July 1, 1997 - June 30, 1998

As noted in reports of previous years, statistical records in this office are based on "initial contacts." A total of 363 such contacts were recorded, a majority of which were initiated by telephone. Of the telephone contacts, approximately one-third resulted in scheduled appointments in person with the Ombudsman; a similar number were referred, after varying amounts of discussion, to other resources within the university; the remaining contacts were handled in the original conversation, or in subsequent calls after other contacts were made by the Ombudsman to various persons involved in the situation. A relatively small number of "drop-ins" come to the office without previous contact or appointment; when possible, these persons are seen immediately, or with brief delay. A much smaller number of contacts are initiated by e-mail or by letter. Also recorded as "initial contacts" are meetings with various individuals or groups throughout the university, including the Campus Dispute Assistance Services group.

Students have continued to comprise approximately 55% of these contacts, a percentage that has remained consistent in recent years. Undergraduate students make up 80% of the student contacts, while the 20% who are graduate students continue to often require more time and effort. The largest single grouping continues to be students with academic issues. Other types of concerns brought by students, however, require a major amount of attention, as do the issues raised by faculty, staff and others. A summary of all contacts, by general categories, is provided following the report.

More extensive efforts are being made to inform persons throughout the university of the services of this office, especially students who tend not to be looking for such information until faced with a crisis. A significant number of contacts continue to result from referrals, and the leading source of referrals are faculty members and Legal Services for Students. Many other university offices will occasionally suggest this office as a resource. Some of the staff in those offices will call to inform us of the referral, and provide some background for their taking that action. This information has often proven to be very helpful in facilitating an effective response to the person when contact is made.

An important part of this year's work was the development of the Campus Dispute Assistance Services. A group of individual faculty and staff persons have agreed to be available for contact through the Ombuds office for a variety of services that are described in a brochure that received wide distribution during the summer, and are discussed later in this report.

The formation of "Campus Dispute Assistance Services" was announced in the last annual report. A dozen staff and faculty members have indicated a strong interest in assuring that a variety of services be made increasingly available to the campus community. This group, all of whom have experience with such services, gave careful thought to ways in which they as individuals and as a group might be helpful. (An interesting debate over such terms as "conflict," "dispute," "grievance," and "conciliation," led to the compromise in naming the group.) During the summer of 1998, a brochure describing their services was widely distributed.

C.D.A.S. members agreed that they would be reached through the Ombudsman office, where the most appropriate contact can be determined for meeting a request. Arrangements can be made for consultation and a wide range of services, including instruction and training for those who wish to extend their own skills in dealing with conflict. These services are seen as having a strong potential for prevention of circumstances that can become bogged down in interpersonal or intra-group discomforts and hostilities. Intervention can also be provided for impartial facilitation of dispute management. Although services of this type are often provided by the Ombudsman, such efforts, as well as improved and extended services, can be more widely available through this group. Some of these persons are experienced mediators and can be utilized where that particular from of resolution is appropriate. In addition to personal services, library resources are available through the Ombudsman office and the professional libraries of C.D.A.S. members. Information may be obtained by phoning the Ombuds office, 864-4665. The Assistant to the Ombudsman, Kellie Harmon, has major responsibility for contacts with this group. A website with basic information may be found at : http://raven.cc.ukans.edu/~CDAS/

Over the years, somewhat confusing procedures have developed in dealing with student attempts to withdraw from courses, both during the semester of enrollment and after the semester has ended. Part of the confusion centers around whether a "W" that is placed on a student record is actually a "grade," or is an administrative action. If a student withdraws early enough during a semester, the enrollment is "canceled," and no indication of that action is recorded on the transcript. At a later stage, the student's action is placed on record. In some units, that record is, automatically, a "W," a matter in which the instructor has no involvement. In others, the instructor must indicate whether the student is to receive a "W" or a grade of "F." In the third and final stage of the semester, a student's attempt to withdraw must be considered by administrative officials, sometimes in consideration of a petition that may also go through an appeal committee. At that point, a "W" may be assigned at the administrative level, except in the units that ask the instructor to determine whether it should be a "W" or a grade of "F." Once the semester is over, a student's petition for withdrawal and change from an assigned grade to "W" is considered at an administrative level, but final action is dependent on the willingness of the instructor to change the assigned grade to a "W." It is the experience of this office that many faculty asked to take part in the late changes, especially those after the semester's end, assume that such a change would only occur in circumstances outside their purview as instructors, and would prefer that personnel familiar with those circumstances be the ones to make that decision. Some, of course, see it differently. What seems to be a growing problem in this respect needs careful attention by persons representing the various types of units dealing with such questions. A central question needing much clarification is whether a "W" is, in fact, a grade (as seems to be implied in a section of the University Senate Rules and Regulations), or an administrative procedure (as indicated in several aspects of current practice).

The speedy technological advances that have produced communication tools such as "internet" and "e-mail" have brought with them a number of concerns. Some of these have been considered in work toward an internet policy. This office has, of course, been aware of a number of issues in these areas, including harassment and/or misuse of these technologies to cause harm to other persons. Careful formulation of these policies, with broad representation in consideration of their application, will be essential.

Ongoing attempts to deal with "Academic Misconduct" have produced a variety of procedures. Each of the procedures has its own problems as well as virtues in addressing what are sometimes very difficult situations. It could be helpful at this point to gather persons from various Schools and the College to reflect on current procedures; such sharing of information might be useful in working with problems often faced by individual instructors as well as academic units. The Ombudsman often has occasion to be aware of problems arising between levels and units, and may be of assistance in such considerations.

Some recent events of harassment based on sexual orientation, in the campus community, have again demonstrated the need for shared information between appropriate university personnel, in addition to clarity in reporting procedures.

The University's Task Force on Violence in the Workplace continues to shape a program that combines education, training and procedures for response to threatening or violent behavior. An important element will be the general seminars offered by the Department of Human Resources and Public Safety Office. Perhaps even more important is the availability of such training to be offered upon request from a given unit. The Ombudsman is a member of the "Threat Assessment Team" which will be on call to assist where persons feel that a potentially violent situation exists.

Throughout my tenure in this office, I have been closely involved with the University and College Ombuds Association, and have been able to utilize insights and experiences from other universities in this unusual function. Increasing numbers of universities have decided to implement this type of office, and it is not unusual for new offices to request information and suggestions from the University of Kansas. It is clear that this university exercised real wisdom in determining the process of formation and ongoing expectations of this office. I continue to be appreciative of the many ways in which members of this community remain committed to the values of our shared enterprise of human growth and learning.