Ombudsperson

**Position Title**:Ombudsperson

**Organization**:
University of Victoria Students’ Society (UVSS) / University of Victoria (UVic)

**Location**: Victoria, British Colombia

**Reports To**: Ombudsperson Advisory Committee

**Organizational Summary**:
Founded in 1964, the University of Victoria Students’ Society (UVSS) is an incorporated membership based non-profit that is autonomous from the University and provides advocacy, services and events to all undergraduate students at UVic.

The University of Victoria is one of Canada’s leading research-intensive universities and is located in Victoria, on the BC coast. Dynamic learning, research with a vital impact, and our extraordinary academic environment give UVic an Edge that can’t be found anywhere else.

The UVic Edge combines three elements: dynamic learning, vital impact and our extraordinary academic environment. Together, these three elements nurture an environment of discovery, innovation and creativity. The Edge fortifies our work in sustainability and healthy societies. It shapes our world view with diverse perspectives, including those from Indigenous and international communities. It fuels our commitment to economic well-being, technological advances and social justice.

**The Role**:
The Office of the Ombudsperson operates independently of the University of Victoria, the Board of Directors of the UVSS and the Executive Board of the GSS, under the aegis of the Ombudsperson Advisory Committee (OAC). The office is concerned with procedural fairness. The position serves all students (current, former or prospective) and other members of the university community.

The Ombudsperson manages the work of the office according to the _Terms of Reference for the Office of the Ombudsperson _and provides information and advice to students on their rights, responsibilities and all university procedures from which concerns or complaints may arise. They also provide impartial investigations of student complaints, including investigations initiated on the ombudsperson’s own motion and are involved in problem-solving, facilitation and mediation as appropriate to assist in the resolution of student complaints; recommendations on individual cases directly to the appropriate level of authority within the university (e.g. chair, dean, VP). The Ombudsperson gives recommendations to the University for the improvement of policies, procedures and practices related to students and is responsible for filing an annual report with the OAC and distributing it to Senate and to the university community.

**Duties and Responsibilities**:

- Provide independent, impartial and confidential information and advice to current, former and prospective students on all university procedures from which concerns or complaints may arise
- Ensure a safe, confidential and accessible environment for students to discuss their concerns or complaints in a timely manner.
- Provide information, advice and coaching to students about their rights, responsibilities, options and relevant university procedures with a view to enhance transparency, access, fairness and respect.
- Impartially investigate individual or systemic issues, determining whether, when and how to investigate complaints and communicating to the parties, bringing recommendations to the relevant authority in the university.
- Facilitate the early and fair resolution of student concerns and complaints through alternate dispute resolution, coaching parties in the use of communication and procedures to build their capacity for the respectful and fair resolution of concerns or complaints.
- Report on office activities and bring recommendations on systemic issues to the attention of the university, analyzing individual and systemic trends to identify recurring problems, gaps or inadequacies and producing statistical reports with a published annual report.
- Develop communication links with the various stakeholders at all levels of the university and with student leadership.
- Serve on relevant university committees.
- Make recommendations to the university for the improvement of policies, procedures or practices affecting students.
- Manage the ombuds office confidentially, impartially, and independent of UVic, the UVSS, and the GSS, planning and prioritizing all activities of the ombuds office.
- Maintain independent and confidential records of cases and files.
- Publicize ombuds services and offer information and training sessions on relevant topics.
- Manage a small budget and supervise one work-study position.
- Function independently with no supervision for individual cases and reports to the OAC in regard to recurring problems, gaps, or inadequacies in university procedures.

**Experience and Qualifications**:

- Undergraduate degree in a related field or graduate degree, with 3-5 years of experience or equivalent combination of education and experience.
- Knowledge of privacy legislation, in particular as it pertains to studen