Ombuds Services
What does an ombudsperson do?
Services provided by the UTC’s Office of the Ombudsperson are for any faculty or staff member. The intent is for faculty or staff to seek ombuds services as a first response instead of, or prior to, filing a formal complaint or grievance. Seeking ombuds services in no way changes or eliminates any other formal options available to faculty or staff for resolving a conflict.
What services does an ombudsperson provide?
Private, Confidential Consultation
Parties can safely express their issues and feelings to the ombuds, who will listen actively, facilitate reflective thinking, clarify facts and assumptions, and assist the faculty or staff member in exploring options for resolving their concerns and determining an action plan to achieve an acceptable outcome.
Fact-finding
The ombudsperson may gather information on behalf of a faculty or staff member, with or without keeping the person’s identity anonymous, through face-to-face meetings, email or phone contact; may serve as liaison between employees (faculty and/or staff), directly involved in a dispute, assisting them in exploring issues, understanding various perspectives and developing a mutually acceptable outcome.
Problem-solving/Mediation
The ombudsperson may facilitate an informal process that assists parties to resolve their concerns in a mutually acceptable way. When mediation is undertaken, an Agreement to Mediate form is signed before the parties begin to discuss their concerns. In the next stage of the process, information is
shared, and issues are discussed. Options are then developed and evaluated before decisions are made about how things can best be worked out for the future. A mediated agreement may be signed which outlines plans, and a follow-up meeting is often scheduled to assess how the plan is working and to modify the agreement if desired. Currently, the UTC ombudsperson is a Tennessee Rule 31 Listed Mediator.
Meeting Availability
At times, the initial phone conversation with the ombudsperson may suffice to provide the necessary services, negating the need for in-person engagement. Alternatively, there may be instances where a more detailed approach is warranted, prompting collaborative planning between the ombuds and faculty or staff to collect additional information or to arrange discussions with other relevant parties. Faculty and staff have the option to provide written materials to aid in these processes. Any documents submitted to the ombudsperson are treated with strict confidentiality and will only be disclosed to others at the express instruction of the concerned individual, except where disclosure is compelled by legal obligations or University policies.
For those seeking assistance from UTC's ombudsperson, several avenues are available for scheduling consultations that align with personal preferences for communication. Appointments can be set up via our accessible scheduling portal, through email communication at [email protected], or by making a call to 423-425-5729. Options for meetings include telephone conversations, online sessions or traditional face-to-face interactions—all tailored to accommodate your comfort and needs.