Officials consider creating ombudsman office

After the implementation of EthicsPoint, Seattle U is considering the creation of a new Ombudsman Office.

First approved by the Academic Assembly three years ago, the project has since been on the books but is now receiving more attention.

An ombudsman office is an independent resource promoting fair and equitable treatment in an organization. It requires secure offices and a computer database independent of the Seattle U network to ensure any information stored will remain within the office. Including the cost of hiring an administrative assistant and retainers for outside legal council, the total cost of the proposed office is estimated to be between $200,000 and $500,000.

The trustees allocated money for the office in this year's budget and it could be years more before the office is created.

Currently, funding for such an office is being deliberated in a budget that is already limited.

The entire faculty, which is represented through the Academic Assembly, has voiced its support for the hiring of this position.

"The creation of this office lends to the full development of this school," said Ted Fortier, former president of the Academic Assembly.

Fortier headed research on the office for the assembly in 2006, when the assembly first deliberated the creation of this office.

The newly created office would be placed in a low traffic area of the university in attempt to promote a secure and anonymous atmosphere for disclosure from visitors. The proposed office would adhere to the International Ombuds Association's standards of practice and code of ethics, which state that an ombudsman is to remain confidential, impartial and independent in structure, function and appearance. As an informal resource an ombudsman does not participate in any formal adjudicative or administrative procedure related to concerns brought to their attention.

The ombudsman is an office supplementary to a formal grievance process, not a replacement of that process. The office provides a secure environment where concerns about violations of school procedures or policy can be voiced.

It is the ombudsman's job to facilitate a dialogue presenting the best possible options. The ombudsman does not act on behalf of anyone as all talks are held in strict confidence.

Seattle U's current grievance procedure does not guarantee one will remain unnamed after voicing a concern. In some cases your anonymity could hinder an investigation.

"Currently [there are] no ways to go about a process like this where you can remain completely anonymous," said McKenzie Weber, ASSU vice president of university affairs. "You can ask that you remain anonymous, but there's no guarantee."

The ombudsperson hired would fill a part-time position. A part-time hire means the office's focus will be narrowed to the concerns of faculty and staff. Creating this office has long been an option favored by faculty representatives, according to Fortier.

Two main points of debate exist around the issue. One is the monetary cost for creating this new office. The other is over the exact process of filing grievances.

"[There is] a lot of debate about which model to use," Fortier said.

Seattle U is unsure of who the office would report to. According to the IOA's standards of practice, an ombudsman is to report to the highest possible level of the organization while remaining independent in function.

The ombudsman office at most universities is set up to bring statistical reports to the president, or in some cases, the provost. The reports summarize office activity while omitting information on individual visitors' cases.

Current president of the Academic Assembly, John Strait and former assembly president Nalini Iyer have worked to raise the issue to the assembly in the past. Strait intends to raise the debate again this spring.

Zachary may be reached at zdunn@su-spectator.com.
Fernando Sioson contributed reporting to this story.