Absent a court order, the ombudsperson will maintain the confidentiality of all dealings and communications with the office and will assert any and all legal protections to maintain that confidentiality.

The only exception to the confidentiality is when the ombudsperson determines that an imminent threat of serious harm exists to the visitor, others or the ombudsperson. Persons with particular concerns about confidentiality should raise them when meeting with the ombudsperson.

Without breaking confidentiality, the ombudsperson reports general trends and suggestions for improvements to the campus community. With permission, the ombudsperson may discuss the issue with others involved in it.

Yes. Individuals can remain anonymous by:

• Calling the ombudsperson to discuss an issue
• Meeting with the ombudsperson without giving any name or by using an assumed name

If anonymity is requested, the ombudsperson will work to find a way to address concerns in a way that does not compromise the person's identity. However, remaining anonymous may limit the options available for resolution of concerns.

Usually, the ombudsperson will not take notes of the conversation but may jot down reminders of tasks to complete. The ombudsperson maintains minimal copies of records (both electronic and hard copy), and keeps them only for reference while issues are under discussion. All hard copies are maintained under lock and key, and are returned or shredded when they are no longer needed. All electronic copies are protected by passwords and deleted when no longer needed. The ombudsperson's office is locked when no one is in the office.

The Office of the Ombudsperson maintains a record of the number of individuals seeking assistance and the types of problems that faculty, staff, postdoctoral trainees and students raise. These records are used for annual or other reporting purposes.

The ombudsperson keeps no permanent records of client names.

Confidentiality cannot be "waived" by users of the office because the privilege of confidentiality belongs to the Office of the Ombudsperson, and not to the users of the office. Because confidentiality is so important to the ombudsperson, all communications with the office are made with the understanding that they are confidential and off-the-record, and that no one from the office will be called to testify as a witness in any formal or legal proceeding to reveal confidential communications.

Visitors are asked to agree that in the event of any legal, administrative or other formal proceeding involving or arising out of a situation about which they have consulted the ombudsperson's office, they will maintain the confidentiality of all dealings and communications with the ombudsperson and will not disclose them unless compelled to do so by a court order.

No. Once a matter is in a formal process, including grievances and legal action, the ombudsperson does not have any further involvement in the situation. Because confidentiality is so important to the ombudsperson, all communications with the office are made with the understanding that they are confidential and off-the-record, and that no one from the office will be called to testify as a witness in any formal or legal proceeding to reveal confidential communications. Absent a court order, the ombudsperson will maintain the confidentiality of all dealings and communications with the office and will assert any and all legal protections to maintain that confidentiality.

No. The Ombudsperson does not take sides in a dispute. The rights and interest of all parties are carefully considered with the aim of promoting a fair and civil process to resolve the issue.

The ombudsperson has the authority to contact senior university officials, to gather information in the course of looking into a situation, to facilitate or mediate a dispute, to bring concerns to the attention of those in authority, and to attempt to expedite administrative processes. Although the Ombudsperson does not have the power to change university rules and policies, the Ombudsperson can make recommendations to those with authority to make changes.