What is the Ombuds Office and what does
an Ombuds do anyway?
The PSU Ombuds Office was
established in 1994 to provide the students, staff, and faculty with confidential,
informal, objective, and impartial assistance in resolving intra-campus
conflicts and complaints; to promote fair and equitable treatment within
the university; and to work towards the general well-being of the campus
community.
Who can call an Ombuds?
All PSU students, staff, faculty, or administrators
before a situation reaches a formal stage.
What is the Formal Stage?
Union members will follow the process outlined
in their collective bargaining agreement. All other individuals will be
subject to the policies and procedures established by Portland State University.
If you are involved in a formal grievance
process through a union or have consulted with or have an attorney, an
Ombuds cannot assist you.
Speaking to an Ombuds does not constitute
legal notice to the university that a problem exists, and if a matter becomes
a formal grievance or legal action, you cannot request an Ombuds to testify
against, for or in support of your position. The Ombuds can, however, act
as a neutral observer during both informal and formal proceedings.
What can the Ombuds Office do to help
me?
Listen and discuss questions, concerns,
and complaints
Help you develop various options for
resolving conflicts
Answer questions or help find others
who can
Explain University policies and procedures
Facilitate communication
Advise individuals about steps to resolve
problems informally
Advise individuals about formal and
administrative options
Mediate disputes to seek a positive
resolution of problems
Make appropriate referrals when informal
options don't work
Point out patterns of problems/complaints
to administrators
What does the Ombuds Office not do?
We do not participate in formal grievance
processes
We do not make administrative decisions
for PSU administrators
We do not determine "guilt" or "innocence"
of those accused of wrong-doing
We do not assign sanctions to individuals
We do not testify at formal legal proceedings
We do not assume a custodial role for
formal documentation
When should I go to the Ombuds Office?
When you feel you have been treated unfairly
When you have a situation requiring
negotiation or help in facilitating communication
When you are unsure which policies,
procedures, or regulations apply in your situation
When you feel a policy or procedure
has been applied unfairly or erroneously
When you have a complaint about an office,
a service, or a decision at PSU
When you want to discuss a sensitive
question or issue
When you are unsure of where to go or
what options exist to solve a problem
How can the Ombuds Office help me?
By carefully listening and helping to analyze
the situation
By researching and explaining relevant
university policies, procedures, and problem solving channels
By helping you to identify and evaluate
options
By mediating disputes
By initiating non-adversarial, problem-solving
discussions with other involved parties [with your permission]
By making referrals to other campus
and community resources
By striving to help students, staff,
and faculty receive fair and equitable treatment within the university
system
Can the Ombuds Office give me legal advice?
No. The Ombuds Office will advise you of
your rights within the university but does not provide legal advice.
Are there disputes the Ombuds Office
does not address?
The Ombuds Office does not address disputes
between members of the campus community and private individuals, companies
or organizations not affiliated with the Portland State University.
Additionally, the Ombuds Office does
not handle formal grievances, or legal issues of any kind. [You may use
the Ombuds Office before using a formal grievance procedure.]
What about Sexual Harassment?
The Ombuds will listen to your concerns,
and if the situation infers possible sexual harassment, the Ombuds will
advise you they cannot promise confidentiality and encourage you to call
the Affirmative Action Office.
The Ombuds may also call Affirmative Action to advise of a possible issue
of sexual harassment, but will not identify you without your permission.
Who do the Ombuds report to?
Ombuds are independent of all other offices
on campus and are appointed by the President. Ombuds may keep statistical
information on cases, without jeopardizing confidentiality, to help identify
trouble spots or policies and procedures that need updating or improvement.
Ombuds gain a global perspective of repeated difficulties or ongoing systemic
snags. The Ombuds may make recommendations for procedural changes,
but have no power to change decisions.
What will I gain by coming to the Ombuds
Office?
Insight into a complicated situation
A clearer perspective on your issue
or concern
Enhanced ability to deal effectively
with a problem
Identification and clarification of
options
Effective communication skills to resolve
interpersonal issues
No one will know you spoke to an Ombuds,
unless you give permission
What other services does the Ombuds Office
provide?
Suggesting changes in university policies
and procedures
Neutral observation during formal or
informal meetings
Conflict-related consultation with supervisors,
faculty, departments, etc.
