• Listen and help sort/frame issues to help people navigate situations
• Assist people on addressing full spectrum of issues that are university related
• Receive and provide information confidentially
• Identify options and explain policies, process, and UAB procedures
• Coach on how to most effectively articulate concerns
• Share conflict trends quarterly reports for a leaderships review
• Provide mediation or facilitation within an intact group to unpack concerns to design forward facing resolution processes

The Ombudsperson traditionally follows these 5 phases during an initial consultation with a visitor:

1. Welcome & Disclaimer – The Ombudsperson will share their standards of practice, role parameters and functions of the office.
2. Hear Perspectives- The Ombudsperson will actively listen to the visitor’s narrative to understand values, needs and wants. The Ombudsperson will share a neutral perspective to the visitors concerns.
3. Identify Problem – The Ombudsperson will clarify and confirm the visitors concerns. Identify relevant policies and resources that can address concerns
4. Explore Options- The Ombudsperson will offer the visitor options to reduce or resolve the conflict. The path forward is solely the decision of the visitor.
5. Select Intervention Method- Offer additional conflict intervention services to continue the collaborative conversation.

All meetings with the Ombudsperson are voluntary and confidential.

You should contact the Ombudspersons office when you are looking for:

• A confidential safe space to discuss a university related problem.
• An impartial listener.
• An informal approach and process for conflict reduction or resolution.
• Tools and techniques to effectively communicate concerns with others.

You are free to contact the University Ombudsperson’s office any time you are dealing with a university concern and seek conflict management, reduction or resolution assistance. The list of issues presented below while not all-inclusive, do provide indication of typical uses of the Ombudsperson’s informal conflict intervention services and skill set:

• Interpretation of administrative policies, procedure or practices
• Evaluative disputes that do not follow formal processes
• Interpersonal conflicts
• Perceived unethical practices by any UAB community member
• Departmental disputes
• Perceived harassment / discrimination
• Fear of retaliation

• Receive notice of claims against the university
• Conduct formal and fact-finding investigations
• Make or change University decisions, rules, or policies
• Duplicate an existing grievance procedure
• Testify in a formal grievance or legal proceeding
• Serve as a visitor advocate or take sides in conflicts.
• Arbitrate, adjudicate, give legal advice or participate in formal grievances
• Give psychological counseling
• Substitute for formal channels to file grievances or performance concerns.
• Keep records or record meetings 
• Take action to redress sexual harassment, violence or other misconduct.

Yes. Although the Ombudsperson does not participate in formal complaint or grievance processes, we can help you better understand the process and procedures.

The Ombudsperson’s office is situated outside the management structure and reports trends to the Chief Human Resources Officer, The Provost, The Faculty Senate and Staff Senate. The triangulation structure allows the Ombudsperson to function independently and impartially. The office serves as an ear of the people to raise off the record concerns to leadership about complex concerns.

The University Ombudsperson does not disclose and is not required to disclose any information provided in confidence, except to address imminent risk of serious harm. Records pertaining to complaints, inquiry or investigation are confidential and not subject to disclosure outside the ombudsperson’s office. The Ombudsperson does NOT reveal the identity of the visitor without the visitors expressed consent.

The Ombudsperson or Ombuds is a time-tested institution which evolved in the Scandinavian countries. It was aimed at giving the common people a tribunal to which they can readily ventilate their grievances against the government. King Charles XII of Sweden is generally credited with initiating the office of the ombudsman. An official with the title of Hogsta Ombudsman (Supreme Royal Ombudsman) was appointed in 1713. Introduced in the Constitution of 1809, an Ombudsman was appointed by Swedish Parliament, making the office independent from the King. As a Swedish word, it literally means one who represents another.

The Dictionary generally defines Ombudsman as a government official who investigates complaints against the government or its functionaries.