Ombuds Services Charter

I. Introduction

The UM-Dearborn Ombuds Office (Ombuds Services) is a place where student questions, complaints and concerns about the functioning of the University of Michigan-Dearborn (University) can be discussed confidentially in a safe environment. The Office offers informal dispute resolution services, provides resources and referrals, and helps students consider options available to them. The Office operates independently as a supplement to existing administrative and formal dispute resolution processes and has no formal decision-making authority. The Office is not an advocate for either side in a dispute. Instead, the Ombuds Office is an impartial advocate for fair and consistent treatment. The Ombuds Office also believes that disputes and conflicts can often be "gifts" to help the University understand how it can change and improve. Thus, the Office promotes positive organizational change by facilitating improvements in University policies, procedures, services and systems to better serve students. The University recognizes that the Ombuds Office 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. The Office reports for administrative and budgetary purposes to the Dean of Students. This document defines the privileges and responsibilities of the Ombuds Services Office.

II. Standards of Practice and Code of Ethics

The Ombuds shall practice the International Ombuds 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. The Ombuds 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.

A. Independence

The Ombuds is independent in structure, function, appearance, and decision-making. The Ombuds reports to the highest possible level within the organization and does not report to a function or entity that could affect, or be perceived as affecting, the Ombuds' independence.

B. Impartiality

The Ombuds is a designated neutral and impartial resource who does not take sides or serve as an advocate for any person or entity. The Ombuds avoids conflicts of interest and conduct that could be perceived as a conflict of interest.

C. Confidentiality

Confidentiality is the defining characteristic of Ombuds practice. The identity of those seeking assistance from the Ombuds and all communications with them are confidential to the maximum extent permitted by law. The Ombuds may, at their sole discretion, disclose confidential information when the person seeking assistance gives permission to do so, when failure to do so might result in an imminent risk of serious harm; or as necessary to defend against a formal complaint of professional misconduct.

D. Informality

The Ombuds does not participate in evaluative, disciplinary, legal, or administrative proceedings except for membership on boards or committees as an ex-officio, non-voting, advisory member. The Ombuds is not authorized to make business and policy decisions or conduct formal investigations on behalf of the organization. The Ombuds is not an agent of the organization for purposes of receiving notice of claims against the organization and is not authorized to be a formal reporting channel for the organization on matters brought to the Ombuds' attention except when specifically and expressly mandated by law.

III. Authority of the Ombuds Office

A. Initiating Informal Inquiries

The Office may inquire informally about any issue concerning the University, exercising sole discretion over whether or how to act regarding individual concerns or trends. The Office may initiate informal inquiries into matters that come to its attention without having received a specific complaint.

B. Access to Information

The Office may request access to information maintained by the University if there is a business need to know the information. Consistent with applicable policies and within applicable constraints, University personnel contacted by the Office with requests for information are expected to cooperate and provide information as requested with reasonable promptness.

C. Ending Involvement in Matters

The Ombuds may withdraw from or decline to look into a matter if they believe involvement would be inappropriate for any reason.

D. Discussions with Visitors and Others

The Ombuds has the authority to discuss a range of options available to their visitors, including both informal and formal processes. The Ombuds may make any recommendations they deem appropriate with regard to resolving problems or improving policies, rules, or procedures.

However, the Ombuds shall have no actual authority to impose remedies or sanctions or to enforce or change any policy, rule or procedure.

IV. Limits of the Ombuds Office

A. Receiving Notice for the University

Communication to the Office will not constitute notice to the University about existence of any problem including but not limited to alleged violations of law, regulations, or policies such as sexual harassment, issues covered by whistleblower policy or incidents subject to reporting under the Clery Act or Title IX. Although visitors to the Office may make such allegations, the Office is not a "campus security authority'' as defined by the Clery Act or an "individual with reporting obligations" under Title IX, nor is it required to report these allegations to the University.

B. Putting the University on Notice

Due to the confidential nature of the Ombuds Office, disclosure to the Office is not considered notice to the University. If a user of the Ombuds Office 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 himself or herself.

C. Formal Processes and Investigations

The Office will not conduct formal investigations of any kind. It will not willingly participate in the substance of any internal or external dispute process, outside agency complaints or lawsuits, either on behalf of a visitor to the Office or on behalf of the University.

D. Record Keeping

The Office sets its own record-keeping practices and will create and maintain records in the manner and for the duration that it sees fit. The Ombuds 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 visitors to the Office.

E. Advocacy for Parties

The Office will remain neutral and impartial. The Office will not act as an advocate for any party in a dispute.

F. Adjudication of Issues

The Office 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.

V. Retaliation for Using the Office of the Ombuds

The University and its agents will not retaliate against individuals for consulting with the Office.