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1. INTRODUCTION
   
   ����ӰҵFaculty and Staff Ombudsperson (hereinafter “the Ombuds”) provides a mechanism where faculty and staff questions, concerns, and feedback about the functioning of the University and personal work interactions can be discussed confidentially in a safe environment. ����ӰҵOmbuds office was created to help fulfill the University's commitment to its faculty and staff and to assist with faculty and staff support, retention, improved collaboration and communication, and improved experience. ����ӰҵOmbuds can also assist with belonging efforts and help to identify and address systemic issues and trends.
   
   ����ӰҵOmbuds offers an informal setting where concerns can be expressed, potential solutions can be explored, resources and referrals can be made, conversations can be facilitated, and the faculty or staff member can find ways to proceed that fit their situation. ����ӰҵOmbuds operates independently as a supplement to existing administrative and formal dispute resolution policies and processes and has no formal decision-making authority, nor is it an office of notice. ����ӰҵOmbuds is not an advocate for either side in a dispute. Instead, they are an impartial advocate for fair and consistent treatment.
   
   Disputes and conflicts can often be opportunities to help the University understand how it can change and improve. Thus, the Ombuds promotes positive organizational change by facilitating improvements in University policies, procedures, services, and systems to better serve ����Ӱҵ University’s mission. ����ӰҵUniversity recognizes that the Ombuds serves an important role and public interest as a mechanism for amicable, prompt, and economical dispute resolution that may in many instances be preferable to formal grievance procedures and other proceedings.
   
   This document defines the privileges and responsibilities of the Ombuds.
    
2. STANDARDS OF PRACTICE AND CODE OF ETHICS
   
   ����ӰҵOmbuds shall follow the International Ombudsman Association (IOA) Standards of Practice and Code of Ethics. These require that the Ombuds shall function independently of their organization, observe confidentiality and neutrality, and limit the scope of their services to informal means of dispute resolution. ����ӰҵOmbuds shall be truthful and act with integrity, shall foster respect for all members of the University, and shall promote fairness in the content and administration of the University’s practices, processes, and policies.
    
   1. Independence
      
      ����ӰҵOmbuds is independent in structure, function, and appearance to the highest degree possible within the University. ����ӰҵOmbuds will exercise sole discretion of whether and how to act regarding individual matters or systemic concerns. To the extent permitted by law, the Ombuds has access to all University officials and records as needed to carry out the functions of the office.
       
   2. Neutrality
      
      ����ӰҵOmbuds shall not take sides in any conflict, dispute, or issue. ����ӰҵOmbuds shall consider the interests and concerns of all faculty or staff visitors impartially with the aim of facilitating communication and supporting fair and equitable processes and outcomes. ����ӰҵOmbuds serves no additional roles within the University that would compromise neutrality and shall avoid involvement in matters where there may be conflict of interest.
      
      ����ӰҵOmbuds will remain neutral and impartial. ����ӰҵOmbuds will not act as an advocate for any party in a dispute; the Ombuds will not represent the University or faculty or staff visitors.
       
   3. Informality
      
      ����ӰҵOmbuds, as an informal resource, does not investigate, arbitrate, adjudicate or in any other way participate in any internal or external formal process or action. When a formal investigation is requested, the Ombuds shall refer individuals to the appropriate office or individual. Use of the service will be voluntary and not a required step in any grievance process or University policy. As set forth more fully below, the Ombuds neither acts as agent for, nor accepts notice on behalf of, the University, but may refer individuals to the appropriate place where formal notice can be made.
       
   4. Confidentiality
      
      ����ӰҵOmbuds holds all communication with those seeking assistance in strict confidence and takes all reasonable steps to safeguard confidentiality. ����ӰҵOmbuds does not disclose the identity of faculty or staff visitors or the content of conversations unless permission has been given by the faculty or staff visitor to do so. Communications between the Ombuds and others are considered confidential to the fullest extent recognized by law. There are two exceptions to this pledge of confidentiality: (1) when the Ombuds determines that there is an imminent risk of serious harm; (2) as required by ����Ӱҵ University policy or state or federal law.
      
      If the Ombuds pursues an issue systematically (e.g., provides feedback on trends, issues, policies, and practices), the Ombuds will do so in a way that safeguards the identity of individuals.
       
