What does the office do?
The Offices of Ombuds exist to assist staff, post-docs, graduate students, faculty members and medical students, informally and confidentially, in understanding and resolving a variety of workplace issues. Such issues may range from perceptions of unfair or discriminatory treatment to a desire to better understand formal complaint procedures to a concern about apparently unethical or unprofessional practices. In addition, the Offices of the Ombuds reports, without identifying information, statistical data or trends showing particular problems, so that university officials can take corrective action or otherwise improve the situation.
Who are the Offices of the Ombuds intended to serve?
The Offices of the Ombuds are intended to serve all university staff, postdocs and graduate students. There are also ombuds available to assist faculty and medical students.
Ombuds? Why such an unusual name?
The name “Ombuds” is derived from the Swedish “Ombudsman,” originally a government official who investigated citizen complaints against government officials. In the United States, the function has been modified and used in a variety of organizational settings including government agencies, corporations, and colleges and universities. Generally, as the workforce became more diverse, such organizations and those employed there found the ombudsman useful in promoting communication, resolving disputes and making the climate more inclusive. We use the term ombuds as simply a shortened, gender-free form of both ombudsman and ombudswoman.
What is distinctive about the Offices of the Ombuds?
Four principles—Confidentiality, Independence, Neutrality, and Informality—are of crucial importance in the effective functioning of the Offices of the Ombuds. Taken together, these four principles set the Offices of the Ombuds apart from any other university service or unit. The four principles together make the office a special part of Washington University.
- Confidentiality is vital. Neither the names of visitors nor their concerns will be divulged outside the office without express permission. Visitors can rest assured that the questions and issues they bring to the ombuds will go no further without their explicit approval. The only exceptions would occur in the rare situation when there is an imminent risk of serious physical harm occurring without prompt direct intervention by appropriate personnel or when a court orders disclosure of information, despite the University’s effort to maintain the confidentiality of communications with the Offices of the Ombuds.
- The Offices of the Ombuds are independent and free standing. It is not a part of and does not report to Human Resources, General Counsel or the Executive Faculty. Personnel in the Offices of the Ombuds are appointed by the Dean of the School of Medicine but function independently of that office. Of course, the Offices of the Ombuds cannot make decisions for these administrators nor can it override their decisions and policies. But where and when appropriate the ombuds can assist in explaining, negotiating, and mediating. Personnel in the Offices of the Ombuds have direct access to the senior administrators of the university. Because of its independence, the Offices of the Ombuds are not authorized to receive official notice for the university.
- The Offices of the Ombuds are neutral and impartial. The offices do not take sides. The mission of the ombuds is to listen, to understand, to explain, to discuss options, to weigh alternatives, and to point out possibilities and consequences.
- The Offices of the Ombuds are informal and conversational. They keep few records and makes only statistical reports that may illuminate trends or continuing concerns. The primary mission is to help individuals, confidentially, one at a time.
When should I go to the Offices of the Ombuds?
If you want or need to discuss a sensitive issue or question regarding your assignment or employment; if you need a question answered, but don’t know whom to ask; if you think you may have been treated unfairly or arbitrarily; if you become aware of practices that you think are questionable, but don’t know whom to tell or don’t want to be involved; if you need help communicating productively with a co-worker, a supervisor, a mentor or an adviser, you can make an appointment with the ombuds.
What concerns are likely to be brought to the Offices of the Ombuds?
Perceived or apparent inequities in assignments, perquisites or pay. Concerns about inappropriate behavior or speech, particularly as they affect workplace or learning conditions. Questions about performance evaluation, promotion and retention. Concerns about practices risking or adversely affecting health and safety. Concerns about compliance with relevant public laws and regulations or university policies.
What can the Offices of the Ombuds not do?
The Offices of the Ombuds do not provide psychological counseling and cannot give you legal advice, nor can it testify on your behalf in legal proceedings. Moreover, the Offices of the Ombuds cannot receive notice on behalf of the university and cannot require any person at the university to take action to resolve issues brought to the ombuds. The Offices of the Ombuds cannot take part in formal appeal or grievance procedures and will not undertake formal investigations. The ombuds will try to find answers to questions to assist in the informal resolution of difficulties and in doing so may engage in informal inquiries to the extent the ombuds has the visitor’s permission.