What an Ombuds Does
The Ombuds Office provides confidential and informal problem solving for members of
the Michigan Tech academic community, including conflict resolution and mediation
services. We provide services to help individuals resolve their concerns fairly and
informally. Informal conflict resolution services are intended to be employed prior
to initiating any formal grievance procedures.
The Ombuds Office can assist you by:
- carefully listening to you and helping you to analyze the situation and evaluate your
options;
- researching and explaining relevant University policies, procedures, and problem-solving
channels;
- informally mediating disputes between willing members of the Michigan Tech community;
- initiating non-adversarial, problem-solving discussions with other involved parties
(only with your permission); and
- making referrals to other campus and community resources.
What is the Definition of Ombuds?
The name “ombudsman” (om budz man) comes from the Swedish language and literally means
“representative.” An organizational Ombuds is a designated neutral person who is
appointed to facilitate the confidential and informal resolution of concerns of employees,
managers, students and sometimes external clients of the organization. As stated by
the International Ombudsman Association, "[t]he primary duties of an organizational
ombudsman are (1) to work with individuals and groups in an organization to explore
and assist them in determining options to help resolve conflicts, problematic issues
or concerns, and (2) to bring systemic concerns to the attention of the organization
for resolution.”
Confidential
Confidentiality is essential to the work of The Ombuds Office. The Ombuds Office will
not identify you or discuss your concerns with anyone without your permission unless
the Ombudsperson determines that there is an imminent risk of serious harm or the
Ombudsperson is compelled to do so. (For example, an ombudsperson may be subpoenaed.)
Impartial
The Ombuds office provides an impartial and objective resource for the employees
of Michigan Tech and both undergraduate and graduate students. The ombudsperson looks
for ways for individuals and groups to create mutual understanding and benefit. She
considers the rights and interests of all parties and does not take sides. The ombudsperson
has no decision-making authority and does not judge, discipline or reward anyone.
Independent
The Ombuds office officially reports to the President about issues and trends but
is independent of any University structure and will not report individually identifiable
information. The ombudsperson advocates for fair process and its implementation.
Informal
The ombudsperson functions on an informal and off-the-record basis. She listens,
receives and provides information, helps to clarify issues and develop a range of
responsible options. With the permission of the visitor or caller, and at her discretion,
the ombudsperson may seek additional information or clarification to better understand
the nature of a problem. However, she does not create files or documentation about
the cases her office reviews.
The Ombudsperson is not authorized to accept “legal” notice for Michigan Technological
University. The ombudsperson follows no prescribed sequence of steps, and does not
participate in any formal grievance process. If you wish to engage in a formal procedure,
such as filing a grievance or putting the University on notice, the ombudsperson can
give you information about how to do so.
The Ombuds Office
- operates independently as a supplement to existing administrative and formal grievance
procedures and has no formal decision-making authority;
- does not act as an advocate for either side in any dispute; and
- operates confidentially, which means we do not acknowledge who has—or has not—used
the office or its services, without the permission of the parties requesting services.
The Ombuds Officer will
- Listen carefully to your concerns.
- Inform you of the various options that are available to you to resolve your concerns.
- Answer University-related process and procedure questions or put you in direct contact
with others who can advise you.
- Help you to understand the reasons behind various University policies and procedures.
- Facilitate communication between members of the Michigan Tech academic community.
- Help you to determine if other members of the academic community are amenable to informal
conflict-resolution mediation efforts.
- Make the appropriate referrals if and when informal options don't work.
- Periodically point out patterns of problems to the University president for purposes
of continuous improvement.
The Ombuds Office will not
- Offer legal advice.
- Provide any services to members of the University community in disputes with persons
or organizations outside of the University.
- Get involved in any issues specifically addressed by collective bargaining agreements
for employees who are represented by unions.
- Formally or informally investigate the validity of any claims or expressions of concern
brought to the attention of our office.
- Become involved in any disputes that have been filed in a formal grievance process.
- File your concern or disclose it to any University department or unit. Because of
the confidential nature of the ombuds process, bringing a concern to the Ombuds Office does not constitute making formal organization notification to Michigan Technological University
of alleged violations of policies, procedures, or laws.
The names of persons consulting with the Ombuds Office are kept confidential. The
office does not divulge the names of persons seeking or who have sought ombuds services,
nor does it discuss cases with other persons without the expressed permission of the
person(s) seeking services. The only exception to this policy is when the ombuds officer
feels that he/she has been made aware of situations, conditions, or events that might
result in harm to a person or persons.
The office keeps no formal written records and does not "accept notice” of problems
for the University. Consulting the Ombuds Office does not, therefore, constitute making
formal notification to the University of alleged violations of policy, procedures,
or laws.
Faculty, staff, and students seeking to formally notify the University of a concern
or a complaint must
- make notice to another unit or office charged with receiving formal notice of complaints
or concern, or
- request and grant written permission that the Ombuds Office make the appropriate University
office or unit aware of the complaint or concern being raised. The Ombuds Office does
not participate in any succeeding formal grievance procedures.
Frequently Asked Questions
1
What services does the Ombuds Office offer?
We are available to:
- listen to you and discuss your concerns, issues, and questions;
- help you evaluate various options available to address your concerns;
- answer University-related questions or help you to find others who can;
- help you to understand the reasons behind University policies and procedures;
- facilitate communication between members of the Michigan Tech academic community;
- advise you about steps that you might take to resolve problems informally;
- advise you about formal and administrative options for resolving disputes;
- mediate disputes between willing members of the campus community to seek a win-win
resolution of problems; and
- make appropriate referrals when informal options don't work.
2
When should I contact the Ombuds Office?
We encourage you to contact the Ombuds Office if:
- you feel you have been treated unfairly or that an expressed concern has been ignored;
- you have a situation requiring negotiation or help in facilitating communication with
another person associated with Michigan Tech;
- you are unsure which policies, procedures, or regulations apply in your situation;
- you would like to discuss a sensitive question or issue; or
- you are unsure of where to go or what options exist to solve a University-related
problem you are experiencing.
3
Can the Ombuds Office give me legal advice?
Practices and Procedures for the Michigan Technological University Ombuds office:
The Ombuds Office follows the Standards of Practice and Code of Ethics of The International Ombuds Association. You may also be interested in IOA's Best Practices document. In addition, please find more information on the IOA website. The Ombuds Office is a voluntary program established on IOA's Standards of Practice
and Code of Ethics. No-one is required to use the Ombuds Office, but if they do, they
will be understood to have agreed to abide by these principles, including not calling
the Ombuds to testify with respect to confidential communications. The Ombuds Office
will make you aware of University policies and procedures, but cannot and does not
provide legal advice.
4
Are there disputes the Ombuds Office does not address?
- The Ombuds Office does not address disputes between members of the campus community
and any private individual or individuals, companies, or organizations not affiliated
with Michigan Tech. Additionally, the Ombuds Office does not handle or participate
in any formal grievance procedures or legal issues of any kind.
- The Ombuds Office does not involve itself in issues specifically addressed by collective
bargaining agreements for employees who are represented by labor unions.
- Additionally, the Ombuds Office does not handle or participate in any formal grievance
procedures or legal issues of any kind
5
What other services does the Ombuds Office provide?
The Ombuds Office:
- periodically suggests changes in University policies and procedures;
- conducts conflict-related workshops; and
- provides conflict-related consultation with supervisors, faculty, departments, etc.
