciation: 'äm-"budz-'p&r-s&n,
'om-'budz, äm-'budz-,
Function: noun
Etymology: Swedish, literally, representative, from Old Norse umbothsmathr, from umboth
commission + mathr man Date: 1959
2 : one that investigates reported complaints (as from students or
consumers), reports findings, and helps to achieve equitable settlements
  
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