Ombudspersons Frequently Asked Questions

The University Faculty Ombudsperson and Units’ Ombudspersons can provide services for any faculty member who has a concern, issue or a complaint; all FULL TIME faculty at all academic ranks from all Penn State campuses and colleges.

No.

• Assist in conflict resolution;
• Provide a safe and confidential setting where faculty feel respected and where they can be candid and forthright;
• Listen intently and discuss conflicts, disputes, concerns and complaints that faculty have about the functioning of the University, including its policies and procedures, the actions of others and unfair treatment;
• Help faculty evaluate and select among a variety of options to address their concerns;
• Answer questions or help find others who can answer them;
• Analyze situation;
• Explain policies and procedures, and provide information and advice;
• Explore possible solutions, and help to identify and evaluate options;
• Suggest appropriate referrals to other venues.

When the faculty:

• Need to have a confidential discussion about a university related problem;
• Feel a policy or procedure has been unfairly applied to you;
• Need information about faculty rights and university policies and procedures;
• Need help in facilitating a resolution to a work-related problem;
• Need help communicating with other faculty or university administrators;
• Want to know your options for solving a work-related problem;
• Prefer to resolve a dispute in an informal manner;
• Want to know what university resources are available to you.

Ombudspersons do not:

• Advocate for faculty, i.e., assume a non-neutral role;
• Hold hearings;
• Provide legal advice or legal representation;
• Represent faculty in a grievance procedure;
• Address a non-university related problem or complaint;
• Intervene in a formal grievance procedure;
• Overturn decisions by university officials;
• Exceed the role of conciliator and adviser;
• Serve as counsel for either party to a complaint before the Hearing Board.

The University Faculty Ombudsperson has no formal authority. However, they can assist in settlement of disputes.  The University Faculty Ombudsperson may identify systemic conflicts, bringing to the administration’s attention those practices, policies, and aspects of PSU culture that appear to exacerbate tensions or create problems for faculty.

No. The Unit Ombudsperson may take notes to be sure of a comprehensive understanding of the issues. These notes and any documents that may be provided are shredded after consultation is complete. The Unit Ombudsperson’s notes are not subject to open records requests. The Unit Ombudsperson keeps only statistical data and does not keep names in a database.

No. The use of these services is optional.

(edited from Ohio State University)

• By helping to surface information when people are afraid to come forward;
• By helping to clarify and thus to resolve a conflict;
• By helping to develop and evaluate options or courses of action, and assisting visitors or callers in knowing how to pursue an option;
• By identifying dispute resolution alternatives for people who seek options and by referring individuals to appropriate services;
• By looking into a problem informally (with permission) and, when appropriate, presenting recommendations to the visitor or others;
• By recommending systems change to appropriate individuals;
• By coaching visitors and callers on how an issue or concern may be presented more effectively.

(Edited from Massachusetts Institute of Technology)