Ombuds Office Guiding Principles

The Ombuds Office at Davidson College is guided by the Standards of Practice and Code of Ethics of the International Ombuds Association (IOA). 

These standards are rooted in four core principles: confidentiality, impartiality, independence, and informality. 

Together, they shape how the office functions and what members of the Davidson community can expect when they reach out.

Confidentiality

The Ombuds Office safeguards the privacy of those who use the office — their identities, the concerns they raise, and the content of their communications. The office does not disclose confidential communications without permission.

The Ombuds will break confidentiality only under narrow circumstances: when there appears to be an imminent risk of serious physical harm or threat to public safety and no other reasonable option exists to mitigate the risk; when disclosure is explicitly required by law; or to the limited extent necessary to defend against a formal charge of professional misconduct.

The college will not require the Ombuds to disclose confidential ombuds communications to administrators, Human Resources, legal counsel, or other college personnel, except as required by law or as otherwise provided in the office’s governing documents.

The Ombuds Office does not maintain permanent, identifying records of confidential visitor communications on behalf of the college. The Ombuds may keep basic working notes in active matters as needed to follow up on commitments to visitors; such notes are retained in a secure and separate manner and are destroyed upon closure of the matter. The Ombuds Office also resists participating in formal proceedings regarding confidential communications unless required by an appropriate judicial authority.

Impartiality

The Ombuds is a designated neutral who works impartially with visitors and groups and has no personal stake in the outcome of any dispute. The office represents the college’s commitment to fairness and functions to help individuals understand situations more clearly, consider options, and seek constructive paths forward.

The Ombuds does not take sides, advocate for any party, judge who is right or wrong, or impose outcomes.

Independence

The Ombuds Office is independent in both appearance and practice. The Ombuds reports directly to the President and is not aligned with any particular department or unit. The office is not part of college management and does not function as an arm of Human Resources, Title IX, Academic Affairs, or any other formal office.

For administrative and logistical matters related to establishing and operating the office, the Ombuds may maintain regular contact with a designated college representative. That coordination does not diminish the office’s independence in handling visitor matters or exercising professional judgment.

Informality

The Ombuds Office is a voluntary, off-the-record resource. No one is required to use its services, and communications with the office are not part of, nor a substitute for, a formal investigation, grievance, complaint, or adjudicative process.

The Ombuds cannot intervene formally in any situation, impose a specific outcome, or create or implement college policy. The office is designed to help visitors think through concerns, understand options, and decide how they would like to proceed.