University of KwaZulu-Natal Opens First Ombuds Office

The top-tier South African university has created an Organizational Ombuds office and appointed former SA Chief Justice Pius Nkonzo Langa as the first Ombud. According to its terms of reference, the UKZN Ombuds Office serves more than 40,000 students, staff and academic staff. UKNZ is home to the African Ombudsman and Mediators Association, which is primiarily composed of Classical Ombuds, but the Ombuds Office explicitly practices to IOA standards for Organizational Ombuds.

Langa joined the Natal Bar in 1977 and practiced as an attorney handling political trials and on behalf of poor communities and organizations working against apartheid. He was founder member of the National Association of Democratic Lawyers, and served as its President for 6 years. In October 1994, he was appointed as a Judge of the then newly established Constitutional Court of South Africa. He became Chief Justice of South Africa in 2005 and served in that capacity until his retirement in October 2009. Langa served as Chancellor of the University of Natal from 1998 to 2003 later as Chancellor of the Nelson Mandela Metropolitan University. (UKZN Ombuds Office; Wikipedia.)


Related posts: AOMA Publishes First Electronic Newsletter; African Ombudsman Research Centre Opens in South Africa.

Concordia University will Review Ombuds Office

Pursuant to its terms of reference, the Concordia Ombuds Office will be reviewed by a committee of the University's Board of Governors. The  committee will: 1. review the operations of the office; 2. make recommendations with respect to the office; and 3. make a recommendation with respect to the renewal of the Ombudsperson.

A campus organization that advocates for victims of sexual assault is encouraging the review committee to also consider whether the Ombuds Office is accessible, respectful of students' needs, and accountable. Confidential written comments are being accepted until September 30, 2011. (Concordia Notices; SAC Now!)

Related post:  Concordia University Marks 40-Year Anniversary of Riots that Lead to Ombuds Office;Concordia University Invites Feedback on Ombuds' Terms of Reference; Concordia University Ombuds Office Posts Report for 2009-10.

James Madison University Will Establish Ombuds for Faculty

The public university in Harrisonburg, VA has announced that it will appoint its first Faculty Ombudsperson. According to Interim Provost & Senior Vice President for Academic Affairs, Jerry Benson, the initiative began in the Faculty Senate several years ago. The new position will complement the existing Ombuds for student and staff issues by serving as a resource for faculty members.

In addition, the Faculty Ombuds may make recommendations and offer feedback to the Faculty Senate and university administrators regarding policies and procedures affecting faculty. Internal nomination are being accepted through the end of September. JMU Staff Ombuds Cathy Thomas and Student Ombuds Jim McConnell worked on the task force that defined the new position. (JMU Provost's Office; Senate Minutes; Ombuds Charter.)

Cal Poly Pomona Signs Ombuds Charter

On May 31, 2011, California State Polytechnic University, Pomona President J. Michael Ortiz signed a Charter Agreement for the campus Ombuds program, which was established in 2006. The charter covers the purpose and scope of services, standards of practice and code of ethics, authority and limits of the Ombuds, and retaliation. The charter was cosigned by University Ombuds, Lavada Austin. (Cal Poly Pomona Ombuds Charter.)

Related posts: Ombuds Open House at Cal Poly Pomona; Cal Poly Pomona's Interim Ombuds to Retire; Cal Poly Pomona Appoints Ombuds

International Society for Krishna Consciousness Adopts Ombuds Terms of Reference

At its annual general meeting earlier this year, ISKCON's Governing Body Commission adopted terms of reference for its Ombuds Office, ISKCONResolve. The terms of reference are based on the terms of reference for the Ombuds Office at the Massachusetts Institute of Technology and state that ISKCONResolve Ombuds adhere to the IOA Code of Ethics and Standards of Practice. (ISKCON GBC Annual Meeting Minutes, ISKCONResolve Terms of Reference.)

Related post: Ombuds Offer Insights on Dispute Systems Design; International Society for Krishna Consciousness Adds Ombuds.

New Ombuds at Washington University in St. Louis Ombuds Unveils Website and Charter

The Office of the Ombuds at WUSTL has created a website with information about the pilot program that started in September 2010. The page includes a charter document that defines the scope and purpose of the program following the ethical tenants from the International Ombudsman Association.

The site also includes profiles of the Ombuds, Susan Frelich Appleton and Jim Davis, a welcome from the provost, FAQ's, links to campus resources, and brochure. (WUSTL Ombuds.)

Relate post: Washington University in St. Louis Appoints First Ombuds.

After Three Decades, UC Irvine Ombuds Office Earns First Charter

Founded in 1978, the Office of the Ombudsman at the University of California, Irvine operated without a charter agreement until last month. Now, the office headed by Michael Chennault has a document that definitively spells out its purpose and scope of services, reporting line, standards of practice and extent of authority.

According to the new charter, the UCI Ombudsman practices to IOA Standards and also adheres to best practices within the University of California system, as delineated in the “Declaration of Best Practices for University of California Ombuds Offices.” This is notable development because it is rare that a well-established office is able to negotiate a charter agreement. (UCI Ombuds Charter.)

