Guests: Claudia D’Albini, Mary Durham

Speakers: Claudia D'Albini, Mary Durham UA Ombuds Program - Overview

Ombuds Committee members are nominated by their peers for their interpersonal skills, fairness and objectivity, and are appointed by the University President for two-year terms. Students may be appointed for a one-year term. The Committee is diverse: student or employee classification, gender, race, ethnicity, location on campus, as well as representing a broad range of experience and knowledge of University policies and procedures.

Ombuds follow 4 principles:

Confidential - will not identify you or discuss your particular concerns with anyone unless you give permission during the course of our informal discussions, and only as you permit. Any action taken is at the discretion of the ombuds, considering the interests of all parties. Regardless of permission, do not participate in any formal process. The only exception to confidentiality occurs when that disclosure is necessary to address an imminent risk of serious harm. No records are kept...everything is shredded.

Impartial - As designated neutrals, advocate for fair process, consider the rights and interests of all parties, and do not take sides. Ombuds have no decision-making authority and do not judge, discipline, or reward anyone. Have no personal stake in the outcome of any situation.

Informal - Use of the Ombuds Office is not a substitute for formal procedures, such as filing a grievance. Any communication is off-the-record and does not put the University on notice of a problem. If you wish to place the University on notice, ombuds can give you information about how to do so. Follow no prescribed sequences of steps, and do not participate in any formal grievance process. No records are kept...everything is shredded.

Independent - Are directly responsible to the president, not to any other administrative office. Only report numbers no specific case information. Ombuds work hard to merit trust.

An Ombuds can help you (faculty, academic professionals, administrative and classified staff, students and members of the public) deal with problems you might have with or within the University. They provide an informal means of problem resolution if you have a University-related dispute. An Ombuds is not empowered to change a decision, but through intervention or a clarification, information may emerge to assist in the resolution of the dispute.

People with problems, grievances, questions or complaints may contact any member of the Committee and ask that member to act as a facilitator on their behalf. Contacts are confidential and there is no fee. Ombuds may provide information, direct to the appropriate resources, and, if needed, provide an informal means of problem resolution for individual employees, students, and members of the public who have problems, grievances, questions or complaints regarding the University. Ombuds are prepared to deal with many types of problems and may use informal mediation and/or other problem-solving techniques to facilitate communication and problem resolution between disputing parties.

If Ombuds intervention proves unsuccessful, and the parties proceed to formal hearing, the Ombuds will not disclose any matter discussed with either party. All information received by Ombuds is confidential. The Ombuds Program is not an office of record. Ombuds will not testify or provide statements about cases in which they were involved to grievance or other committees.

If a complaint is about illegal discrimination and/or sexual harassment, the Ombuds will immediately refer the complainant to the Equal Opportunity and Affirmative Action Office for appropriate action.

Ombuds cannot intervene if the employee has already contacted an attorney or if the employee has already begun to address their concerns with a human resources representative. If an employee is already involved in a matter that has reached a disciplinary or termination process it is no longer an informal matter.

Termination of a classified staff employee during his/her probationary period is not subject to Ombuds intervention.

Ombuds cant assist in a personnel dispute if a hearing before a University grievance panel has already occurred and the proposed decision has been sustained by the hearing board, or person is represented by counsel.

Core values are: Civility, respect and fairness

Ombuds made 407 contacts last year: 47 staff, 215, students, 43 appt, 40 faculty, other 62,, community or another university, etc. highest category employee supervisor dispute

So far there have been 419 contacts in 08: 41 staff, 30 fac, 41 appt, 216 students, 61 other

Ombuds doesnt work on policy making although they may identify policies needing changes to keep situation from happening again in the future.

Once ombuds are called issues are routed to the best person for efficient and readily available interaction. Ombuds receive mandatory and ongoing training and are volunteers without additional compensation. Currently made up of 12 staff, 14 appt, 9 faculty. A call goes out every other year in Dec for volunteers. There will be a call this December. To be an ombuds you need the support of your supervisor. Coordinator tries to spread cases out so that no one volunteer is too taxed by duties. Ombuds can restrict hours as necessary for vacations, personal time or hectic schedule.

In comparison with dispute resolution which usually pits people against one another and is more formal: mediation, arbitration and court.

Purpose - give individuals the opportunity to participate and determine the solution. Greater probability for healing if worked out informally rather than when someone acts as judge.

Goals to help the campus environment be free of conflict. Resolve confusion, misconceptions, etc. When working with callers we introduce them to strategies and give them tools to keep problems from getting out of hand in the future. Take an interest based approached rather than position. Dont take sides help folks work through a grievance. Allows people to get their needs met rather than arbitrarily settle a problem.

Listening is the primary tool of ombuds. Sometimes just getting the problem out it can help resolve a solution of someone not being heard. Ombuds is a voluntary action so no one can be forced to participate. Can work with one party or both parties. Never tells someone what to do but do identify their options and resources available.

Cannot serve as an advocate. One cannot be neutral when taking a side. Help people to advocate for themselves and the process. Must be contacted by one of the persons involved not a 3^rd party. Speaking to an ombuds does not serve as a notice of action due to confidentiality. Do not create written agreements. Cant be called to court as a witness.

Ana Rodriguez is our rep on SPEBAC and President has asked for all areas to get feedback from staff on how we should be saving money due to budgetary issues. Joyce Childers, Diana Rix, Lauren Bivona, Randy Livingston, Jannelle Weakly are willing to help come up with a letter to address staff suggestions. Strategic cuts will be needed: student service and research should be saved to keep our excellence in these areas strong. Once the budget cuts are known our feedback needs to go in at a timely manner. Decentralizing to departments seem to be a way thing have been changed. Combining programs needs to happen if cuts are to be made strategically. Send suggestions on nonmonetary ways to support staff during times when raises arent available. Spring closure an idea for cost savings as an unpenalized close. Use of .49 or .75 employees than 1 fte. Cabinet looking into 4 day summer schedules.

Elections: Need new officers for next year. Forms will go out next week. Anyone willing to run must have been a SAC member for a year though this requirement may change in the future. If you want to run for office contact Randy or Grace.

President - Randy willing to run
Vice president -
Admin vice president -
Treasurer - Jean willing to run
Secretary - Grace willing to run
Parliamentarian -

Looking at Westward Look due to cost of travel to Ramsey Canyon that was originally planned. Come up with goals, committees, conference, membership. Inviting new provost Meredith Hay (send her an annual report - Lupe) in the morning for breakfast to speak with us. Takes the place of our July meeting and is not vacation time but development time. Claudia, Lupe, Angie are working on plans.

New members present: Phyllis Kabins from Col of Nursing, Diana Rix from Eve Weekend Campus, Eddie Gomez from Intl Admissions, Alvia Gandara from Summer reg

New business - University Compensation Advisory Team (UCAT) needs to be deleted as it no longer exists.

Meeting adjourned at 4:15 pm

Respectfully Submitted by Grace Aranda