UNIVERSITY POLICY
SUBJECT: |
STUDENT AFFAIRS |
TITLE: |
STUDENT AND HOUSESTAFF OMBUDSPERSONS
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CODING: |
00-01-25-60:00 |
ADOPTED: |
05/09/02 |
AMENDED: |
09/25/08 |
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This policy requires each School to appoint an Ombudsperson to assist and guide students and housestaff with problems for which they seek assistance.
II. ACCOUNTABILITY
The Deans shall ensure compliance with and implement this policy, with consultation provided by the University Office of Academic Affairs, Office of Workplace Diversity and the Office of Legal Management.
III. APPLICABILITY
This policy applies to each of the UMDNJ Schools.
IV. POLICY
A. Each Dean shall designate an individual at his/her School as an Ombudsperson to serve as a resource for students and housestaff and to guide and assist students and housestaff and the School in the evaluation of options for resolving problems. The Ombudsperson will be independent of the offices and individuals who have notice, compliance, regulatory, enforcement, adjudicatory and disciplinary functions with respect to students and housestaff. The Ombudsperson will have the ability to approach any individual within the School or University administration to facilitate problem resolution.
B. The Ombudsperson will have a set term, which may be renewed by the Dean at the end of each term, and may be removed during any term only for good cause.
C. The Ombudsperson shall maintain confidentiality concerning any student or house officer communications to the extent permitted by law and will not maintain any records relating to consultations or activities except for statistical reporting.
V. PROCEDURES
A. Duties: (See EXHIBIT). The Ombudsperson will be a resource and proponent for fairness for students and housestaff by listening to and discussing with them problems for which they seek assistance. The Ombudsperson will guide students and housestaff by identifying and evaluating options to resolve problems, providing information on other resources within and outside of the University, opening avenues of communication, gathering and explaining information, serving as a neutral conflict resolution office and recommending policy and procedures to address problem areas brought to the Ombudsperson’s attention. The Ombudsperson will be available to students and housestaff in addition to other established channels of assistance, and may refer individuals to those channels when appropriate.
B. Neutrality: The Ombudsperson will not participate in formal grievance or academic procedures, make administrative decisions for the University, determine the “truth” or consider the “guilt” or “innocence” of any parties, act as an advocate for either side in a dispute, assist any student or house officer in a matter for which the student or house officer has sought legal counsel or take any action on behalf of a student or house officer without his/her permission, except when required by law.
C. Confidentiality: The Ombudsperson will maintain strict confidentiality of student and house officer communications to the maximum extent permitted by law. To help achieve this, the Ombudsperson will not maintain any records of any kind relating to its consultations or activities, other than resource materials and numerical reports of frequency of consultation, without any personally identifiable information. When the Ombudsperson receives information that an individual is likely to inflict serious harm to himself or herself or others, or if an individual confesses to serious misconduct or a crime, or if ordered by a court of law, the Ombudsperson will reveal material information only to the extent necessary to comply with the law or prevent serious harm. Despite all efforts at maintaining confidentiality, the Ombudsperson could be subpoenaed to testify or answer interrogatories. In addition, a student or house officer who reports information to the Ombudsperson may intend to put the University “on notice” of an incident of harassment or a crime, which the Ombudsperson may be compelled to disclose so that the University can take action to protect others. To prevent individuals from divulging information with an incomplete understanding of this possibility, the limitations on the confidentiality of communications to the Ombudsperson shall be clearly written, widely published, distributed and explained to students and housestaff before any consultation with the Ombudsperson.
VI. RESOURCES
A. The International Ombudsman Association is an organization of persons who perform the Ombudsperson function at institutions of higher education. It is an invaluable resource for assisting in the establishment of an Ombudsperson office, promoting communication among university Ombudspersons and providing professional development opportunities. It offers peer mentoring and formal training programs for persons new to the Ombudsperson function. Each school is encouraged to explore the opportunities offered. See: http://www.ombudsassociation.org for membership, training and other information.
B. The Office of Academic Affairs and the Office of Legal Management can provide guidance whenever the Ombudsperson requires policy or legal interpretations in order to advise students and house staff.
VII. EXHIBIT
What Ombuds Offices DO; What Ombuds Offices DO NOT DO
By Direction of the President
_____________________________
Vice President for Academic Affairs
What Ombuds Offices DO; What Ombuds Offices DO NOT DO
Adapted from information provided by the International Ombudsman Association
What Ombuds Offices DO:
What Ombuds Offices DO NOT DO :
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