The Ombuds Office is a place where Camosun students can go for help in dealing with conflicts or disputes on an informal basis. The office is independent, impartial and confidential. Our services are free of charge. What is the Ombudsperson? The Office of the Ombudsperson is an impartial service that provides confidential and informal assistance for resolving any Camosun College-related concerns, complaints or conflicts, especially those that are not being adequately addressed through usual channels.The role of the Ombudsperson is ‘preventative conflict resolution’ in practice. The Ombudsperson is available to all College students, including current, former and prospective students. The Ombudsperson does not take sides, but rather will consider all sides of an issue in an impartial and objective manner. The Ombudsperson is independent of the College’s formal administrative structure; this independence ensures a safe, impartial and strictly confidential environment. The Office is funded equally by Camosun and CCSS. What can the Ombudsperson do for me? Listen and clarifyListen carefully to your concerns and ask questions to help clarify themGather all of the relevant facts and objectively review your situationUnderstand your goals and what outcomes you are seekingHelp you to define the problem and identify/evaluate a variety of options toward finding a solutionMake inquiries on your behalfAdvise and informProvide advice on how to access appropriate decision makersMake a referral to other College or community resourcesHelp you understand Camosun policies, procedures and practices that may be relevant to your situationProvide information you need to solve College-related concerns and suggest approaches for managing conflictsHelp you create and analyze workable options and develop a plan of actionProvide advice on informal and formal methods of dispute resolutionProvide guidance in the preparation of an articulate and informative case to assist in reaching a fair resolutionAssist and interveneMake enquiries, collaborate and initiate problem-solving discussions with othersExamine all the relevant evidence and initiate a discussion with other responsible individuals with your permission (for instance, speak with the Registrar, Instructor or Chair)Facilitate effective communication and act as a go-between or intermediaryMediate and exploreHelp you solve a problem or complaint informally and quicklyAssist you in pursuing an effective resolutionAct as a facilitator or mediator for conflicts between yourself and othersMake recommendations regarding solutions or changes to policies and procedures when appropriate When should I contact the Ombudsperson? when you want to discuss a sensitive issue in confidencewhen you have a conflict with another party and need help in facilitating resolutionwhen you have a situation requiring help in communication or negotiation with faculty, staff, students, or otherswhen you are unsure which policies, procedures or regulations applywhen you feel a policy, procedure or regulation has been unfairly applied to youwhen you have a complaint about a course, office or service at the Collegewhen you don’t know who to talk to, where to turn or what options are available What kind of concerns does the Ombudsperson handle? The Ombudsperson is available to handle College-related complaints and concerns that have not been adequately addressed through the usual channels. However, you are in control of the process i.e. you ultimately decide what to do about your situation and can decide to withdraw from the Ombuds service at any time. Some reasons for talking with the Ombudsperson Academicgrade appealsacademic misconduct (e.g. plagiarism)student records and transcriptscourse rules and requirementsperformance feedbackmedical or compelling circumstancesproblems with instructors/placementsacademic probation and readmissionrequests to withdraw from a programlearning environmentNon-academicregistrationtuition & fees / financialfines and refundsparkingdiscrimination & human rightsharassment & bullyingstudent or staff misconductstudent employment on campusgeneral College environment What the Ombudsperson CANNOT do? take sidesbreach confidentialityprovide legal adviceprovide psychological counsellingmake policy and managerial decisionsmake discipline decisionsact as a substitute for formal grievance, investigative or appeals processesparticipate in academic appeals processesintervene in any conflicts with individuals or groups outside the Collegeintervene in any matter covered by a collective agreementaccept notice on behalf of the College Can the Ombudsperson make binding decisions? While the Ombudsperson may comment on or make recommendations for change in Camosun College policy, practice or procedures, the Ombudsperson cannot make or “overrule” College policy or replace established legislative, judicial or administrative rules or procedures. What is the role of the Ombudsperson in the appeal process? Students initiate appealsThe Ombuds Office does not replace the appeal process. The Ombudsperson can provide information about appeal procedures and grounds for appeal and can facilitate communication, clarify issues or problem-solve to assist students in understanding the process and their rights and responsibilities. Advice on organizing and presenting an appeal, or offering feedback on an appeal letter can be provided. The Ombudsperson does not formally represent or advocate for students at appeal hearings.A student appealing an academic decision can receive help from the Ombuds Office in the way of:information about policies and proceduresinformation about how decisions are madeadvice about what to present at the appealan opinion about the merits of a particular casefeedback on a draft letterintervention to facilitate communication, clarify issues or problem solve.Sources: Many thanks to Ryerson University, Confederation College and Lakehead University Office of the Ombudsperson. Student complaint process Are you concerned with an issue about an administrative decision or to do with teaching and learning, other than those involving grades and formal human rights complaints?ComplaintsContact information Office of the Ombudsperson Rob Thompson Ombudsperson 250–370–3405ombuds@camosun.ca