Ombuds Office Principles of Practice
The Grinnell College Ombuds is an active, credentialed member of the International Ombudsman Association (IOA) who practices according to the IOA Code of Ethics (PDF) and IOA Standards of Practice (PDF).
Four principles guide ombuds’ work: Confidentiality, Independence, Impartiality, and Informality.
Confidentiality
- The Grinnell College Ombuds holds all communications in strict confidence (“to the maximum extent permitted by law” and takes all reasonable steps to safeguard confidentiality.
- The identity of visitors to the office, other parties to a dispute, and information shared with the Ombuds is presumed to be confidential.
- The Ombuds will neither answer questions about who may have visited the office nor disclose names or details of the visit, unless the visitor has explicitly given the Ombuds permission to share. Sharing will be restricted to the specified particulars and purposes of the disclosure.
- Exception to the presumption of confidentiality occur when the Ombuds discerns an imminent risk of serious harm that they are otherwise unable to address, or as necessary in defense against a formal charge of professional misconduct.
Independence
- To maximize interests in maintaining an accessible, unaligned, and trusted practice, the Ombuds Office operates as an independent resource in structure, function, appearance, and decision-making.
- The Ombuds reports to the President for administrative purposes.
- The Ombuds has sole discretion in determining how, and on occasion whether, to serve a visitor.
Impartiality
- Organizational Ombuds are often described as designated neutrals. As such, the Ombuds does not represent, advocate, or take sides with an individuals or entity, however, the Ombuds is a resource and champion for fair/equitable treatment throughout the College.
- The Ombuds will avoid conflicts of interest and the appearance of a conflict of interest. If a conflict were to arise, the Ombuds may be able to share suitable resource alternatives.
Informality
- The Ombuds Office is a voluntary, informal, and off-the-record resource for the College community.
- The Ombuds does not act on the College’s behalf, has no authority or role in its formal processes, and does not serve as a point of notice to the institution of any administrative or legal claim.
The International Ombuds Association Standards of Practice can be used as a listing of practices informed by these four ethical principles. Please consult with the Ombuds if specific questions or concerns regarding customary practice or expectation is not addressed in either these IOA documents, the office website, the Ombuds Office Charter, or the Ombuds Office Policies and Procedures.