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CHAPTER 4 - STUDENTS

University of Texas at Austin                Policy Memorandum 4.140
Office of the President                      August 1, 2005 (revised)

Subject: OFFICE OF THE OMBUDSPERSON

I. Purpose

The University Ombudsperson serves as a neutral third party providing information and assistance to students who have University-related questions or complaints of a nonlegal nature.

II. Scope and Duties

A. The scope of the Ombudsperson's concern extends to all aspects of University life affecting students both academic and nonacademic.

B. The Ombudsperson shall receive, examine, and channel complaints and grievances of students to appropriate University officials and seek to secure expeditious and impartial redress. The Ombudsperson may decline to deal with any case which he or she considers inappropriate for the office

C. The credibility of the Ombudsperson's office rests on its reputation for fairness, objectivity, tact, independence, and respectful concern for the welfare of all members of the University community and the well-being of The University.

D. When investigating a complaint or grievance, the Ombudsperson shall have access to all records ordinarily available to University administrators. University officials and employees involved in a case shall cooperate with the investigation in good faith and in a timely manner.

E. The sensitive and confidential nature of the Ombudsperson's work dictates that office operations be conducted with dignity and integrity. The Ombudsperson shall respect the privacy of all persons who solicit his or her assistance and protect them against retribution.

F. The Ombudsperson shall recommend to University officials in procedures or policies as necessary.

G. The Ombudsperson shall make periodic reports to the President regarding the operation of the Office of the Ombudsperson. In addition, when the Ombudsperson deems it necessary, he or she shall report to the President any valid complaint for which no remedy has been found. The Ombudsperson shall also report any recommendations he or she wishes to make regarding such complaints.

III. Selection

A. When a vacancy occurs, a screening committee composed of four students, two faculty members, and two staff members shall be appointed by the President. The membership of the committee shall be chosen so as to represent the diversity within the University community. The departing Ombudsperson shall assist and advise the committee in soliciting qualified candidates and in informing prospective candidates of the duties of the office, but shall neither serve as a member of the committee nor participate in the screening process.

B. In accordance with established personnel policies and procedures, the screening committee shall review applications for the position and interview candidates as appropriate. In order to be considered, a candidate must:

1. be a student in good standing at The University (neither on academic nor disciplinary probation) and making progress toward an undergraduate or graduate degree;

2. have a UT grade point average of at least 2.5;

3. have been previously enrolled at UT Austin, for two long semesters; and

4. if an undergraduate, be at least a senior in terms of credit classification by the time of employment.

Preferred qualifications for screening should include evidence of an understanding of the administrative procedures of The University, strong written and oral communication skills, effective interpersonal skills, the ability to evaluate objectively the facts of a given situation, and the ability to manage the Ombudsperson's office.

C. In its report to the President, the screening committee shall recommend, in rank order, no fewer than two and no more than four candidates for the President's consideration. If for some reason the President chooses not to appoint any of the individuals recommended by the screening committee, the President shall ask the committee for additional nominations.

D. The Ombudsperson shall be appointed by the President for a one-year, renewable term.

E. The Ombudsperson shall be appointed as a one-half time 1000 code (non-academic) employee and shall maintain established office hours during University working days.

IV. Structure and Organization

A. The Ombudsperson shall report directly to the President of The University. To provide for the smooth operation of the Ombudsperson's office, the President may refer the Ombudsperson to one or more other University offices for day-to-day assistance with accounting procedures, personnel matters and so forth.

B. The Ombudsperson's office shall be jointly funded by The University and by students through the mandatory Student Services Fee, as approved by the President and the Board of Regents.

C. The Ombudsperson may employ, in accordance with University personnel policies, a secretary, part-time assistants, and other staff, as necessary, to fulfill the purpose of the office.

D. The Ombudsperson shall establish simple, orderly procedures for receiving complaints and grievances and shall make all attempts to ensure the case records are maintained in a confidential manner.

E. The University shall provide appropriate space for the Ombudsperson's office.