The Ombuds Office will not disclose the identity of a visitor or the substance of confidential or identifiable communication, written, spoken, or otherwise unless the University Ombudsperson:
The University of Oklahoma created the Ombuds Office with the understanding that information shared with the ombudsperson is held strictly confidential, unless it falls into one of the above noted exceptions. The Ombudsperson is not considered a mandatory reporter for purposes of the University’s obligations under Title IX.
The University fully supports the confidentiality of the Ombuds Office. It encourages parties to voluntarily come forward, confidentially share their concerns, and attempt early and collaborative resolution instead of resorting to prolonged grievances or litigation. The opportunity for a frank and confidential discussion of issues, options, and possible outcomes is necessary to achieve a mutually acceptable outcome.
The Ombuds Office shall not participate in any formal process inside or outside the University, unless compelled to do so by court order or applicable laws.
The Ombuds Office shall always be a neutral and impartial resource and shall not take sides or advocate on behalf of any individual or cause. The University Ombudsperson will impartially consider the interests and concerns of all parties involved in a situation.
Consistent with its position of neutrality, the ombudsperson cannot and will not participate in formal proceedings of the University or the Board of Regents that concern issues visitors have discussed with the Ombuds Office. It will not participate in formal off-campus proceedings unless legally compelled to do so. Furthermore, the ombudsperson shall avoid involvement in matters where there may be a real or perceived conflict of interest, i.e., where the ombudsperson’s private interests interfere with the neutrality of the Ombuds Office. When a real or perceived conflict of interest exists, the ombudsperson shall take appropriate action to disclose and/or avoid the conflict. The ombudsperson shall comply with University and Board of Regents’ policies related to conflicts of interest.
The University of Oklahoma has established the Ombuds Office within the Office of the President, which allows visitors to voluntarily and confidentially discuss concerns from any area of the University without fear of retribution or ridicule. The Ombuds Office is staffed by the University Ombudsperson, who reports to the Vice President of Executive Affairs in the President’s office. The University Ombudsperson is an employee of The University of Oklahoma but does not represent University administration or management. The University Ombudsperson exercises sole discretion over whether and how to act regarding individual matters or systemic concerns.
The Ombuds Office functions independently of all other organizational entities.
The Ombuds Office provides informal assistance to visitors and other involved parties who voluntarily use its services. It does not accept formal complaints, nor does it conduct formal investigations. It will not participate in formal adjudicative processes, outside agency complaints, or lawsuits unless legally compelled to do so. Instead, the Ombuds Office provides visitors with an opportunity to informally collaborate to accomplish mutually acceptable outcomes. As an informal resource, the Ombuds Office is always a voluntary option. It is not a required step in any formal process that is available at the University or through the Board of Regents.
