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Certification for Programs and Offices

Certified Ombuds Program

About  |  How to Apply  |  Process  |  Timeline  |  Decision  |  Renewal

Please Note: The Program Eligibility Committee will be reviewing applications beginning in September 2025.

Make Your Office Stand Out!

Are you interested in taking your program to a new level by becoming certified through the International Ombuds Association? This exciting new option — the only certification credential offered for the organizational ombuds — is designed to help your office:

  • Gain Recognition: Enhance your program's credibility and professional standing with the organization(s) that you serve
  • Invest in the Program: Demonstrate your office's experience and skills 
  • Show Commitment: Accentuate the program's dedication to the profession and the IOA Standards of Practice and Code of Ethics
  • Strengthen and Professionalize the Organizational Ombuds field

How to Apply to Become a Certified Ombuds Program

All programs applying for the Certified Ombuds Program designation must submit a complete application packet and pay the nonrefundable administrative application fee. The application fees are as follows:

Member Type At least one person in the office is Certified
 No one in the office is certified

Member 

 $1,400

$1,900

Non-Member 

 $1,800

$2,300
 
Prepare for Your Application
Complete Your Application


Certified Ombuds Program Process

  • The “Organizational Ombuds Program Certification Application” (Application) and an “Organizational Ombuds Program Certification Attestation” are forms used by organizations to initially apply for Program Certification and, once certified, annually renew their Program Certification. These documents must be signed by the Lead Ombuds as well as by the person to whom the Ombuds Office (“Office”) directly reports. If the Office has not yet been launched, the executive to whom the Office will report must sign.
  • The Application is designed as a “self-evaluation” of the Office. An organization seeking Program Certification can use the Application process as an opportunity to make changes to the Office’s structure or design to ensure conformance with IOA SOP.
  • The Application addresses the Office’s governing documents (i.e., charter, memorandum of understanding, terms of reference…) the Office’s reporting structure, employment status of Ombuds (full-time vs. part-time employee of the organization or contract ombuds), populations served, requirements to report usage, statistics or patterns, exceptions to confidentiality, office history, outreach practices, methods for talking to visitors, case tracking practices, personnel and the organization’s support of the Office. The Application asks for a list of all Ombuds and support staff who work in the Office, including details concerning any other non-Ombuds responsibilities these people hold. 
  • The Application asks for an explicit description of the physical space(s) for the Office, ideally including the Office’s interior layout(s) and location (including proximity to other organizational functions). Successful completion of this requirement may be met through submission of photos of the Office’s physical office space or a floor plan. If deemed necessary, the committee overseeing Program Certification may request a “virtual site visit” using Zoom, Teams, Skype, or other platform to view the Office and conduct interviews. If the Office operates entirely remotely, a description of the ombuds’ home work environment(s) should be submitted. 
  • You will be asked for additional information related to your setup for the Committee's review.
  • An interview of the Lead Ombuds and potentially other staff members will be conducted following submission of the completed application.
  • A non-refundable fee of $1,400 for members and $1,800 for non-members must be submitted with each Application for Certification. 
  • All staff members of the office will be asked to review and sign the application to indicate their agreement with the substantive content of the application. Electronic signatures are permitted. The form will also list an email address for the Program Certification Committee (PCC), where any staff may submit any additional information they deem relevant to the application for consideration by the PCC,  if desired. 
  •  An organization that receives Program Certification must notify the PCC within 30 days of any change(s) to the Office structure or operations that could compromise its ability to comply with IOA SOPs.   
  
  • Applications are reviewed quarterly.  Applications received from January 1- March 31 will be reviewed in Q2.  Applications received April 1 - June 30 will be reviewed in Q3.  Applications received July 1 - September 30 will be reviewed in Q4.  Applications received  October 1 - December 31 will be reviewed in Q1 of the following year. 
  • The PCC will assign a review team that will make every effort to review the Application and supporting documents within 60 days of the review window.   
  • Subsequent to the above-mentioned review, the review team will schedule an interview with the lead ombuds. The person to whom the office ultimately reports may join the interview, if desired.  An interview may be scheduled within the 60-day window or shortly thereafter with the review team.   After the interview, the review team will meet with the full PCC to discuss the decision.  
  • Supplementary Information:  Any changes to submitted materials or additions will be discussed at the interview and not accepted prior to the interview.  The review team will determine if they need to be sent to supplement the application file. 
  • The PCC’s decision to grant or deny an Office’s Application for Program Certification will generally be rendered the following quarter it is reviewed. 
  • Notification to the executive leader to whom the Office reports and the Lead Ombuds of the PCC’s decision will be sent electronically.   
  • The PCC will grant Program Certification when documentation and interview responses confirm that the organization designed and supports the Office in order to comply with IOA SOPs. 
  • The PCC will deny Program Certification when documentation and interview responses cannot confirm that the organization designed and supports the Office to comply with IOA SOPs. If denied, written notification to the executive leader to whom the Office reports and the Lead Ombuds will include the specific reasons for the PCC denial and will include information on how to submit an appeal. 
  • Apart from the appeals process, an organization whose Office that was not granted Program Certification may reapply for Program Certification. As always, a successful Application will prove that the Office is structured and has operated for at least one year in a manner that conforms with the IOA SOP and COE. 
  • To maintain Program Certification, an organization whose office received certification must submit an annual “Attestation” by January 31 each year. The Attestation is a checklist and asks whether the office continues to adhere to SOPs. It further asks if anything has changed concerning office operations that may impact compliance with SOPs in the past year (reporting requirements in their organization, reporting relationship, etc.), and whether the office has submitted an Office Operations Change Form to the Board of Certification.  
  • As mentioned above, certified offices will also be required to submit a written explanation within 30 days of any change that might impact their certification eligibility.   
  • By accepting certification, an office agrees to be subject to periodic audits to monitor compliance with the terms of certification. 
  • Following its original certification, a certified office may be asked to apply for recertification every four to five years from its original certification date.