Confidential

The Faculty Ombudsperson Office is a safe place for visitors [1] to voice and examine concerns and identify options for resolving concerns.  The Faculty Ombudsperson will hold communications with those seeking assistance in strict confidence and will take reasonable steps to safeguard confidentiality. The Faculty Ombudsperson Office will not disclose the identity of a visitor or share information relayed in confidence unless the Faculty Ombudsperson receives express permission from the visitor, believes there is an imminent risk of serious harm, is informed of child abuse (see BOG Rule 1.7), or is required by court order to make a disclosure.

The Faculty Ombudsperson does not act as an agent of the University and does not accept notice on behalf of the University, except as indicated in the previous paragraph.  Moreover, the Faculty Ombudsperson does not constitute a “responsible employee” in accordance with BOG Rule 1.6 and has been designated as a Confidential Resource by the Title IX Coordinator in accordance with BOG Rule 1.6.  The Faculty Ombudsperson will not participate in formal proceedings inside or outside the University, even if asked to do so by a visitor, unless compelled by court order.

West Virginia University fully supports the confidential nature of the Faculty Ombudsperson Office.  University officials will not request the names of visitors or information provided in confidence that could lead to the identification of any individual who contacts the Faculty Ombudsperson Office. 

The Faculty Ombudsperson will prepare and deliver a yearly report to the Provost and Faculty Senate Executive Committee.  The report will communicate general trends and systemic issues of concern; identify opportunities to improve policies, procedures, and practices; and highlight possible future concerns.  Information will be reported in aggregate form, in a manner that protects confidentiality and safeguards the identity of individuals.

The Faculty Ombudsperson will maintain information (e.g., notes, phone messages, appointment calendars) in a secure location and manner, protected from inspection by others, including University leaders.  Notes may be taken, as deemed necessary to assist a visitor.  As a matter of policy, records will be destroyed when the matter is resolved or otherwise closed by the Faculty Ombudsperson or the visitor or after one-month of inactivity.  Only anonymous data needed to produce annual reports will be maintained long-term.

[1] The International Ombudsman Association refers to people who seek assistance from an ombudsperson as “visitors.”