University Ombuds Office Charter

I. Introduction

This Charter defines the terms and operating principles of the Office of the University Ombuds at The New School. It also describes the role, responsibilities, and authority of the University Ombuds, the Office’s relation to the University, and the terms of use for the visitors.

In spring 2015, The New School established a Faculty and Staff Ombuds Office resulting from faculty and staff feedback and discussions with the University’s Social Justice Committee. A consulting Ombuds was brought on to help advise the University in developing the office and serving the faculty and staff community. In the fall of 2016, the University appointed the inaugural full-time Faculty and Staff Ombuds. In 2021, bringing students into the fold of visitors served, the office was renamed to Office of the University Ombuds, serving all members of the University–staff, faculty, and students.

II. Mission

The Office of the University Ombuds at The New School works to support staff, faculty, and students by:

• Providing confidential, independent, informal, and impartial conflict resolution through visitor consultations, organizational advisements, presentations and trainings.
• Offering tailored resource navigation and referrals to help individuals effectively engage with University systems.
• Promoting awareness and access through trainings, presentations, and campus engagements.
• Fostering a more inclusive and responsive University climate through data-informed insights and systemic feedback.

III. Purpose

The New School’s Office of the University Ombuds is a confidential, independent, informal, and impartial resource for all members of the University community. The Ombuds Office practice is to provide a restorative space that fosters reflection, wellness, and safety for visitors to have an off-the-record, confidential conversation regarding their situation. The office serves as an outlet and safe communications channel to help visitors surface and process a challenging workplace-related or academic environment issue, to identify and navigate campus resources, and provide coaching to help, support, and empower visitors. The office is an available resource to staff, faculty, and students who seek assistance with managing, unearthing, or resolving issues related to their academic or workplace environment.

IV. Scope of Services

During the consultation, the Ombuds listens and serves as a thinking partner to help the visitor clarify their goals, consider options, and explore strategies to address their issue. The Ombuds also provides information about University policies and processes and connects visitors to University resources to help visitors determine next steps that best serve their needs and address their concerns. Consistent with the informality and impartiality of the Ombuds, communications with the Ombuds do not constitute notice to The New School.

Any type of work-related issue or complaint may be brought to the Ombuds, including: (i) allegations that may be perceived to be violations of policies, laws, rules, regulations, or codes of conduct or ethics of The New School, or (ii) various other matters, including including security, inappropriate academic or business practices, unethical behavior, health and safety issues, and employee relations. The Ombuds supplements, but does not replace, existing resources and formal channels for conflict resolution.

The Ombuds shall seek to provide early warnings and to identify changes that will prevent workplace and academic environment issues from becoming significant or reoccurring. The Ombuds reports to the Office of the President. The University will provide separate and independent legal counsel, consistent with University policy and practice, for advice on any matters brought to the University Ombuds Office that, in the discretion of the University Ombuds, require such legal counsel.

V. Standards of Practice

The Ombuds Office operates in accordance with the International Ombuds Association’s Code of Ethics and Standards of Practice. The office shares these principles of confidentiality, independence, informality, and impartiality including its scope of services with each visitor and through its promotional materials, website, presentations, and advisements.

Confidentiality

Confidentiality is a foundational element of the Ombuds Office. Communications with the Ombuds Office are confidential and off-the-record and will be protected to the maximum extent permissible by law, except in circumstances where, in the judgement of the University Ombuds (1) failure to do so could result in imminent risk of serious harm; (2) to the extent it is necessary to defend the Ombuds against a formal complaint; (3) with a visitor’s permission, to assist with informal resolution of a concern, or (4) disclosure is required under local, state, or federal law, or a valid court order.

The University fully supports the confidentiality of the Ombuds Office and encourages parties to come forward with concerns early, seek coaching, and adopt conflict resolution strategies as a means to address issues as a complement or alternative to other potentially prolonged options. The Ombuds Office does not keep records for the University with individually identifiable information, or confirm or deny the identity of someone who contacts the office, or discuss a visitor’s concerns in any individually identifying way without the visitor’s permission.

The Ombuds Office is a purely voluntary resource that no one is required to use. As such, it will be understood that those who use this service agree to abide by the terms, conditions, and principles in this Charter and upon which it was established and not call on the Ombuds to testify or produce documents relating to confidential communications in any legal, administrative, or other proceedings. The University has also agreed to respect the terms, conditions, and principles of this Charter and not call on the Ombuds to testify or present documents in reference to confidential visitor communications in any formal grievance procedure, investigation, or other proceedings within the University.

