By Chuck Howard, IOA Executive Director and Melanie Jagneaux, JD, MBA, CO-OP

As many of you know, the University of Mississippi campus Ombuds has been placed on administrative leave. IOA leadership is aware of this situation and has been in contact with IOA member Paul Caferra, the University of Mississippi Ombuds, and his lawyer. It appears that the university has not honored its obligation to respect the confidentiality of its ombuds’ communications with visitors, an issue which is of great concern to IOA and all of its members. Please be assured that IOA leadership has offered to provide Paul any support it can in this matter and will continue to monitor this situation.

As a reminder to our members, if you ever have a need for consultation and support for a matter such as this, Chuck Howard, as our Executive Director, may be able to assist you. Our IOA Ombuds, Elaine Shaw, also is available to offer confidential, informal, impartial, and independent support and guidance to all IOA members.

By Melanie Jagneaux, JD, MBA, CO-OP, 2020-2021 IOA President

Beginning in early 2020, IOA embarked on a strategic planning process to set the course for our near future – the coming three years. The Board of Directors engaged Solid Ground Consulting as just the right partner to guide an effective and fruitful process.

To ensure that we were addressing important interests and perspectives across our organization, we intentionally involved key stakeholders of the organization, including chairs and co-chairs of committees and task forces, members of our emerging ombuds network, former leaders, staff, as well as additional IOA members. Through a series of focus group meetings and one-on-one interviews, Solid Ground gathered a broad range of input and perspectives to inform our process. This information was collected in the form of a Pre-Planning Report, which the Board reviewed over a series of three half-day virtual retreats in late summer 2020. With support from Solid Ground, the strategic planning team presented a draft Strategic Direction document to the Board and to all other members of the Leadership Group (which includes all committee and task force co-chairs). That draft was revised to incorporate feedback and the final draft was presented to the Board and approved at its last meeting in October 2020.

By Marcia Martinez-Helfman, JD, MSW

The Diversity, Equity, Inclusion, and Belonging Task Force has been formally launched. An organizational meeting of forty-two volunteers was held on Friday, 30 October, and a leadership team is coming together. Jai Calloway, Corporate Ombudsman for Haliburton, and Brett Harris, University Ombudsperson for the University of Oregon, were elected Co-Chairs by the group. It will be on the agenda for the Board of Directors to officially approve the Task Force Co-Chairs at its December meeting.

The Task Force members agreed to break into four teams, each of which will have a particular focus relating to the themes of diversity, equity, inclusion, and belonging, respectively, and will be selecting their own team leads. The IOA Board of Directors provided a draft Terms of Reference, which lays out the Task Force’s purpose, scope of responsibilities, relationship to the organization’s strategic direction, and other guidance for consideration, and invited feedback and recommendations for revisions to the document.

By Steven Prevaux, JD, CO-OP®
IOA Vice President

IOA successfully launched a new Leadership Onboarding Program (LOP) with more than 30 IOA volunteers participating on 23 September 2020 using a virtual workshop format. We enjoyed an open dialogue with a meaningful exchange of diverse viewpoints and perspectives. A dynamic discussion of IOA leadership roles considered aspects of our “value proposition” through the lens of a focus question: “Why IOA?” Those two words sparked a range of honest, robust, and constructive responses from IOA leaders past, present, and emerging. To get a good sense of these timely and essential concerns check out the following video montage that includes thoughtful wisdom from a half-dozen veteran IOA leaders. 

On October 9^th, the U.S. Department of Education rescinded the guidance in its 2016 Clery Act Handbook for Campus Safety and Security Reporting. This is good news for those college and university Ombuds who have been compelled or who are under the threat of being designated “campus security authorities” by their institution. Read the full announcement and the new guidance from the Department of Education here.   Read on for a memorandum with analysis from the IOA Government & Policy Committee, or download it below.

Download the Memo

GPC MEMORANDUM

To:                   All IOA Members & the Ombuds Community

From:               IOA Government and Policy Committee

By Lee Twyman, IOA Treasurer

The IOA 2020 budget has been significantly impacted by the cancellation of the IOA2020 Annual Conference and pre-conference professional development courses, cancellation of four planned Foundations courses (two at the conference and two scheduled for July of this year) as well as cancellation of one pre-conference core course. The current projected deficit for this year is $254,000. An important footnote here, over the past 5 years, IOA has worked diligently to build financial reserves and those reserves have provided a buffer for this year’s financial downturn and may provide additional reserves to draw upon for a couple more years.  However, just as in personal savings, we do not want to deplete the reserves any more than is absolutely necessary.

The Board and Finance Committee are working closely to remedy this budget deficit and bring IOA back to a positive net revenue within three years (if not sooner). All IOA Committees have been asked to voluntarily defer non-critical spending for the remainder of 2020, and we are looking for ways to gain back lost revenue.

