FAQ

Ombuds is a shortened form of “Ombudsman,” which is derived from a Scandinavian term for a government official appointed with a measure of independence in service to the people. The historical roots for the term invoke ideas of trustworthiness, integrity, and raising awareness.

As organizational ombuds, a commitment to impartiality is one of our fundamental principles. This means we do not take sides in a dispute or advocate for the institution or anyone else as a representative. We can, however, act as a thought partner to help you identify possible advocates or other supportive resources.

You are encouraged to consult with an ombuds whenever you are facing a Carolina-related question, challenge or concern. You can reach out at any time while navigating a difficult situation, particularly during the early stages when there might be more options. We are always happy to have a conversation, and if a situation is important to you, then it is important to us.

Your consultation with an ombuds will provide a protected space for talking through challenging situations and considering potential next steps. Read more about what to expect from an ombuds appointment and how to prepare.

We welcome individuals and groups of any size when scheduling a consultation on how to navigate a challenging situation. When an ombuds is needed to facilitate a conversation between two or more people, we prefer to meet with all participants individually first. Please let us know how many visitors to expect when scheduling.

A commitment to confidentiality is one of our fundamental principles. One example of confidentiality in practice is that an ombuds consultation does not produce any identifiable records on behalf of the University. We do monitor office utilization through anonymized, aggregate data.

Confidentiality is a defining principle of the Ombuds Office. We do not keep permanent, identifying records on behalf of the University, and we take all reasonable steps to safeguard both the fact that a person has visited the ombuds office, and the content of their conversations with an ombuds. You can schedule an appointment with our office by phone or email, and the ombuds consultation itself can take place by phone, through Zoom, or in person at our office on Franklin Street, whichever method is most comfortable and makes sense for your needs.

Education is an important part of our mission, and we are committed to increasing the capacity for thoughtful decision-making and constructive conflict engagement on campus through workshops, presentations, and other professional development activities. While we do not typically facilitate an entire retreat agenda, these activities can be appropriate for one session of a longer event. Learn more here or email us at: ombuds@unc.edu.

If you are seeking facilitation assistance due to anticipated tension or communication difficulties prior to a particular meeting or event, please make an appointment for an ombuds consultation.

We sometimes provide informal mediation or facilitation services when parties are seeking a protected space for structured conversation. Everyone would need to agree to participate in the conversation and, since this is an informal process, it is not “on the record,” and the outcome is not binding on any participant. Informal mediation or facilitation can be a helpful option in a difficult situation, but it may not be the only or best option for your needs. As a first step, please contact our office to set up a meeting to discuss your goals.

Scheduling an individual consultation with an ombuds can provide an opportunity for thinking through your situation and weighing all options. While an informal mediation facilitated by the Ombuds Office can often help with deescalating or otherwise managing a conflict, it is not the only option. Working through a conflict can also involve individual actions, one-on-one conversations, or seeking help from trusted colleagues, supervisors, or other campus resources.

If you are considering “going on the record” with a problem by filing a complaint, report, or grievance, then we can work with you to think through your options. It can often be helpful to have an impartial thought partner when clarifying your concerns and goals before considering how, when, and where to begin a formal action. Working with the Ombuds Office is always voluntary, whether or not you are considering a formal action as a next step.

As ombuds, we adhere to a set of principles distinguishing us from other offices and resources on campus. Notably, our structural and operational independence gives us a distinct and different vantage point on all matters that come to our office. Ombuds consultations provide a confidential space where you can talk freely and remain in control of what, if anything, you choose to do next. We are also an informal resource, which means we are off the record, we are not a formal office of notice for the University, and we will not participate in any evaluative, disciplinary, legal, or administrative proceedings on campus.

If a colleague would benefit from our services, please provide them with our brochure and contact information. No one is required to work with the Ombuds Office, and we encourage you to stress the voluntary nature of our services in situations where your referral could be perceived as a requirement.

We are not an office of notice for the University. This means communication with our office is not a pathway for officially informing the University about a problem or concern. Speaking with an ombuds does not put an issue “on the record,” and we do not accept or deliver reports concerning specific issues.

In a broader sense, the Ombuds Office can draw out general themes from our work and bring these insights to campus leadership while maintaining our commitment to preserve the confidentiality of our office visitors.

If you want to deliver a report anonymously or otherwise, speaking with an ombuds can help you think through how and where to do so. We will help you communicate with more clarity and focus, and we can describe pathways where you might raise your concern.

Commitments to independence and informality are among our fundamental principles. We do not have authority to establish, enforce, change, or set aside any University policy, procedure, or administrative action. During ombuds consultations, we will help you explore your agency and power to pursue change. We can also describe patterns, raise insights, and bring systemic concerns to University administrators that may lead to more informed decision making or serve as a catalyst for change.

There are many different types of power, and every member of the campus community contributes to the University’s culture, climate, and well-being.