What to Expect from Your Initial Appointment

Before your initial appointment, you might find it helpful to

• Reflect on what is most important to you about the situation. What would your ideal resolution include?
• Outline the situation with key details
• If you prefer not to reveal the identities of the people involved, choose pseudonyms to use when describing the situation.
• If the situation occurred over time, consider creating a timeline of the events
• If there are documents, emails, etc. that help explain the situation, please bring or share them during your visit (Please do not email materials to the Office of the University Ombuds.)
• Note any questions you have about the situation or your options. 

Here’s a brief overview of what you can expect during your time with us:

1. Introduction: We start by explaining our role as Ombuds. We’ll go over our Standards of Practice. This ensures you understand that our primary goal is to support you in navigating your concerns. We will also answer any questions you have about the office before you share anything with us.
2. Your Turn to Share: You’ll have the opportunity to talk about the issue that brought you to us. Whether it’s a conflict or concern, we’re here to listen without judgment. You aren’t expected to prepare anything before you talk with an Ombuds, but you may find it helpful to gather your thoughts in advance. See "Preparing for an appointment" above.
3. Asking Questions: After listening to your concerns, we’ll ask some questions both to ensure we understand your experiences and begin to explore your needs and interests in the situation. 
4. Exploring Options: Together, we’ll explore the different options available to you. These could include strategies for addressing the issue on your own, information about university resources, or steps that include further work with our team like mediation or facilitation.
5. Follow-Up: You’re in control of what happens next. Whether you choose to take action immediately or take some time to consider your options, we’re here to support you. You can return to the office as often as you need—there’s no limit on how many times you can visit. After your initial visit, it’s entirely up to you whether or not you return. Some visitors find that one meeting is enough, while others come back multiple times as they work through their concerns.

Our office is suite 607 in Swift Hall. Find your way on the campus map. For parking information, visit Parking Services.

There are two accessible entrances to our office that can both be found on the south side of Swift Hall. If you are walking to our office from the Recreation Center or Nippert Stadium, access Swift Hall from the 5th floor. Use the ramp that starts at the south-east corner of the building adjacent to Subway. Enter the door on your right and take a left down the hallway. Access the elevator on your left and take it to the 6th floor. Take a right out of the elevator and walk down the hall until you reach the Office of the University Ombuds (suite 607) on your right.

If you are walking from Arts & Sciences Hall, Tangeman University Center (TUC) or University Pavilion, access Swift Hall from the 6th floor. Use the ramp that starts at the south-west corner of Swift Hall and enter the door on your left to the 6th floor. Take a right down the main hallway and the Office of the University Ombuds (suite 607) is the first door on your right.

When you arrive at our office, you’ll need to knock on the door to enter. This ensures we maintain a private and confidential environment for everyone. Once inside, you’ll be greeted warmly by our staff, who will offer you water while you wait for your appointment to begin.
The staff member will also provide you with the Office of the University Ombuds's Non-Disclosure Agreement and invite you to provide contact and demographic information. The form with your contact information will be shredded at the conclusion of our work together. Non-identifying demographic and case codes are transferred to a secure system, to facilitate reporting. 

We offer virtual appointments through Zoom and Teams, as well as phone call appointments. These options allow you to connect with us from wherever you are, and ensure that distance or convenience doesn’t prevent you from utilizing the office. When scheduling your appointment, simply select or let us know your preference, and we’ll provide you with the necessary details.