Office of Student Ombudsman

The Office of Student Ombudsman at Central State University was established in 2024 to provide a neutral, confidential, and independent resource to assist students in resolving concerns and navigating challenges within the University. The office upholds fairness and equity while promoting transparency and accountability in Institutional practices.

We are here to assist you with any concerns, issues, or questions you may have related to your academic, personal, or University-related experiences. We want to understand your situation and how we can best support you.

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Mission

The mission of the Office of Student Ombudsman is to empower students by addressing concerns, facilitating fair resolutions, and identifying systemic issues to enhance the student experience at Central State University.

Objectives

1. Provide a safe and confidential space for students to voice concerns and seek guidance.
2. Assist students in resolving conflicts through informal methods such as mediation, negotiation, and conflict coaching.
3. Identify trends in grievances and recommend policy or procedural improvements to University leadership.
4. Promote fairness and equity across all University processes and practices.
5. Serve as a trusted resource that fosters respect, understanding, and accountability.

Scope of services

The Office of Student Ombudsman:

• Offers informal and voluntary assistance to students with concerns or disputes.
• Does not conduct formal investigations or participate in disciplinary or grievance procedures.
• Maintains independence and neutrality in all interactions, acting as an advocate for fairness rather than any individual or group.
• Collaborates with University departments to address systemic challenges without compromising confidentiality or independence.

Ethical principles

The office adheres to the following principles:

1. Independence
   • Operates autonomously, free from influence or interference from other University offices or entities.
   • The Ombudsman has discretion in determining how to address and resolve issues.
2. Neutrality and impartiality
   • Maintains an unbiased position, refraining from taking sides in disputes.
   • Seeks to ensure fairness and equity in all University processes.
3. Confidentiality
   • Communications with the office are confidential unless there is an imminent risk of serious harm or a legal obligation to disclose.
   • Students are informed of confidentiality limits at the start of interactions.
4. Informality
   • Provides informal assistance, serving as a resource outside of formal processes.
   • Does not issue binding decisions or mandates.
5. Professional standards
   • Adheres to ethical guidelines and best practices established by the International Ombudsman Association (IOA).

Access to information

The Office of Student Ombudsman may request and access official University information from appropriate University officials. All such officials shall, subject to University policies and protocols, and state and federal law, share such information as may be appropriate. Any requests for information will honor the tenet of confidentiality.

Authority

The Office of Student Ombudsman can exercise no powers that are beyond the legal authority of the University.

The Office of Student Ombudsman does not make University policy, procedure, or practices nor does it replace established legal procedures.

The Office of Student Ombudsman does not make binding decisions, mandate policies, or formally adjudicate issues for the University. The Office of Student Ombudsman does not participate in any formal investigative or adjudicative procedures. When a formal investigation is requested, the Office of Student Ombudsman refers students to the appropriate office or individual. The Office of Student Ombudsman does not provide legal advice.

The Office of Student Ombudsman services are informal and supplemental, but do not replace formal processes available to the University community.

Records

1. No formal records of individual cases
   • The office does not maintain detailed case files tied to individual students to protect confidentiality.
   • Temporary notes taken during consultations are destroyed once the case is closed.
2. Aggregate reporting
   • Tracks case data in aggregate form (e.g., number and types of cases, systemic trends) to identify and address broader issues.
   • Reports exclude identifying information to maintain confidentiality.
3. Secure storage practices
   • All data, including aggregate reports, is securely stored and accessible only to authorized personnel.
   • Compliance with University policies and data protection laws is strictly maintained.
4. Legal and policy compliance
   • The office complies with mandatory reporting requirements (e.g., Title IX) while balancing its commitment to confidentiality.
5. Transparency
   • The office’s record-keeping practices are communicated openly to students and stakeholders to build trust.

 Organizational structure

• The Office of Student Ombudsman reports directly to the Chief of Staff, Office of the President.
• The Director of the office oversees all operations and ensures alignment with Central State University’s mission, vision, core values, and the mission and ethical principles outlined in this charter.