By Melanie Jagneaux, 2020-2021 IOA President

Dear IOA Members,

After a successful pilot program, the IOA Board unanimously voted to extend the IOA ombuds program. Our inaugural IOA Ombuds, Elaine Shaw, CO-OP®, informed the Board that she received calls from all sectors and across the globe. In addition, Elaine presented three ‘upward feedback’ concerns that inspired action of the Board concerning updates to members. Elaine also presented a written report to the Board on the program’s performance for the pilot period, which gave the Board the information necessary to review the program’s performance. The report was favorably received by the Board as it presents ombuds case information in a way that is both informative and reader-friendly. Given the quality and contents of the report, the Board unanimously agreed that IOA members would appreciate receiving the report. 

By Ken Skodacek
CDRH Deputy Ombuds

Ombuds Day 2020 is scheduled for October 8, 2020, only 3 months away!  

As a reminder, the theme for Ombuds Day 2020 is "Ombuds: Unusual name. Important service."  The primary goal of Ombuds Day is to improve public awareness of ombuds. 

Our actions are intended to: 

By Chuck Howard

Executive Director of IOA

Should an ombuds consider breaking confidence if the ombuds learns that someone has been diagnosed as positive for COVID-19 or been exposed to COVID-19 yet refuses to take action to protect others from further infection?

How might contact tracing affect ombuds’ confidentiality obligations and operational practices if either the ombuds or a visitor develops COVID-19?

These and similar questions have been raised with a request that IOA provide some guidance to IOA members on the implications of COVID-19 and contact tracing on their practices. As restrictions are being lifted and ombuds face the possibility of returning to their workplace offices and meeting with visitors in person, these questions take on added urgency and importance. In an effort to provide guidance to assist IOA members, IOA’s Executive Director prepared a memorandum with important information and recommendations on how ombuds might analyze these issues. You may access this important resource via this link:

COVID-19 IOA Memorandum

Dear fellow IOA members,

Over the days following the senseless killing of George Floyd, people across the world have shared an outpouring of emotion from deep sadness to intense rage as the latest in a pattern of police violence against black people. I know that many of you may be feeling frightened, sad, hopeless, or angry; I certainly am.

It is at times like this that I realize how very important our role as ombuds is to the communities we serve. As ombuds, we are called to help, to heal, to educate, and to find solutions to our visitors’ issues. Perhaps our call to help has never been more important than it is today. No one person can heal the wounds of racism or prevent them from recurring. But as ombuds, we can do our part to help people address racism and other issues of violence or exclusion. We can be a voice to address systemic issues and fair processes whether with our visitors, with each other, within our organizations, or within our communities.

I imagine that many of you are plugged into the happenings in your cities and neighborhoods and are hearing loud pleas for help and outcries for change. No doubt, you are connecting and helping where you can. I hope you also feel comfortable asking for help, especially if these events are directly impacting you. I trust that you are activating your personal support networks, and I also want to remind you that your professional network in IOA is here for you, too. Please use our online Discussion Circles and the LinkedIn Organizational Ombuds Discussion Forum to share resources and support. Utilize the IOA Ombuds Program. Plan to join a Community Connections event. Reach out to our leadership team with suggestions for resources or action.

By Elaine Shaw
IOA Ombuds

When my husband traveled with me to Seattle for the IOA Conference a few years ago, I made him come to the Pecha Kucha event. “Pecha-what?” he asked without much interest. For those of you who don’t know, Pecha Kucha is one of the defining institutions of the IOA annual meeting. It is a time when a few brave souls weave their work, their life, their essence into a creative expression in brief 20 slide/20 seconds per slide presentation with a spoken (or sung!) narrative. My husband was reluctant, but agreed to sit through just one. After 6 or 7 speakers, each more creative, intense or emotional than the last, he was delighted. “You work with an amazing group of people.” (Interested in the 2020 online Pecha Kucha gatherings? Learn more.)

Indeed. I do. You are an amazing group of people. That’s why it’s daunting to imagine being Ombuds for Ombuds! As the first IOA Ombuds, I take this responsibility very seriously and I hope I measure up to your expectations. I have been reflecting on why some of you may choose to be in touch.

By Marcia Martínez-Helfman, JD, MSW
2019-2020 IOA President

The annual election of IOA Directors has just concluded, and I’m delighted to report the results. I'd also like to take this opportunity to thank the Nominations and Governance Committee, Board of Directors, and all IOA members for participating in the election process!

We are excited to welcome three new directors to our Board:

Hello, IOA -- from your Volunteer Coordination Committee (VCC)!

As a volunteer-driven organization, there are so many great individuals already contributing their time, skills, and energy to advance work within IOA, but there are still phenomenal volunteer opportunities that await eager individuals!

The VCC is excited to share the following open IOA volunteer opportunities. We encourage you to review the below opportunities and get involved with IOA!

Journal of the International Ombudsman Association (JIOA) Associate Editor:

The Associate Editors shall assist the Editor edit and publish the Journal. The Editor may appoint two to four Associate Editors for renewable, three-year terms, subject to approval by the Board of Directors.

Volunteers are an important foundation of the International Ombudsman Association, bringing both skills and resources to ensuring this organization’s and the profession's vitality and growth. 

As such, we want to say THANK YOU to our dedicated, phenomenal volunteers within IOA! We are fortunate to have such an outstanding group of volunteers who are willing to give their time and expertise to help advance our organization and profession.

