Frequently Asked Questions

Faculty Ombuds services are available to all tenure track and non-tenure track faculty on all Kent State University campuses.

Contact the Faculty Ombuds when you:

• have a question, conflict, idea, concern, or suggestion
• want to gather information about your options
• need to have a difficulty conversation
• want to know how a formal process works and who to contact to get it started
• have a conflict or concern and want to talk it through with a skilled, neutral listener
• want to improve your communication and collaboration skills
• have tried other avenues to resolve a situation and need a new approach

The Ombuds will schedule a visit with you for 1 to 1.5 hours, depending on your needs. The Ombuds will begin by explaining their role and the principles that guide their work, including confidentiality and its limitations. You will have the opportunity to ask any questions about the office before sharing anything with the Ombuds.

The Ombuds will then invite you to explain your situation and the Ombuds will listen carefully and without judgment. The Ombuds may take personal notes as you talk to help them organize their thoughts but will not share those notes with anyone and will destroy them once the visit is over. Next the Ombuds will help you identify the underlying issues and interests and may reframe or help you think about different perspectives on the situation. The ombuds can also give you information about university policies and procedures and may provide referrals to other resources when appropriate.

The Ombuds will help you brainstorm next steps, strategies, and constructive approaches, and may make suggestions about options for you to consider. However, the Ombuds is neutral about what you decide to do, and you will make any decisions about how to proceed. You may want to take time after the visit to think about your options, gather more information, or try out some of your options. You can schedule one or more follow up visits if you wish for further assistance.

Visiting the ombuds does NOT affect any timelines or deadlines associated with formal grievance processes.

The Ombuds does not provide services for a situation while a formal union grievance process is occurring but may be of assistance before or after such a process. Before a formal process has started, the Ombuds can provide information about the process, help you think through your options, and refer you to the appropriate people to assist you with starting the formal process. After a formal grievance process has completed, there may still be informal, residual conflict or issues that the Ombuds can help you navigate.

Visiting the Faculty Ombudsperson is always voluntary and informal; it does not trigger any formal process. If you wish to begin a formal process, the Ombuds can provide information about how you can do so. 

The Faculty Ombudsperson does not keep records of what was said or who has visited and will not reveal this information without permission. Any support staff to the Faculty Ombuds are also bound by this confidentiality. Confidentiality resides with the Ombudsperson and cannot be “waived” by visitors.

The Ombuds may keep aggregate information about the kinds of issues that arise to inform university leadership of trends and areas of improvement but will only do so in a way that protects the confidentiality and anonymity of visitors.

Exceptions to Confidentiality

The Ombuds cannot maintain confidentiality when the Ombuds determines that there is an imminent threat of serious harm or as required by university policy or state or federal law. More information about exceptions to confidentiality.

1. What if I need information about a situation that falls under an exception to confidentiality, but I am not ready to make a report?

The Ombuds can provide generic information about university policy and procedures regarding issues that mandate reporting even if you do not disclose the details. For example, you can ask the Ombuds what will happen if someone makes a Title IX report or what resources might be available to someone in that situation.