Office of the University Ombuds

We provide faculty, staff and graduate students with an informal, confidential, neutral and independent resource to address concerns or questions openly without fear of retaliation or judgment.

The Office of the University Ombuds launched in February 2018 in response to recommendations from the University Senate Committee on Women’s Concerns and the Chancellor’s Workgroup on Diversity and Inclusion.

It provides University staff, faculty and graduate students a place to go outside of formal institutional channels, such as Human Resources, the Office of Equal Opportunity Inclusion and Resolution Services, the Office of University Counsel or Risk Management, to address work-related concerns or questions openly and without fear of retaliation or judgment.

Differences from Formal Offices

The Office of the University Ombuds differs from other formal offices, such as the Office of Human Resources, the Office of Equal Opportunity Inclusion and Resolution Services, the Office of University Counsel, or Risk Management—in that those offices can investigate situations, leverage decisions and enforce and set policies. Also, formal offices, such as Human Resources, offer informal conversations and mediation but the discussions may not be considered confidential.

While the ombuds has no authority to take formal action in response to complaints, the ombuds may provide the visitor with relevant information or help to identify formal options available to them in order to move toward resolution.

Neil Powless standing in front of the Hall of Languages.

About Ombuds

Neal Powless G’08 serves as the University ombuds. Powless is a Ph.D. candidate in the S.I. Newhouse School of Public Communications. He earned a bachelor’s degree in psychology at Nazareth College and a master’s degree in counseling at Syracuse University. A National Certified Counselor, Powless previously served as assistant director of the Native Student Program in the Office of Multicultural Affairs and a career counselor with the Center for Career Services.

Confidentiality

All communications and inquiries are confidential to the extent permitted by law. The office will not disclose identities of visitors to the office or the contents of conversations.

Independence

The ombuds operates independently of existing administrative structures and processes and is free of any interference or influence from the University or University administrators.

Impartiality and Neutrality

Ombuds staff are neutral, impartial, third-party resources for University employees and graduate students. They do not take sides for or against any individual, cause or position.

Informality

The office provides informal assistance only. It cannot initiate formal investigations, proceedings or disciplinary processes, nor can it adjudicate cases or change/set aside any rule, policy or administrative decision. It is designed to complement—rather than duplicate—existing grievance procedures.

Example Situations

Concern with a specific University process or confusion about a policy
Having difficulties working or communicating with a supervisor, professor or team
Navigating a possible ethical dilemma
Seeking guidance on having difficult conversations
Finding out about formal processes to resolve problems
Accessing other University resources
Dealing with a specific conflict with a colleague or fellow student
Needing to address a performance issue with a direct report or a student in class

Example Ombuds Responses

Listen carefully and without judgment to concerns
Explain University policies and procedures
Help employees and graduate students explore and evaluate options on how to proceed
Refer employees and graduate students to appropriate University resources
Coach employees and graduate students on effective communication tactics and other means of de-escalating and resolving interpersonal conflicts
Engage in facilitated conversation or conflict management, where appropriate

Information for Undergraduate Students

Undergraduate students are encouraged to continue to avail themselves of the various existing informal and formal processes and services at the University (e.g., the Office of Student Assistance, the Counseling Center, Hendricks Chapel, Health Services, the Office of Equal Opportunity, Inclusion and Resolution Services) to address and resolve issues that might otherwise be handled by the ombuds for employees or graduate students.

Frequently Asked Questions

Taken from the Swedish word Ombudsman, which roughly translates to “representative,” the Ombuds provides fair and equitable services and guidance to faculty, staff and graduate students. An Ombuds is often known as an “ear to the people.”

The University ombuds provides an informal, confidential, neutral and independent resource to address concerns or questions openly without fear of retaliation or judgment from managers or peers.

The University ombuds offers the following:

A safe place to help faculty, staff and graduate students with matters that affect their individual experiences, including employment concerns, ethical issues and interpersonal disputes
Guidance with University policies and procedures
A range of options for each visitor, which may include simply listening, communication techniques, reframing concerns, developing options together and referrals to other offices or resources
Workshops and presentations to individual offices and units that can highlight conflict-resolution techniques

The ombuds may take any number of steps to responsibly address concerns raised, including the following means:

Educating employees and graduate students on effective methods of de-escalating and resolving interpersonal conflicts
Referring employees and graduate students to other University offices or services
Coaching individuals in written and in-person communication techniques
Explaining or clarifying University policies
Assisting individuals in identifying personal goals
Engaging in facilitated conversations or conflict resolution

The University ombuds does not share any information from confidential conversations with University faculty, staff or graduate students, unless there is an “imminent risk of harm.” The ombuds does not keep any permanent records relating to confidential conversations.

The ombuds, who communicates directly with the Chancellor, provides confidential general reports to the Chancellor only to identify trends, advocates for systemic change in needed areas and shares the pulse of campus.

The work of the ombuds helps further promote a supportive, respectful and inclusive campus community.

Email ombuds@hrfjk.com or call 315.443.1087 to request a confidential appointment. Do not include any confidential information in your email.