No one is allowed to waive the confidentiality of communications for others. The Ombuds Office will resist any attempts by visitors or third parties to compel disclosure of confidential communications or documents by invoking the terms, conditions, and principles of this Charter and by asserting a claim of confidentiality under any applicable rule or statute under which confidential communications may be protected, including where applicable, rules or statutes dealing with mediation and other methods of alternative dispute resolution.

The Ombuds and the University will cooperate with each other to implement policies and practices to protect the confidentiality of visitor identities and Ombuds' confidential communications. In addition, the University will notify the Ombuds Office of any subpoena or request for the production of documents served on the University seeking disclosure of Ombuds’ confidential communications and seek to cooperate with Ombuds to take all reasonable steps to resist such attempts to compel disclosure of Ombuds’ confidential communications or documents, including filing a motion for protective order or taking other appropriate legal action to resist such attempts.

The Ombuds will maintain any case-related information (e.g., notes, phone messages, appointment calendars) in a secure location and manner, protected from inspection by others and will have a consistent and standard practice for the regular destruction of such information. The Ombuds will prepare any data or reports to be shared with the University or the University's leadership in ways that protect visitor confidentiality.

Independence

By establishing an independent University Ombuds Office, the University recognizes that visitors may confidentially bring forth concerns about areas of the University without fear of retaliation. The Ombuds is, and shall appear to be, separate and distinct, and without interference from any other University entity. The University does not influence or control the substantive work of the Ombuds Office, including with whom the Ombuds meets, management of a concern, or options discussed. The independence of the Ombuds Office is accomplished through the University's creation of the Ombuds Office and endorsement of this Charter. The Ombuds thus holds no other positions within the University and has sole discretion over how or whether to address visitors’ concerns.

Informality

The Office of the University Ombuds provides visitors with an informal, off-the-record, confidential space to detangle conflict and explore strategies and pathways to sort through options regarding their academic environment or workplace concerns. The Office supplements, but does not replace, existing formal processes or University resource offices.

The Ombuds has no authority to impose sanctions, and does not intervene in formal processes, adjudicate on matters, alter policies, or participate in any appeals process. The Ombuds does serve as an information and communication resource for visitors to learn more about University policies, and formal complaint, grievance, or disciplinary processes, or other University resources. As an informal resource, the Ombuds Office is always a voluntary option. No one can be compelled to use the service as a part of any formal, corrective, performance or other process. Given that consultations with the Ombuds are voluntary, informal, and off-the-record, by using this service, parties agree not to record the conversation or use these communications for any formal complaint, grievance, or disciplinary processes.

Impartiality

As an impartial resource, the Ombuds does not serve as an advocate for the University, a particular department or individual; instead, the Ombuds serves as an advocate for fairness. They are not tied to a particular outcome for conflicts brought forth by visitors. The Ombuds aims to support all visitors and parties involved to identify effective communication strategies and seek mutually agreeable resolutions that are fair, just, and consistent with University policies and mission.

To avoid any conflict of interest, the Ombuds does not serve as a voting member of any University committee, participate in any formal process, or hold other positions at the University.

VI. Authority and Limits of the Ombuds

A. Authority of the Ombuds Office

The Ombuds has the authority to help visitors explore a range of options, including both informal and formal procedures, and make any recommendations they deem appropriate with regard to resolving problems or improving policies, rules, or procedures. The Ombuds may also work with visitors who wish to remain anonymous during their engagement with the office. Any member of the University community has the right to consult with the Ombuds and using the office as an available resource is encouraged.

The Ombuds is authorized to contact senior leaders and any member of the University community to gather information with regard to concerns brought forward, to facilitate dialogue and mediate conversations, to raise issues to those in authority, and informally help reach resolution with administrative processes in a timely manner.

While maintaining confidentiality, the Ombuds communicates with University leadership to highlight trends and make recommendations for constructive change to contribute towards a healthy campus climate for all. The Ombuds publishes an annual report on its office’s website inclusive of this information in an anonymized manner.

B. Limits of the Ombuds Office

The Ombuds is an informal resource for all members of The New School including union leadership or union employees for issues that are not governed by existing contracts or ongoing negotiations. The Ombuds does not get involved in union related issues or Collective Bargaining Agreement matters and refers employees to their designated union representative.

The Ombuds is not authorized to receive complaints on behalf of the University. The Ombuds does not participate in any formal investigations of any kind, change or enforce University policies, or make decisions on behalf of the University.

This Charter was approved and adopted by The New School President and University Ombuds on October 29, 2025.