Informal vs. Formal Process
Informal Process
When you visit the Ombuds, they will explain the role of the office to you. The Ombuds will explain that the office keeps all information confidential and that the office helps you to find options to resolve your issues. The Ombuds may discuss both informal as well as more formal options that are available to you; however, should any party in a dispute choose a more formal option, at that point services with the Ombuds office will discontinue. The Ombuds office does not participate in formal options. Working informally with the Ombuds office often results in effective resolution of issues, but you should also be aware that in some situations, you may have formal rights at stake as well.
You will have an opportunity to consult with the Ombuds and to describe in your own words the situation as you see it. The Ombuds will provide a safe forum to voice your concerns, evaluate your situation, and help you to organize your thoughts, assess your options, and decide on what is most important and relevant for your specific circumstance.
Some options the Ombuds may discuss with you include simply talking about your problem, facilitating communication between you and others, beginning informal processes available at UCSC, or pursuing a formal grievance proceeding. If appropriate, the Ombuds may refer you to another office. You will select the options that you prefer. Some issues can be addressed quickly and resolved within a very short period of time within days or a couple of weeks. Other issues may take much longer (up to several months), and require many steps to reach a long-term equitable solution for all parties.
Please be sure to bring any relevant documents with you to your appointment with the Ombuds. It also sometimes helps to sketch out a timeline of events if the situation has been going on for a long period of time. These tools may help you to have a more productive meeting in the Ombuds office so your time with us will be well spent.
Formal Process
If all attempts at resolving the situation informally fail, you may choose to participate in a formal grievance or complaint process. Please note that the Ombuds does not participate in any way in formal processes. Important rights may be affected by the actual date when formal action is initiated and by the actual date when UCSC is informed of the allegedly wrongful behavior, and in some situations, you may wish to consult with an attorney or other resource regarding your rights. Union members will follow the process outlined in their collective bargaining agreements. All other individuals will be subject to the policies and procedures of the University of California and the campus. Since the scope of the office is limited to informal dispute resolution, the Ombuds does not participate in any formal processes. The Ombuds office does not keep records for the university, and the Ombuds office is not available for testimony or other activity related to any formal process, including grievances, arbitration, hearings, or litigation.