Related post: UC Irvine Appoints Ombuds Office Director; UC Riverside Enacts Ombuds Charter.

Louisianna State University Ombuds Publishes Biennial Report

LSU's Ombuds, Kirsten Schwehm, reports that the number of visitors to her office has increased steadily since she opened the office in 2006. The caseload increased 32% in 2007-08 and 11% in 2008-09. There was an increase in groups of people accessing the office, as opposed to individual visitors. Schwehm also noted that the spring academic semester was the busiest time of year for office traffic.

In addition to reporting on the visitor data, Schwehm also announced that LSU had approved terms of reference for her office. (LSU Ombuds Reports.)

Related posts: LSU Ombuds Office Faces Elimination Under 2011-12 Budget.

Audit by University of Virginia Finds No Record of Bullying, Upholds Role of Ombuds

An internal audit by UVA has found that the University took "appropriate actions" in handling a situation earlier this year at the Virginia Quarterly Review in which an employee committed suicide. The case drew national attention when the decedent's relatives and friends alleged that the suicide had resulted from bullying by the managing editor of the award-winning journal. Now the University is defending its actions and is reiterating that it would have had no notice of complaints heard by the Ombuds.

The audit seems designed to mitigate the University's potential liability, but the report did not absolve the alleged bully entirely, recommending "appropriate corrective action" be taken for his management style. UVA's report also recommended clarification for the handling of personnel complaints, including the role of the Ombuds.

[Audit Suggestion:] Clarity needs to be established for institutional employees regarding the differing roles of Employee Relations, the Ombudsman, the Office of Equal Opportunity Programs and the Faculty & Employee Assistance Program (FEAP). Notifications to at least two of these offices (FEAP and the Ombudsman) are held in strict confidence for the employee and are not considered to be institutional notification. Offices of the President, Vice Presidents, and Deans need to be aware that employee complaints made to their personnel may be perceived to be “institutional notification” more so than if the complaints are made to employees in other offices.

Management response: Clear charters need to be developed and prominently posted in the offices mentioned in this recommendation. The charter should specify whether the office’s employees may or may not hold the complaint in confidence and whether a complaint to the office’s employees constitutes notification to the institution. In each contact with a complainant, the Human Resources personnel should make clear the confidentiality status of the conversation and should refer to the charters explicitly when they are meeting with complainants. In cases such as the University Ombudsman, the charter should be explicit that the employee complainant can expect complete confidentiality and that talking with the Ombudsman does not constitute official notice to the University. In other offices, the default position should be that the Human Resources officer has the duty to report possible abuses and may not offer confidentiality to the complainant. Vice President Carkeek will have responsibility for carrying out these changes.

This would suggest that UVA will be considering a charter and/or revised materials for its Ombuds office. (UVA Internal Audit Department Report; Los Angeles Times.)

Prior posts: Sobering Story of a Suicide Offers Glimpse Into Work of Ombuds; University of Virginia Ombuds Provides More Details About Campus Bullying.

New CERN Ombuds Debuts Website

A website for the Ombuds at the European Organization for Nuclear Research went online yesterday and provides more information about the program that was introduced last month. The page reveals that the Ombuds--Vincent Vuillemin--serves full time for a three year term. The website also references the International Ombudsman Association Code of Ethics and Standards of Practice.

The new site posts the CERN Ombuds Mandate, which is effectively the charter for the office. Materials also include Vuillemin's first presentation about the office and a video of the public meeting when he was introduced to the CERN staff. (CERN Ombuds.)

Prior post: CERN Appoints an Ombuds.

Ombuds for Department of Defense Inspector General Posts First Annual Report

Scott M. Deyo, who became the first DoD IG Ombudsman on March 1, 2009, met with 225 employees in the first seven months on the job -- nearly 14% of the 1,600 DoD IG employees worldwide. Most of the contact resulted from a climate assessment survey, which gave Deyo the opportunity to interview individuals about organizational concerns and to introduce the new Ombuds program.

Deyo reports that employees shared concerns shared related to the DoD IG mission, organization, strategic matters, policies, practices, and procedures. The top three major categories of issues dealt with supervisory relationships, mission, and colleague relationships, respectively. In addition to a detailed analysis of employee concerns, Deyo also provides a history of federal dispute resolution and the Ombuds field, and a copy of the DoD IG Ombuds charter. (DoD IG Ombuds Report FY 2009.)

Related posts: Job Posting; Department of Defense Announces First Ombuds for Inspector General; Progress Briefing from New DoD Ombuds; One Name Added to the List of First Certified Ombuds.

University of Ottawa Publishes Ombuds Terms of Reference

Subsequent to appointing its first Ombuds, the University of Ottawa has posted the chartering document for the program. The document specifies an Organizational Ombuds model that serves all members of the uOttawa community.

The Terms of Reference were approved by the Senate of the University and the Board of Governors of the University and the Student Unions in May 2009, long before the job search was conducted. (uOttawa Administration and Governance.)

Related post: University of Ottawa Appoints First Ombuds.

