Ombuds Office Services for Postdocs

1. OmbudsOffice Services for Postdocs

2. Operating Principles The office operations are consistent with the Code of Ethics and Standards of Practice of the International Ombudsman Association. Confidentiality:The Faculty Ombuds will not disclose the name of any individual who has visited the office or issues that were discussed with anyone unless permission to do so has been given by the individual. The only exception to the promise of confidentiality is when the Ombuds has a reasonable concern about possible violence or physical harm. Neutrality:The Faculty Ombuds provides impartial and objective assessments of any concern brought to the office. As a neutral third-party, the Ombuds is an advocate for equity, fair process, and the fair administration of process, but does not take sides on behalf of any individual or cause.

3. Operating Principles Informality:All conversations with the Faculty Ombuds are considered informal and off-the-record. The Ombuds maintains no records (other than statistical data) and does not participate in formal grievances or complaints. Use of the office is strictly voluntary. Independence:The Ombuds exercises autonomy regarding responsibilities. The Office is independent and is situated outside of the University’s normal administrative structure to better ensure impartiality. The Ombuds neither compels other offices to take specific action nor receives compulsory orders from other offices about how to approach a particular issue. The Ombuds Office reports directly to the Provost of the University (faculty) and Vice-President for Research (postdocs).

4. How Can the Ombuds Help You? The Ombuds can: • Listen to you in a nonjudgmental and objective way • Answer your questions or refer you to someone who can • Explain how University policies or procedures work • Help you identify options to resolving a problem • Help you evaluate your options and possible next steps • Assist you in informally resolving a dispute or conflict by facilitating communication, coaching on conflict resolution, or mediating between willing parties • Refer you to the appropriate office should you wish to file a formal complaint • Look into perceived procedural irregularities in grievance proceedings • Recommend changes to policies/procedures that appear outdated or problematic • Inform University officials about significant trends and patterns of complaints or problems that appear to be systemic

5. How Can the Ombuds Help You? The Ombudscannot: • Take sides or serve as an advocate for any party • Maintain official records • Unilaterally change rules or policies • Set aside a decision or supersede the authority of another University official • Provide legal advice • Provide psychological counseling or therapy • Participate in any formal grievance process • Conduct formal investigations • Provide testimony in any court initiated proceeding

6. Ombuds Process • Identify issues and options • Clarify desired outcomes • Strategize – to whom and how can you best raise this issue or concern? • Think through difficult situations (personally, professionally) in a confidential, neutral setting – with someone familiar with UT culture • Facilitate understanding and resolution • Pursue organizational development through systemic feedback

7. Examples and Case Scenarios of Concerns Commonly Brought to the Ombuds • Have a question or a complaint about an office, service, or decision at the University • Need a mediator or help facilitating communication • Perceived inequities in work or pay; treated unfairly • Believe a University policy or practice is unfair or confusing • Perceived unethical or inappropriate behavior • Interpersonal conflicts and problems with workplace climate • Concerns about career advancement & job satisfaction or security • Advice on having a difficult conversation • Problems of institutional non-responsiveness and red-tape • Need an impartial and confidential sounding board • Are not sure where else to turn for help

8. Consultations During 2011-12 Academic Year • Total of 60 visitors from 10 colleges 2 Postdocs; 5 Lecturers/Specialists; 15 Assist Prof; 8 Assoc Prof; 19 Prof; 8 Dept Chairs/Directors; 3 deans 26 Female; 34 Male • 12 requests for information only • Faculty Ombudscontinues to work 7-10 hrs/wk • Most cases resolved without initiating grievance process • Extraordinary cooperation from Deans, Vice Provost, Provost, Legal Affairs, and other Administrative Officials • Collaborative project with Office of VP for Research: Postdoctoral Fellow Experience & Well-Being Survey

9. Generalizations and Recommendations • Choose actions that best demonstrate fairness and respect, and, where appropriate, advocacy for rewards. • …nonetheless, conflicts will arise (well-meaning bright people sometimes disagree), and most can be resolved amicably. • Under the Honor Code, all members of the University community are responsible for treating other members of the community, as well as visitors to campus, fairly, honestly, and respectfully as each of us conducts his or her function at the University.

10. Postdoctoral FellowExperience & Well-Being Survey Individual Feedback Profile

11. Sample Individual Feedback Profiles of Flourishing, Languishing, and Depressed Postdoctoral Fellows Positivity Ratio Flourishing: > 3.0 Languishing: 1.0 to < 3.0 Depressed: < 1.0 Sample Size: N=211 (40% response rate) Postdoctoral Experience & Well-Being Survey The University of Texas at Austin

12. Study 1: The Building and Buffering Effects of Positive Emotions Note: *p<.05, **p<.01, ***p<.001 Postdoctoral Experience & Well-Being Survey The University of Texas at Austin

13. Resilience Lessens the Negative Impact of Perceived Stress on Depressive Symptoms and Anxiety Postdoctoral Experience & Well-Being Survey The University of Texas at Austin

14. Study 3: The Impact of Supervisor Support and Positive Emotions on Work Engagement Note: *p<.05, **p<.01, ***p<.001 Postdoctoral Experience & Well-Being Survey The University of Texas at Austin

15. How Do Postdocs Contact the Ombuds? • Phone: 471-5866 • e-mail: facombud@uts.cc.utexas.edu • Office: WMB 2.102 • Web:www.utexas.edu/ombuds Note: An initial phone contact typically results in a same-day response and rapid arrangement of a mutually convenient time for a longer meeting or phone conversation with the Faculty Ombuds.