What is an ombuds?
An ombuds (also known as an ombudsperson, ombudsman, or ombuds officer) is often described as a designated neutral, providing confidential and informal assistance on a variety of issues and concerns. Ombuds will assist with informal conflict resolution or management, when appropriate, by facilitating communication between parties to maximize potential for mutually satisfactory solutions.
Who can go to the Ombuds for help?
The Ombuds Office is a resource available to all members of the Grinnell College Community: students, staff, and faculty who voluntarily choose to utilize its services are welcome to visit. In addition to thinking of the Ombuds as an impartial ear in working through conflict, Ombuds can be thought-partners in generating systems-solutions, and serve as an early-warning mechanism for trends and patterns.
Is the Ombuds Office a place to make a formal report?
Discussions with the Ombuds are “off the record” and do not constitute formal notice to Grinnell College. The Ombuds is not authorized to accept notice of claims against the College. If you have a complaint and want to pursue a formal remedy, the Ombuds can share contact information for the appropriate office and/or help identify additional possible options.
Does the Ombuds act on anonymous complaints?
No, the Ombuds cannot act on behalf of or as a representative for any individual, including an anonymous one. Action is the prerogative of the visitor, with whom the Ombuds will discuss details informing options for action that the visitor may opt to take. Given the confidential nature of the role, anonymity with the Ombuds is unnecessary. Please know that there are anonymous reporting options on campus, however, the ability of the receiving unit to investigate or otherwise follow-up is often limited in such cases.
What happens to information shared in the Ombuds Office?
As a matter of practice, the Ombuds does not create, maintain, or act as a custodian of institutional records. Any brief notes during or after a meeting, are meant to serve as a memory aid while a visitor’s case is active. Notes will not contain identifying information. Data collection is done in a confidentiality-respecting manner. Anonymized data is used in the office’s annual report and may be discussed in meetings with appropriate leadership.
Will the Ombuds participate in formal proceedings?
The Ombuds Office is a resource used by visitors on a voluntary basis with the understanding that the Ombuds must practice in accordance with the principles of confidentiality, independence, impartiality, and informality. The Ombuds does not participate in any internal or external formal process, for example, to testify or serve as a witness with respect to confidential communication in grievance processes or formal judicial or administrative hearings.
What about sexual harassment or misconduct?
The Ombuds is a confidential resource, even regarding sexual harassment and misconduct concerns. You can expect the Ombuds to listen to your concerns, compassionately and respectfully, and to help you understand your options, including additional resources and formal reporting options. The Ombuds will not report sexual harassment or misconduct without your express permission.
Can anyone retaliate against me for going to the Ombuds?
Grinnell College is committed to protecting staff, faculty, and students who visit the Ombuds Office from reprisal or retaliation by others in the College community. Begin with safeguarding your privacy, for example, you need not share that your “personal” lunchtime appointment is with the Ombuds. Please see the question below.
May I use work time to consult with the Ombuds regarding work-related concerns?
Employees may request a reasonable amount of time from supervisors for appointments to visit the Office of the Ombuds during working hours. Employees who prefer not to notify their supervisors of a visit to the Ombuds Office, may arrange with the Ombuds for a noon or after-hours appointments. Alternatively, employees may use vacation time for appointments.
Can I still file an appeal if I go to the Ombuds Office, and my issue is not resolved?
Appeal rights do not change if informal resolution is attempted but be aware that formal grievance and appeal processes have filing deadlines that must be met in order to proceed. On rare occasion, a filing deadline may be extended if a party is working towards resolution through the Ombuds Office (only Human Resource Services may grant such an extension). Take advantage of the Ombuds Office services well before a filing deadline arrives. This will allow for pursuing informal resolution, and if necessary, adequate time to grieve or appeal.
I’ve got a situation that I think somebody at the College needs to know about. Can I rely on the Ombuds Office to handle it without my getting involved?
The Ombuds welcomes discussion of any type of concern and will help visitors identify existing options and appropriate next steps. However, the office is not a point of notice for the College and does not “handle” matters for visitors. The Ombuds does not conduct investigations, adjudicate matters, issue findings, or take administrative action against an individual.
Will the Ombuds be my spokesperson and represent me?
No, ombuds are independent and impartial third parties. They do not advocate for an individual, side with a particular person in a dispute, and do not represent individuals (units or the College) or act on their behalf. In instances where concerns point to a procedural unfairness or other inequity, the Ombuds may advocate for appropriate remedy.
I want to use the Ombuds Office to resolve a conflict with my colleague, but my colleague doesn’t want to participate. What do I do now?
Consider visiting with the Ombuds to explore how to manage the interpersonal conflict. Techniques to identify your primary conflict style (and perhaps your colleague’s) may help generate options for communication and behavioral changes to implement in order to minimize the stress or discomfort that often accompanies conflict.
If you are considering visiting with the Ombuds and have a question unaddressed in the FAQs, you are welcome to make a phone inquiry at 641-269-9399.
If you have not initiated contact with the Ombuds and are curious why they are reaching out to you, a few possibilities are shared below.
Why is the Ombuds contacting me?
The Ombuds is a voluntary resource. Visits with the ombuds may not be mandated, nor may services such as facilitated dialogue or informal mediation be required. Ombuds services are typically initiated by inquirers and visitors to the Ombuds Office; however, the Ombuds may reach out to you in a variety of circumstances. Most commonly:
- At the request of a visitor, when deemed appropriate by the Ombuds and express permission to share specific information has been given, the Ombuds may reach out to help facilitate communication with other involved individuals; this may include an ask to gauge interest in a dialogue or mediation opportunity with the visiting party.
- At the request of the visitor, as above with appropriateness and permission, as a means of apprising you of a visitor concern or experience, when they might not yet be ready to communicate it directly; or to seek additional information or perspective, pertinent to potential resolution.
- When the Ombuds determines that sharing anonymized data or particulars (with permission) on the emergence of a pattern or trend because, for example, you are situated to implement a procedural change or otherwise address the matter. In other words, providing feedback on visitor experience for your consideration.
- When the Ombuds is not empowered to share information by a visitor, but rather to gather information from individuals with insight into a particular process, event, or occurrence, you may be contacted.
Thank you for being a welcoming and engaged colleague.