How The Ombudsman Can Help

The Role of the Ombudsman
The ombudsman typically hears concerns about situations that interfere with productive work or study. Concerns may involve a colleague, advisor, instructor, supervisor or co-worker. Issues may include academic advancement, interpersonal conflicts, harassment, and policy clarification. The ombudsman can offer unbiased and impartial perspective, and provide guidance and information on fair process, policies, and rights. The ombudsman can help analyze and assess avenues for conflict resolution, including assistance and coaching with both written and verbal communications. Provided all parties agree, the ombudsman may facilitate conversations through shuttle diplomacy, informal mediation, or be present in a discussion as a neutral.

The ombudsman can:

• Help the visitor develop strategies and weigh options
• Help clarify interests and goals
• Strategize about a conversation with a manager or colleague
• Assist in writing a response regarding performance management or disciplinary issues
• Facilitate a difficult conversation or negotiation
• Facilitate contact with human resources or dean's office
• Identify other resources at the University available to the visitor
• Clarify policies and practices, provide information

Visitors often choose to come to the Office because it is informal, assures confidentiality, and is independent from University administration. Speaking with the ombudsman is off the record.

Resolving Problems
The visitor may be concerned about retaliation, loss of control or loss of privacy. In a work or teaching environment that is team oriented and/or highly competitive, coming forward may risk damaging important relationships, impacting career opportunities or bringing into question one's loyalty to the team. Because the Office is informal and confidential, the visitor and ombudsman can assess risks and explore options about how addressing an issue might be done safely and effectively.

Visitors are often concerned about career management in the work or academic environment. These concerns include advancement, loss of one's position, performance management, and compensation and benefits. It is not uncommon for the visitor to report inappropriate behavior of a manager or colleague is intimidating or disrespectful. When weighing options, the visitor will consider how his or her decision will impact ongoing relationships.

Each situation is different and it is the visitor's decision about what next steps may be feasible. If efforts have been unsuccessful in resolving conflict, often new communication strategies (both verbal and non-verbal) can be effective. Setting appropriate professional boundaries often improves difficult relationships.

Kinds of Issues Brought to the Ombudsman Office
Any issue may be discussed with the ombudsman. Visitors' issues may involve concerns with a colleague, advisor, advisee, supervisor, instructor, or co-worker. Typical issues include