Office of the University Faculty Ombudsperson

Office of the University Faculty Ombudsperson established Sept. 2004

Purpose:The Faculty Ombuds is intended to provide “visitors” with a prompt and professional way to resolve concerns, conflicts, and complaints beyond turning to their supervisors.

Visitors:The Faculty Ombuds is available to all members of the University with faculty and post-doctoral appointments.

Website: http://www.utexas.edu/faculty/council/ombuds/index.html

Office of the University Faculty Ombudsperson Operating Principles

Confidentiality: The Faculty Ombuds will not disclose the name of any individual who has visited the office or issues that were discussed with anyone unless permission to do so has been given by the individual. The only exception to the promise of confidentiality is when the Ombuds has a reasonable concern about possible violence or physical harm.

Neutrality: The Faculty Ombuds provides impartial and objective assessments of any concern brought to the office. As a neutral third-party, the Ombuds is an advocate for equity, fair process, and the fair administration of process, but does not take sides on behalf of any individual or cause.

The office operations are consistent with the Code of Ethics and Standards of Practice of the International Ombudsman Association.

Office of the University Faculty Ombudsperson Operating Principles

Informality: All conversations with the Faculty Ombuds are considered informal and off-the-record. The Ombuds maintains no records (other than statistical data) and does not participate in formal grievances or complaints. Use of the office is strictly voluntary.

Independence: The Ombuds exercises autonomy regarding responsibilities. The Office is independent and is situated outside of the University’s normal administrative structure to better ensure impartiality. The Ombuds neither compels other offices to take specific action nor receives compulsory orders from other offices about how to approach a particular issue. The Ombuds Office reports directly to the Provost of the University (faculty) and Vice-President for Research (post-docs).

How Can the Faculty Ombuds Help You?

Listen to you in a nonjudgmental and objective way Answer your questions or refer you to someone who can Explain how University policies or procedures work Help you identify options to resolving a problem Help you evaluate your options and possible next steps Assist you in informally resolving a dispute or conflict by facilitating

communication, coaching on conflict resolution, or mediating between willing parties

Refer you to the appropriate office should you wish to file a formal complaint Look into perceived procedural irregularities in grievance proceedings Recommend changes to policies/procedures that appear outdated or

problematic Inform University officials about significant trends and patterns of complaints or

problems that appear to be systemic

The Ombuds can:

How Can the Faculty Ombuds Help You?

Take sides or serve as an advocate for any party Maintain official records Unilaterally change rules or policies Set aside a decision or supersede the authority of

another University official Provide legal advice Provide psychological counseling or therapy Participate in any formal grievance process Conduct formal investigations Provide testimony in any court initiated proceeding

The Ombuds cannot:

Consultations During 2010-11 Academic Year

Total of 50 visitors from 8 colleges18 Assist Prof; 9 Assoc Prof; 17 Prof; 4 Lecturers; 2 Post-docs 28 Female; 27 MaleWith permission, consulted with 13 Dept Chairs/Directors & 2 Deans

Tenure & Promotion Discussion (faculty going up 2011)

July 28th (10 faculty attended); August 10th (8 faculty attended)

8 requests for information only Faculty Ombuds continues to work 7-9 hrs/wk Most cases resolved without initiating grievance process Extraordinary cooperation from Deans, Vice Provost,

Provost, Legal Affairs, and other Administrative Officials

Examples and Case Scenarios of Concerns Commonly Brought to the Faculty Ombuds

Have a question or a complaint about an office, service, or decision at the University

Need a mediator or help facilitating communication Perceived inequities in work or pay; treated unfairly Believe a University policy or practice is unfair or confusing Perceived unethical or inappropriate behavior Interpersonal conflicts and problems with workplace climate Concerns about career advancement & job satisfaction or security Advice on having a difficult conversation Problems of institutional non-responsiveness and red-tape Need an impartial and confidential sounding board Are not sure where else to turn for help

Generalizations and Recommendations

Choose actions that best demonstrate fairness and respect, and, where appropriate, advocacy for rewards.

…nonetheless, conflicts will arise (well-meaning bright people sometimes disagree), and most can be resolved amicably.

HONOR CODE

Under the Honor Code, all members of the University community are responsible for treating other members of the community, as well as visitors to campus, fairly, honestly, and respectfully as each of us conducts his or her function at the University.

How Do Faculty and Post-docs Contact the Faculty Ombuds?

Phone: 471-5866 e-mail: facombud@uts.cc.utexas.edu  Office: WMB 2.102 Web: http://www.utexas.edu/faculty/council/ombuds/index.html

Note: An initial phone or e-mail contact typically results in a same-day response or a rapid arrangement of a mutually convenient time for a longer meeting or phone conversation with the Faculty Ombuds.

Welcome Jennifer Sims!!!Staff Ombudsperson

Phone: 232-8205 e-mail: staffombuds@austin.utexas.edu   Office: Bridgeway (BWI) 300