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FAQs
Who can use the ombudsman’s office?
The Ombudsman is available to all members of the Meharry Medical College community, medical students, graduate students, residents, postdoctoral fellows, clinical and basic science staff, physician-educators, staff, academics, and all faculty. Ombuds services are available for currently enrolled and employed members of Meharry Medical College ONLY.
What does the ombudsman actually do?
First, the ombudsman will listen to you in a non-judgmental and objective manner.
If appropriate, the ombudsman will help you obtain information, review policies and procedures, and help you evaluate your options and possible next steps. The ombudsmen may be able to answer your questions or find others who can provide you with the answers you seek. The ombudsman can assist in the informal resolution of a dispute or conflict by facilitating communication, coaching conflict resolution or mediating between willing parties. The Ombudsman can also advise on formal and administrative resolution options and make recommendations where informal options have not been successful.
Is the office really confidential?
The Ombudsman will keep confidential the fact of your visit and anything you tell the Ombudsman, unless you give the Ombudsman permission to disclose specific issues with specific people in order to resolve the conflict. The only exception to the promise of confidentiality is in cases where there is an imminent danger of harm to oneself or others.
How confidential is the information I give you?
The ombudsman will usually not take notes of the conversation or just note reminders of the tasks that need to be completed. All materials used during the case are routinely shredded. Any documents with visitors’ names are also shredded. Materials you give to the Ombudsman will not be kept, but will be returned to you or destroyed if you wish. The office itself is locked and all identifying information is also kept in a locked filing cabinet. The office is established in accordance with the Standards of Practice and Code of Ethics and other guidelines issued by The Ombudsman Association.
If the office is confidential, why does the ombudsman visit deans and HR managers?
When the ombudsman meets with the dean or the HR manager, it is because a visitor to her office gave her express permission to do so. He may be conveying a problem and looking for help solving a problem or seeking clarification for a visitor. The ombudsman must maintain a working relationship with managers and others and may meet with such individuals regularly to discuss situations where the ombudsman is authorized to speak with that person. The ombudsman may also meet with members of the medical school community to learn about various resources, plan training initiatives, secure referrals, and discuss general issues.
Ombudsmen attend various large meetings to learn about changes in the school and will attend committee meetings as an ex officio member.
There are so many resources at school – where should I go first?
Meharry Medical College created an ombudsman office to serve as an additional resource—the school wanted more points at which problems could be resolved. Many people decide to turn to the ombudsman when they don’t know where to go. This is a perfectly good reason to visit the ombudsman. Others may come as a last resort when all other avenues have been exhausted. Many people come into the office when they are overwhelmed or losing sleep over a situation and just need to hear themselves explain the situation or need help from a neutral person to sort things out.
Can I get legal advice from the Ombudsman?
No, he does not practice advocacy in that role.
When is it appropriate to contact the ombudsman and make an appointment or discuss the problem over the phone?
- When you are not sure where to go or what options can help you solve a problem.
- When you wish to discuss a sensitive issue or problem.
- When you feel you are being treated unfairly.
- When you believe that college or school policies are not being followed.
- When you have a complaint with the administrative office at the Faculty of Medicine.
- When you are unsure which policies or procedures apply to your situation.
- When you need help communicating with another member of the school.
- When you want to mediate or otherwise informally resolve a dispute or conflict.
- When you don’t know where else to go.
How can the ombudsman help me?
The ombudsman can help you by listening carefully and helping you analyze your situation, helping you identify and evaluate your options, and researching and explaining the relevant college or school policies. The ombudsman can, with your permission, initiate discussions with others involved in the issue and, where appropriate, assist in direct communication or act as a shuttle diplomat or mediator between the parties. The Ombudsman can provide coaching in dealing with any situation of concern. Some visitors just want a safe place to ‘vent’, they may not want action taken on their behalf.
What does the ombudsman not do?
The Ombudsman is not involved in any way in formal complaints processes, does not adjudicate or adjudicate outcomes, has no line authority to make any administrative or other decisions within the College, does not decide the guilt or innocence of anyone accused, and does not reprimand or punish individuals.
The Ombudsman will not recognize who has or has not used the Ombudsman’s office without the express consent of the person concerned.
The Ombuds does not resolve disputes involving private individuals, companies, or organizations not affiliated with Meharry Medical College. The Ombudsman works only with individuals affiliated with the Meharry Medical College.
How will I benefit from a visit to the ombudsman’s office?
You can get a clearer view of your problem or concern and better insight into your situation. You can walk away with an expanded list of options and clarification of policies and procedures. You can receive training on effective means of dealing with conflict and increase your skills in managing difficult conversations. You may simply gain peace of mind from having discussed your situation with someone unrelated to you who can be objective and knowledgeable about medical school. Because your visit is confidential, no one else will know about your concerns or the fact that you have visited. This can be especially helpful if you’re worried that talking about the problem might negatively affect you in some way.
Why does the ombudsman not use e-mail?
Email is not a confidential method of communication. The Ombudsman does not use e-mail for substantive discussions as it creates a record. The Ombudsman does not keep records and shreds all documents used in connection with the case. Email cannot be shredded or destroyed. The ombudsman will respond electronically to a request for a meeting or phone call.
If I contact the ombudsman with a problem, does that mean notifying the college?
No, in keeping with the office’s informality, neutrality and confidentiality, communications with the Ombudsman’s office do not alert the college or school to the content of these communications.
If you want to report a problem or concern or make a complaint or complaint, the Ombudsman can refer you to the appropriate person or authority, or see the list of resources on this website.
How can the ombudsman be neutral when the college pays his salary?
The Ombudsman is paid by Meharry Medical College as a neutral, confidential, and independent resource for members of the medical school community to resolve complaints and disputes. The Office of the Ombudsman adheres to the Ombudsman Association’s Code of Ethics and Standards of Practice, which require the Ombudsman to be independent of management and remain neutral. The Ombudsman strives to provide impartial and neutral assistance to all members of the medical school community.