Office of Personnel Management Unveils Ombuds Program

A new website confirms the new Ombuds program for the federal agency that manages civil servants. The OPM established an Ombudsman Office in January 2010, "to provide a neutral, independent and confidential resource to review, identify, facilitate and timely resolve individual claims, concerns or complaints by OPM customers and employees."

The website explains what the OPM will and will not do and provides answers to frequently asked questions. The site also provides a copy of the office's charter, signed by the OPM Director. According to an OPM organizational chart, the Ombuds Office is headed by Richard B. Lowe and is staffed by one Ombuds, Barbara Malebranche. Lowe has worked for OPM for nearly 30 years and most recently was the Deputy Chief of Staff. Before joining the OPM Ombuds Office, Malebranche was the Director of Employee Relations for the Department of Education. OPM has been recruiting Ombuds, so there may have been several other hires since the org chart was posted in January. (OPM Ombuds Website; OPM Ombuds Charter; OPM Org Chart.)

Related posts: OPM Job Postings; COFO Collaborating With Federal Agencies Creating New Ombuds Programs.

Job Posting: Algoma University

The postsecondary institution in Sault Ste. Marie, Ontario, is searching for an Organizational Ombuds to serve faculty, staff and students. Previously, the university had only an Ombuds for students. This is an initial four-month contract for a pilot project from mid-August 2010 to mid-December 2010.

The position is expected to work 3-6 hours per week for a fixed fee of $5,000 CDN. Applicants should have 3-5 years experience in conflict management, conflict resolution, human resource management, or a related field. The position reports to the presidents of the university and the student union (AUSU). Applicantions are due April 23, 2010. (AU Careers; AU Ombuds Terms of Reference; AUSU Referendum.)

Update 4/18/10: Sault Star.

Alfred University Posts Updated Ombuds Terms of Reference

The small private university in Western New York has published a revised definition of its Ombudsman role. The changes bring the position into line with IOA standards and eliminate the responsibility of the Ombuds for deciding grade disputes.

In addition, the position now serves university employees. Gary B. Ostrower, Phd., has served as Alfred's part-time Ombuds since 2007. (Alfred University Ombuds Description.)

Related post: New Ombuds at St. Bonaventure.

Update: UCAR Trustees Implement Ombuds Program

On October 12, 2009, the Board of Trustees for the University Corporation for Atmospheric Research approved the establishment of an Ombuds Office for employees and visitors. Just days later, a fully realized Ombuds program was unveiled. The UCAR Ombuds Office will operate pursuant to a charter that specifies compliance with the IOA Standards of Practice and Code of Ethics. Wendy Schreiber-Abshire and Richard Valent were appointed to serve as UCAR’s first Ombuds. Abshire has worked at UCAR for over 25 years, including stints in radar meteorology research and field projects. Valent has worked for nearly 40 years in math software support with the UCAR-affiliated National Center for Atmospheric Research. (UCAR Ombuds Office.)

Prior post: University Corporation for Atmospheric Research to Consider Ombuds Program.

Update: ICANN Board Approves Ombuds Protocol

The Internet Corporation for Assigned Names and Numbers Board of Directors has ratified the the operational guidelines for the Office of the Ombudsman. The approved document soon will be translated into five languages. (ICANN Ombuds Blog.)

Prior post: ICANN Opens Comment Period for Ombuds Protocol.

ICANN Opens Comment Period for Ombuds Protocol

The Internet Corporation for Assigned Names and Numbers will take comments from the public until April 12 on the revised Ombudsman Framework. The ICANN Ombuds program is based on the standards for Organizational Ombuds, but serves only external constituents. According to the Framework, the Ombuds has no jurisdiction over complaints concerning internal administrative matters or personnel issues. The ICANN Ombuds also loses jurisdiction if a complainant initiates a formal complaint process or legal proceeding. The ICANN Ombuds is authorized to issue written reports on individual matters and may waive confidentiality if necessary to further resolution of a complaint. Organizational Ombuds will be interested to compare these and other differences in their practice. (ICANN Announcement; Draft ICANN Ombudsman Framework.)

Federal Ombuds Publish Unified Model for Developing an Office

The Coalition of Federal Ombudsmen has completed work on a roadmap for structuring and implementing Ombuds programs. The 110-page guide presents strategies for either workplace or external Ombuds programs that “best fit” an organization. This guide will become the standard reference for federal Ombuds in the US and should be consulted by state and local government Ombuds as well. (COFO Unified Model for Developing an Ombudsman Function.)

The COFO has also updated its website with minutes from its most recent meetings. These reveal that the group continues work on a model Ombuds act and job series study. (COFO Meeting Minutes.)

Related post: SBA Ombuds Offers Model for State and Local Goverment Offices.

Update: University of West Georgia Debuts Ombuds Website and Charter

Less than a year after an Ombuds program was proposed, UWG has hired two Ombuds, signed a charter agreement, and rolled out a website. The home page for UWG's Ombuds Office features links to the IOA Code and Standards, brochure, supplemental information, and terms of reference. The four-page chartering document is endorsed by the University President and Faculty Senate. (UWG Ombuds.)

Prior post: University of West Georgia Introduces First-Ever Ombuds for Faculty and Staff.