FAQ'S

What is an ombuds?
When should I contact an ombuds?
How can I contact an ombuds if I work at a branch campus, UI center, or research station?
What does an ombuds do?
What does impartial mean?
What does confidential mean?
What does informal mean? 
Can an ombuds give me legal advice?
What issues can be brought to an ombuds?

What is an ombuds?

An ombuds (pronounced "om-budz") is an impartial and independent party, trained and skilled in problem solving, conflict management and dispute resolution, who provides confidential assistance to help individuals address concerns and fairly resolve problems.

At UI, the ombuds assists staff, faculty and administrators to resolve work-related problems informally by helping them clarify issues, communicate effectively, access and understand relevant information, identify alternative solutions and work collaboratively to achieve an fair resolution.

When should I contact an ombuds?

You may speak with an ombuds at any time regarding a workplace concern. Exploring a problem--or a potential problem--with an impartial party before the situation escalates into a full-blown conflict can help you respond to your situation more effectively. 

When you meet with an ombuds, the ombuds will listen to you and help you with clarifying your issues and identifying your interests as well as exploring your options.   This process alone often makes it possible for people to resolve their many of their own problems.

How can I contact an ombuds if I work at a branch campus, UI center or research station?

You may call the Ombuds Office or e-mail an ombuds directly (see our "Staff" or "Contact Us" pages) to set up a telephone appointment. While many concerns can be addressed by telephone, if necessary, an ombuds will arrange to meet with you at your work location.

What does impartial mean? 

Impartial means that the ombuds does not favor any side, position, or person in a misunderstanding or dispute. An ombuds does not act, advise, represent or advocate on behalf of any party. An ombuds is an advocate of justice and seeks fairness while working within existing policies and procedures. If an ombuds feels that he/she cannot be impartial or may not be perceived as impartial in any situation, the ombuds will inform the parties to a concern and may recuse him or herself from further participation.

What does confidential mean?

Confidential means that your contact with the Ombuds Office or an ombuds, and the content of your conversations, will not be disclosed to any other party without your consent and the consent of the ombuds. We assert that confidentiality is the privilege of the ombuds and cannot be waived by any party without the consent of the ombuds. There are limits to confidentiality. Confidentiality may not be maintained in the event that an ombuds is told about the intent of an individual to harm him/herself or another person, and as otherwise required by law.

Please note: Electronic mail should not be used to communicate confidential or sensitive information.

What does informal mean?

Informal means that your concerns will be addressed "off the record" and not through official channels or procedures. This allows you to freely explore your concerns and consider options privately. It supports the practice of collaborative problem solving.  

For many problems, the informal approach of working with an ombuds is highly effective and leads to satisfying outcomes.  However, should you decide your concern warrants a different approach, all formal procedures ordinarily available to you remain available.  

Note:  Contacting an ombuds or the Ombuds Office does not constitute notice to the university. Time requirements for filing formal complaints remain in effect. 

Can an ombuds give me legal advice?

No. The ombuds is not a legal expert. An ombuds will assist you with exploring your concerns, identifying, accessing and clarifying relevant university policies and procedures, and generating solutions options.

What issues can be brought to an ombuds?

You may contact the Ombuds Office regarding any work-related issue. The ombuds will let you know if he/she is able to assist you with your concern and will refer you to a more appropriate office, if necessary. Some common concerns are:

Interpersonal or personality conflicts (with a department head,   supervisor or co-worker)
Differences in performance expectations/performance-evaluations
Promotion/tenure
Working conditions
Wages/salary distribution
Benefits
Scheduling
Fairness
Health/safety
Cooperation/teamwork
Respect/trust
Management/leadership
Ethical concerns
Benefits
Personal circumstances

What does an ombuds do?

Listens.  An ombuds actively seeks to understand your concerns, as you experience them.

Helps you analyzing the problem.  An ombuds will assist you in identifying and clarifying your issues and interest.

Provides relevant information.  An ombuds is an information resource and will assist you in finding answers to your questions.

Explains university policies and procedures.  An ombuds will help you to access and understand policies and procedures related to your concern.

Facilitates dialogue.  An ombuds can help you, your co-workers, supervisors, and entire units and departments to communicate more effectively and work collaboratively.

Helps define options.  An ombuds helps parties identify new options and solutions that address their interests.

Mediates disputes.  An ombuds serves as a neutral party and mediator for those parties desiring to resolve a conflict through the mediation process.

Recommends change.  An ombuds makes recommendations for changes in university policy or procedures, when warranted, to ensure clarity, fairness and justice.