Ombudsperson Powerpoint
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Transcript Ombudsperson Powerpoint
Implementing an
Ombudsperson Policy at USU
Office of the Provost
Utah State University
The purpose of this presentation:
Introduce the ombudsperson policy
Review a set of guidelines for your service
as ombudsperson
Responsibilities of an ombudsperson
Project where do we go from here
In the beginning . . . . .
Define ombudsperson.
Etymology: Swedish, literally, representative, from
Old Norse umbothsmathr, from umboth
commission + mathr man
1 : a government official (as in Sweden or New
Zealand) appointed to receive and investigate
complaints made by individuals against abuses or
capricious acts of public officials
2 : one that investigates reported complaints (as
from students or consumers), reports findings, and
helps to achieve equitable settlements
And we continue . . . . .
See Policy 405.6.5 (at WebCT site)
Expect familiarity with P/T process and Policy 405
Who will utilize ombudspersons?
Every College
Library
Extension
Ombudsperson Guidelines
The ombudsperson is not part of the P/T
committee – he/she does not have a vested
interested in the outcome of the P/T meeting aside
from the process.
The ombudsperson will verify that due process has
been followed at the meeting.
The ombudsperson does not vote during the
decision process.
Ombudsperson Guidelines
The ombudsperson is required to have earned
promotion with tenure, but does not have to be of rank
equal to or greater than the candidate.
For example, a tenured Associate Professor can serve as
an ombudsperson on committees for faculty seeking
promotion from Associate to Full Professor.
The ombudsperson will serve primarily on college
committees.
An ombudsperson may not serve on a department
committee.
The ombudsperson may be asked to serve beyond
his/her college but only in specific circumstances.
Ombudsperson Guidelines
The ombudsperson will be invited to the meeting
in advance but does not have to review the file.
He/she is present to guide the implementation of process,
as outlined in policy 405.
It is the responsibility of the promotion and tenure
committee chair to contact the ombudsperson in
advance to schedule his/her participation.
Ombudsperson Guidelines
The ombudsperson is not permanently assigned
to a promotion and tenure committee. The
ombudsperson will serve as much as his/her
schedule will allow.
However, if a second meeting is required to
complete the committee’s business, then it is
preferable to have the same ombudsperson.
Ombudsperson Guidelines
The ombudsperson will sign the promotion and
tenure committee’s letter indicating that due
process was followed at the meeting.
If the ombudsperson cannot sign a statement
indicating due process was followed at the
meeting, then he/she will report in a memo
irregularities to the department head or
supervisor and the dean or other administrator.
Ombudsperson Guidelines
The Provost’s Office will annually solicit and train a
group of ombudspersons. The Provost’s Office will
maintain the list of university ombudspersons for use on
promotion and tenure committees.
Whereas policy 405.6.5 does not indicate a term or limit
to a term of service, the ombudsperson will be
contacted each year to determine his/her willingness to
serve.
A college may establish a term limit policy to optimize
the rotation of service as ombudspersons.
Responsibilities of the Ombudsperson
At the beginning of a meeting, the ombudsperson
should ask if everyone has review the file; if not,
dismiss the meeting. (The ombudsperson does
not have to review the file.)
Ascertain that there is a current role statement,
signed by the candidate, department head or
supervisor and dean or unit administrator.
The ombudsperson is not to comment on the
contents of the candidate's file.
Responsibilities of the Ombudsperson
The ombudsperson is responsible for making
sure that the rights of the candidate and the
University are protected and that due process is
followed.
Questions of a personal nature are inappropriate.
Assure that the interests of the candidate as well
as the University are fairly represented.
Responsibilities of the Ombudsperson
The ombudsperson may question any procedures that are
out of the ordinary. In general, a typical procedure for the
committee is:
(a) to meet first without the candidate to discuss procedure
and any concerns,
(b) to ask the candidate in to make a statement about
progress toward tenure and/or promotion and answer
questions,
(c) to discuss without the candidate present what the
evaluation will be for this annual review, and
(d) to ask the candidate to return for a summation to share
that evaluation with her/him.
Responsibilities of the Ombudsperson
The level of documentation required for
ombudspersons may be no more than "I certify
that due process was followed."
The primary duty of the ombudsperson is to listen
and to take notes about any concerns.
Any irregularities are to be described in a memo.
The ombudsperson will report any irregularities to
the department head and the dean.
Responsibilities of the Ombudsperson
Discussion should include the candidate's role
statement and how he/she has been meeting role
statement assignments during the past year.
The committee is to focus on the substance of the
file.
The ombudsperson is to focus on process.
Responsibilities of the Ombudsperson
Use the Check List
A template of what to look/listen for
Record who, when, and where
Sign the annual letter as the ombudsperson with a
statement such as:
“I certify due process was followed in this review meeting”
- or “I certify that the above meeting was held in accordance with University
procedures”
Project where we go from here
Overall, we look for an improved process
less unhappiness – candidate, committees, administration
Annually update and refine the process for
soliciting and training qualified ombudsperson
Track the service provided – frequency of service
and nature of interaction / impact
And in the end,
Questions, answers, problems and solutions.
Contact information:
Larry Smith, Executive Senior Vice Provost
Room 142, Old Main Building
[email protected]
telephone: 797-0718
Thank you for the opportunity.