‘There can be all kinds of reasons for employees to contact us,’ says ombuds officer Aukje Verstegen. 'Problems with the supervisor of your PhD research, a dispute with a colleague or disagreement about certain policies within your department. Or a supervisor having problems with a subordinate. We will then see how I can help you: advise or mediate. In extreme cases, I can also decide to launch an independent investigation if there are structural problems.' It must involve improper conduct by an employee or organisational unit. It may also arise from policy, for example.
This is what the ombudsofficer can do for employees
From an incident to a long-running conflict. As an employee, you can go to the ombudsofficer with a question, report or complaint about behaviour of any kind. ‘Don't wait too long and always report if you can't work things out yourself.’
Difference with confidential advisors
At the university, there are also confidential advisors for employees. 'Although we largely deal with the same issues, there is an important difference. The confidential advisors are biased: they are always on the side of the person making the report,' explains Verstegen. 'They look at the best way to tackle a problem from their point of view. As an ombudsofficer, on the other hand, I am impartial. That means I can play a neutral, mediating role between the reporter and the organisation. In consultation, I can also refer you to the confidential adviser if that suits your situation better.'
When Verstegen talks about a safe campus for everyone, she does not only mean the reporter who knocks on her door, but also the person to whom the complaint is addressed. 'The impact of a complaint procedure can have big consequences. Therefore, my main aim is to de-escalate before all the bells and whistles are involved. But I cannot do that alone and that is a responsibility of everyone.'
All reports are confidential
Verstegen urges employees not to wait too long if something is going on. 'I often see that conflicts go on for a long time, sometimes for years, before anything is really done about them. Try to discuss it right away if something is bothering you. It's best if it can be solved with colleagues or the manager. If not, you can always contact us or the confidential advisors.
Although Verstegen would prefer not to have to get involved to mediate, she stresses the importance of reporting it when something is going on and you can't resolve it yourself. 'Even if you think there is no point in reporting, it is very important. It gives us a picture of what is going on on campus and when we recognise a pattern in certain departments, we can deal with it.'
Finally, Verstegen wants to pass on that every report is treated confidentially. 'We are only allowed to share information with others when the reporter gives permission. So it is possible to report anonymously.'
Read more about the ombudsofficer
The ombudsofficer can be contacted at: ombudsfunctionaris [at] ru.nl (ombudsfunctionaris[at]ru[dot]nl)