3. AUTHORITY OF THE OMBUDS
    
   1. Discussions with Faculty and Staff Visitors and Others
      
      ����ӰҵOmbuds has the authority to discuss a range of options available to their faculty and staff visitors, including both informal and formal processes, referrals to other resources, generic inquiries, and a variety of conflict management approaches. ����ӰҵOmbuds may make any recommendations they deem appropriate with regard to resolving problems or improving policies, rules, or procedures.
      
      If a faculty or staff visitor to the Ombuds would like to initiate a grievance or other formal process, the Ombuds will provide that person with information so that the person may do so themselves.
       
   2. Initiating Informal Inquiries
      
      ����ӰҵOmbuds will be entitled to inquire informally about any issue concerning the University, exercising sole discretion over whether or how to act regarding individual concerns or trends. ����ӰҵOmbuds may initiate informal inquiries into matters that come to its attention without having received a specific complaint.
       
   3. Access to Information
      
      ����ӰҵOmbuds may request access to information related to faculty or staff visitors’ concerns from files and offices of the University. Any University personnel contacted by the Office with a request for information are expected to cooperate and provide information as requested with reasonable promptness to the extent permitted by law.
       
   4. Confidentiality Resides with the Ombuds
      
      Confidentiality resides with the Ombuds, rather than to any party to an issue. Faculty  and staff visitors to the Ombuds cannot “waive” confidentiality.
       
   5. Ending Involvement in Matters
      
      ����ӰҵOmbuds may withdraw from or decline to look into a matter if they believe involvement would be inappropriate for any reason.
       
   6. Assistance After Investigations or Formal Processes
      
      Once a formal process has concluded, faculty and staff may return to or visit the Ombuds, not as a result of the formal process, but for assistance with residual, informal conflict or concerns. ����ӰҵOmbuds has no authority to enforce, overturn, or participate in formal processes but may assist faculty and staff visitors with managing such informal conflicts or issues.
       
4. LIMITS OF THE OMBUDS
    
   1. Receiving Notice for the University
      
      Except where the Ombuds is required by law, university policy, and/or this Charter to report, communication to the Ombuds will not constitute notice to the University. Because the Ombuds’ services are designed to be a confidential resource for informal conflict management, communication with the Ombuds is intended to be “off-the-record.”
       
   2. Putting the University on Notice
      
      If a faculty or staff visitor to the Ombuds would like to put the University on notice regarding a specific situation, or desires that certain information be provided to the University, the Ombuds will provide that person with information so that the person may do so themselves.
       
   3. Formal Processes and Investigations
      
      ����ӰҵOmbuds will not conduct formal investigations of any kind.
       
   4. Reporting
      
      ����ӰҵOmbuds may maintain statistical data to assist in reporting trends and giving feedback, but only in a manner that reveals no information that could be used to identify individual faculty or staff visitors to the Ombuds.
       
   5. Adjudication of Issues
      
      ����ӰҵOmbuds does not have the authority to adjudicate, to impose remedies or sanctions, to compel others to impose remedies, or to enforce or change University policies or rules.
       
5. PROCEDURES/OPERATION
   
   ����ӰҵOmbuds shall establish consistent procedures, approved by the Provost and Vice President, People, Culture and Belonging, to which the Ombuds shall adhere, and which shall be made available upon request. ����ӰҵOmbuds shall also publicize the independent, neutral, informal, and confidential nature of their services, and explain these ethical standards to each faculty and visitor.
   
   ����ӰҵOmbuds may use the assistance of administrative staff to coordinate visitor scheduling. ����ӰҵStandards of Practice, Code of Ethics, and other guidelines outlined in this document with respect to confidentiality and the identity of faculty and staff visitors to the Ombuds shall apply to such staff member(s).
    
6. RETALIATION FOR USING OMBUDS SERVICES
   
   ����ӰҵUniversity and its agents will not retaliate against individuals for consulting with the Ombuds.
    
7. PROCEDURE FOR REVOCATION OR REVISION OF THIS DOCUMENT
   
   This Charter will be reviewed at least once every five years by the Ombuds, Associate Provost for Faculty Affairs, and Vice President, People, Culture and Belonging with the Ombuds initiating the process. Any of these may request a review before five years have lapsed. 

Charter recommended by Faculty Senate and Staff Council, December 2024. 

Approved by the Provost and Vice President, People, Culture and Belonging , January 2025