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?
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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.
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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.
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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
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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
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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
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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:
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Larry Smith, Executive Senior Vice Provost
Room 142, Old Main Building
[email protected]
telephone: 797-0718
 Thank you for the opportunity.