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Learn about the Ombuds Office
The University Ombuds Office supports effective communication between faculty, employees and the university. The ombuds staff are multipartial, acknowledging and valuing all perspectives and supports fair treatment for all members of the W&M campus.
The Ombuds Office:
- Provides a professional neutral party that listens to complaints and workplace conflict
- Provides resources and options for resolution
- Offers communication and conflict coaching
- Recommends changes in policies and procedures to appropriate campus units
- Reports trends and patterns to the highest levels of administration
The Ombuds Office does not:
- Provide legal advice
- Replace or supersede existing channels for grievances, complaints, or appeals
- Breach confidentiality or anonymity without permission
- Testify in any formal or adjudicative process
- Conduct formal investigations
- Serve as an agent of notice for the University
- Change or overturn institutional decisions
How does an Ombuds differ from an Employee Relations professional?
Employee Relations professionals formally assist managers and employees of the organization in establishing, following and applying Human Resources related policies and procedures. They can conduct formal investigations as a basis for management action and they can make or modify policy. In addition, they can accept formal notice of a claim on behalf of the organization and may be called upon to testify in formal proceedings. As a result, Employee Relations professionals cannot always extend complete confidentiality to individuals who come forward with concerns. While they seek to ensure fair application of policy, their role is not completely neutral because they are part of the management structure and must directly represent and protect the interests of the organization.
In contract, the ombuds staff provide informal assistance in surfacing and resolving issues and concerns. The ombuds can rrecommend that an organization consider establishing or revising policy, but play no formal role in enforcing or deciding to implement policy. They can act as a neutral party and support a fair process for all members of the organization. Ombuds do not conduct formal investigations. However, they do assist in identifying or creating options for resolution including referrals to formal channels with investigator powers and gathering information to support more informed decisions. The Ombuds Office is not an official office of notice for the organization nor makes decisions on behalf of the organization.
What other resources are available to me?
The Office of Compliance & Equity is responsible for all gender-based harassment and abuse complaints and discrimination complaints that are specific to protected classes (age, sex/gender, race, veteran’s status, national origin, sexual orientation, political belief, disability, or any category protected by the Commonwealth or federal law) and makes sure William & Mary adheres to anti-discrimination laws. The office accepts reports and grievances and conducts internal investigations.
Employee Relations, part of W&M Human Resources, can assist you with questions related to staff concerns and issues related to poor work performance or behavior, grievances, mediation, and performance management.
The regulatory and compliance nature of these professionals require formality and notice, which contradict the principles of the Ombuds Office.
Can I trust the Ombuds Office?
Being an ombuds carries certain professional and legal responsibilities. The office follows the professional tenets outlined in International Ombudsman Association (IOA) standards. William & Mary supports the role of the Ombuds as outlined in the charter documents found on under Related Links.
Who does the Ombuds Office serve?
The Ombuds Office supports all William & Mary faculty and staff. There is also a faculty member who serves as the Graduate (Arts & Sciences) Ombuds for graduate students in Arts & Sciences. The Virginia Institute of Marine Science (VIMS) also sponsors a VIMS Graduate Student Ombuds Team.
Student Affairs addresses student concerns and conflicts, even in their role as student employees. The following units within Student Affairs can be helpful to students.
Where can I find university policies to help me navigate my concern?
You can find university policies in the policy library.
How do I set up an appointment?
You can set up an appointment by visiting Contact Us.
When should the Ombuds office be contacted?
- To discuss a concern with a confidential, neutral party; or
- When other organizational channels have not provided satisfaction
Confidentiality Exception
Confidentiality and anonymity are not possible when imminent harm to self or others is communicated to ombuds personnel and under certain state laws, such as disclosures of minor and elder abuse.