A phone call or written correspondence is received from a constituent.
- The nature of the issue is evaluated (example: information only, are options available, is further review needed; what action is needed, by whom?).
- If constituent seeks a response and has not undertaken measures to address the issue through established avenues at the college, the ombudsperson notifies the party of the proper avenues to follow.
- Certain non-routine matters are addressed with the appropriate college or district official with respect to identifying options for resolution.
- Where appropriate and upon request, the ombudsperson makes recommendations for the consideration of the appropriate college official.
The level or extent of involvement by the ombudsperson on any issue depends upon the nature of the issue. The Office of Public Stewardship is committed to having concerns and issues reviewed in a full and timely manner, but cannot guarantee the specific resolution that will transpire.
Examples of the types of matters that the ombudsperson might address:
- Allegations of fraud, misuse of public resources, threat of danger to a person or the institution, policy non-compliance, enrollment irregularities and conflict of interest
- Responding to a student inquiry why he or she cannot receive a reduced tuition;
- Assisting a member of the community to obtain a public record document;
- Fielding requests to reprint Maricopa copyrighted materials.
Code of Ethics
The IOA is dedicated to excellence in the practice of Ombudsman work. The IOA Code of Ethics provides a common set of professional ethical principles to which members adhere in their organizational Ombudsman practice.
Based on the traditions and values of Ombudsman practice, the Code of Ethics reflects a commitment to promote ethical conduct in the performance of the Ombudsman role and to maintain the integrity of the Ombudsman profession.
The Ombudsman shall be truthful and act with integrity, shall foster respect for all members of the organization he or she serves, and shall promote procedural fairness in the content and administration of those organizations' practices, processes, and policies.
The Ombudsman is independent in structure, function, and appearance to the highest degree possible within the organization.
NEUTRALITY AND IMPARTIALITY
The Ombudsman, as a designated neutral, remains unaligned and impartial. The Ombudsman does not engage in any situation which could create a conflict of interest.
The Ombudsman holds all communications with those seeking assistance in strict confidence, and does not disclose confidential communications unless given permission to do so. The only exception to this privilege of confidentiality is where there appears to be imminent risk of serious harm.
The Ombudsman, as an informal resource, does not participate in any formal adjudicative or administrative procedure related to concerns brought to his/her attention.
IOA STANDARDS OF PRACTICE
The IOA Standards of Practice are based upon and derived from the ethical principles stated in the IOA Code of Ethics.
Each Ombudsman office should have an organizational Charter or Terms of Reference, approved by senior management, articulating the principles of the Ombudsman function in that organization and their consistency with the IOA Standards of Practice.
Standards of Practice
- The Ombudsman Office and the Ombudsman are independent from other organizational entities.
- The Ombudsman holds no other position within the organization which might compromise independence.
- The Ombudsman exercises sole discretion over whether or how to act regarding an individual’s concern, a trend or concerns of multiple individuals over time. The Ombudsman may also initiate action on a concern identified through the Ombudsman’ direct observation.
- The Ombudsman has access to all information and all individuals in the organization, as permitted by law.
- The Ombudsman has authority to select Ombudsman Office staff and manage Ombudsman Office budget and operations.
NEUTRALITY AND IMPARTIALITY
- The Ombudsman is neutral, impartial, and unaligned.
- The Ombudsman strives for impartiality, fairness and objectivity in the treatment of people and the consideration of issues. The Ombudsman advocates for fair and equitably administered processes and does not advocate on behalf of any individual within the organization.
- The Ombudsman is a designated neutral reporting to the highest possible level of the organization and operating independent of ordinary line and staff structures. The Ombudsman should not report to nor be structurally affiliated with any compliance function of the organization.
- The Ombudsman serves in no additional role within the organization which would compromise the Ombudsman’ neutrality. The Ombudsman should not be aligned with any formal or informal associations within the organization in a way that might create actual or perceived conflicts of interest for the Ombudsman. The Ombudsman should have no personal interest or stake in, and incur no gain or loss from, the outcome of an issue.
- The Ombudsman has a responsibility to consider the legitimate concerns and interests of all individuals affected by the matter under consideration.
- The Ombudsman helps develop a range of responsible options to resolve problems and facilitate discussion to identify the best options.
- The Ombudsman holds all communications with those seeking assistance in strict confidence and takes all reasonable steps to safeguard confidentiality, including the following:
- the Ombudsman does not disclose confidential communications unless given permission to do so in the course of informal discussions with the Ombudsman, and even then at the sole discretion of the Ombudsman;
- the Ombudsman does not reveal, and must not be required to reveal, the identity of any individual contacting the Ombudsman Office, nor does the Ombudsman reveal information provided in confidence that could lead to the identification of any individual contacting the Ombudsman Office, without that individual’s express permission;
- the Ombudsman takes specific action related to an individual’s issue only with the individual’s express permission and only to the extent permitted, unless such action can be taken in a way that safeguards the identity of the individual contacting the Ombudsman Office.
- The only exception to this privilege of confidentiality is where there appears to be imminent risk of serious harm, and where there is no other reasonable option. Whether this risk exists is a determination to be made by the Ombudsman.
- Communications between the Ombudsman and others (made while the Ombudsman is serving in that capacity) are considered privileged. The privilege belongs to the Ombudsman and the Ombudsman Office, rather than to any party to an issue. Others cannot waive this privilege.
- The Ombudsman does not testify in any formal process inside the organization and resists testifying in any formal process outside of the organization, even if given permission or requested to do so.
- If the Ombudsman pursues an issue systemically (e.g., provides feedback on trends, issues, policies and practices) the Ombudsman does so in a way that safeguards the identity of individuals.
- The Ombudsman keeps no records containing identifying information on behalf of the organization.
- The Ombudsman maintains information (e.g., notes, phone messages, appointment calendars) in a secure location and manner, protected from inspection by others (including management), and has a consistent and standard practice for the destruction of such information.
- The Ombudsman prepares any data and/or reports in a manner that protects confidentiality.
- Communications made to the ombudsman are not notice to the organization. The ombudsman neither acts as agent for, nor accepts notice on behalf of, the organization and shall not serve in a position or role that is designated by the organization as a place to receive notice on behalf of the organization. However, the ombudsman may refer individuals to the appropriate place where formal notice can be made.
INFORMALITY AND OTHER STANDARDS
- The Ombudsman functions on an informal basis by such means as: listening, providing and receiving information, identifying and reframing issues, developing a range of responsible options, and – with permission and at Ombudsman discretion – engaging in informal third-party intervention.When possible, the Ombudsman helps people develop new ways to solve problems themselves.
- The Ombudsman as an informal and off-the-record resource pursues resolution of concerns and looks into procedural irregularities and/or broader systemic problems when appropriate.
- The Ombudsman does not make binding decisions, mandate policies, or formally adjudicate issues for the organization.
- The Ombudsman supplements, but does not replace, any formal channels. Use of the Ombudsman Office is voluntary, and is not a required step in any grievance process or organizational policy.
- The Ombudsman does not participate in any formal investigative or adjudicative procedures. Formal investigations should be conducted by others. When a formal investigation is requested, the Ombudsman refers individuals to the appropriate offices or individual.
- The Ombudsman identifies trends, issues and concerns about policies and procedures, including potential future issues and concerns, without breaching confidentiality or anonymity, and provides recommendations for responsibly addressing them.
- The Ombudsman acts in accordance with the IOA Code of Ethics and Standards of Practice, keeps professionally current by pursuing continuing education, and provides opportunities for staff to pursue professional training.
- The Ombudsman endeavors to be worthy of the trust placed in the Ombudsman Office.