Additionally, we want to say THANK YOU to the dedicated, phenomenal professionals working within our field! Our IOA members are continually researching, developing, and executing sustainable, high-quality programs and initiatives to support the growth and vitality of the professional, as well as the professional development, networking, and mentoring of Ombuds across the world. 

We are asking you to help us in recognizing the time and talents of our volunteers and professionals! 

IOA Presidential Recognition Program
IOA is fortunate to have such an outstanding group of volunteers who are willing to give their time and expertise to help advance our organization and profession. The Presidential Recognition Program allows Chairs and Board Members to select members of their committee or another volunteer who works with their committee in some capacity to receive a Letter of Recognition for Volunteers from the IOA President for their work. IOA encourages Committee Chairs and Board Members to recognize members of their committee for a job well done by submitting a Presidential Recognition Form!

IOA Peer Recognition Program
The IOA Peer Recognition Program is a way for IOA members at every level to recognize the contributions of their peers. Our IOA members are continually researching, developing, and executing sustainable, high-quality programs and initiatives to support the growth and vitality of the professional, as well as the professional development, networking, and mentoring of Ombuds across the world. If you find yourself thinking about the value a fellow ombuds brings to your work, the IOA, and/or the profession as a whole, we strongly encourage you to submit a Peer Recognition Nomination Form!

Hello, IOA -- from your Volunteer Coordination Committee (VCC)!

As a volunteer-driven organization, there are so many great individuals already contributing their time, skills, and energy to advancing work within IOA, but there are still phenomenal volunteer opportunities that await eager individuals!

The VCC is excited to share the following open IOA volunteer opportunities. We encourage you to review the below opportunities and get involved with IOA!

Journal of the International Ombudsman Association (JIOA) Associate Editor:

By Steven D. Prevaux, Chair, Nominations & Governance Committee

Tis the season for autumn leaves turning, friends and family returning and candidates yearning. Earlier this week the IOA Board of Directors issued the annual “Call for Nominations” seeking eligible candidates to run for election to serve on the IOA Board. We encourage you to reflect on this opportunity to nominate excellent colleagues for this amazing opportunity!

As a voluntary association, we thrive on practicing the very principles that we encourage our organizations to provide such as fairness, empowerment, and inclusivity. We celebrate the deep variety of experiences, talent, and perspectives of our members and invite your participation.

By Roy Baroff, COOP® , Faculty/Staff Ombuds, NC State University, and IOA Board Member

Greetings IOA members! 

Let us introduce the Contract Conference Ombuds Task Force and ask for your help. This is a new Task Force focused on developing resources to help ombuds and organizations planning for conference ombuds services. IOA is receiving requests for this type of information and a number of organizations are seeking and providing ombuds services at their conferences.  Thus, the Task Force was created and we are meeting to discuss and develop materials. Along the way, the Task Force provided some assistance to the Society for American Archaeology with the outcome being the job posting you may have seen on the IOA job board.

With this in mind, we want your help. Have you worked as a contract conference ombuds and do you have materials related to your work that you could share with the Task Force? We are seeking contracts, charters/terms of reference, job descriptions, and any other materials that we can potentially share on our resources page. 

Send materials to the Task Force Chair, Roy Baroff ([email protected]) and feel free to contact Roy for further information. 

The Call for Proposals for IOA’s 15th Annual Conference is open! Time to look forward to gathering with colleagues old and new in Portland, Oregon, USA from 30 March - 01 April, 2020.

The theme for this year’s conference is

Vision 2020: Innovation, Integrity, & Importance in Ombuds Work

By Mary Bliss Conger, Ed.D.
EON Member

Have you successfully offered an internship in your ombud office? Have you undertaken an internship in pursuit of an ombud career? Would you like to offer an internship but don’t know how?

The NIH Office of the Ombudsman, Center for Cooperative Resolution, announces the retirement of J. Kathleen Moore, Ph.D. from her position as NIH Ombudsman and Director of the Center for Cooperative Resolution (CCR).  Kathleen has enriched the NIH community for over 30 years through her dedicated efforts in addressing individual and organizational conflict, first as a counseling psychologist, then as NIH Senior Associate Ombudsman.  On January 1, 2016, Kathleen was named Acting Director, and, following a nationwide search, was named NIH Ombudsman and Director of CCR.

Dr. Moore has helped to shape the direction and legacy of our office over her many years with the organization, focusing upon collaborative problem-solving.   She has guided us in the exploration of systemic and equity concerns, published on gender equity issues in science, and advanced the field through her Reflective Observer Model for conflict resolution reflection. Her strong behavioral approach to addressing organizational conflict was informed by her background in Neuroscience (BA), Counseling Psychology (MS), and Human and Organizational Psychology (Ph.D.). 

Julie Muroff, J.D., LL.M., is the Acting NIH Ombudsman and Director of CCR. Ms. Muroff is an accomplished professor, presenter, and practitioner in conflict management/alternative dispute resolution, with extensive experience as a seasoned mediator, facilitator, and executive coach. Ms. Muroff has served the NIH community for 14 years and is well known to CCR through initiatives within and beyond NIH, and through her past service on detail to CCR as an Associate Ombudsman.