SUBMISSION DATE EXTENDED: Submissions accepted until 12pm Eastern on Monday, May 18th

Dear In Practice,

Dear In Practice,

I’ve been an organizational ombuds for several years and demonstrating fidelity to the code of ethics is important to me. I am especially conscious of my duty to convey a sense of fairness and impartiality in the way I enact the role. At the same time, I have strong opinions and preferences about local and national political issues, and I care very much about upcoming elections. I believe I also have a duty to be civically engaged.

By, Ellen Miller
Executive Director - IOA

Following up from my posts regarding AI for Ombuds Messaging and Using AI to Help Explain the Role, below is a sample briefing memo for general counsel written in a tone that appreciates the legal risk framing of the audience. I have also included some additional comparisons that may be helpful in understanding the role as it relates to the legal function and those tasked with risk management and mitigation. As we previously noted, the majority of this work has been generated by an AI tool in response to specific queries, clarifications and corrections. It has been reviewed for accuracy and also slightly edited, but the majority is AI generated.  

Sample Briefing Memo 

Subject: Governance Design and Legal Risk Considerations for the Organizational Ombuds Function

By, Ellen Miller
Executive Director - IOA

As we shared in our previous post, Using AI to Help Explain the Role, AI can be a wonderful resource for ombuds when used appropriately for our work. In this series, I asked an AI tool to help us frame some talking points and was surprised at the precision of its response. When engaging with AI, you need to ask specific queries, specific follow up queries and also correct any information that is wrong with the responses so the platform learns. This response has been reviewed for accuracy and also slightly edited, but the majority of language is AI generated.  

Here is my initial prompt, How do we educate general counsel or HR directors who feel the role is duplicative or they do not like that it is confidential?  

AI can be a wonderful resource for ombuds when used properly and appropriately. Many find it to be a helpful editor or as a starting place when schedules are otherwise jammed, as long as no distinguishable or confidential information is uploaded in a query. To demonstrate this point, I asked an AI tool to help us articulate why ombuds are specifically unique in role and function compared to other functions.  Responses have been reviewed for accuracy and also slightly edited, but the majority of the language is AI generated. The exciting news is the extent the AI tool understands the role. 

Query 1: What makes an Organizational Ombuds unique from other organizational support like HR, or EAP: 

An Organizational Ombuds plays a very specific and distinct role inside an organization. While they may seem similar to HR or an EAP at first glance, their function, authority, and approach are fundamentally different. An Organizational Ombuds is an independent, neutral, confidential, and informal resource for employees (or members of an organization) to discuss concerns, conflicts, or ethical questions. They typically follow the standards of practice set by the International Ombuds Association, which emphasize Independence, Impartiality, Confidentiality and Informality. 

How an Organizational Ombuds Is Different from HR: 

The IOA is teaming up with the ABA Section of Dispute Resolution to produce two applied learning tracks that will take place on Wednesday, 15 April 2026, from 1:00 to 4:00 PM ET. These sessions will close out IOA’s Annual Conference and launch the ABA Section of Dispute Resolution’s Spring Conference.  

Led by IOA President Jenn Mahony and ABA Section of Dispute Resolution Chair Liz Hill, this virtual event brings together experienced professionals from across the dispute resolution landscape.  

IOA is looking for members who have specific skills in the following areas to co-facilitate these sessions. We will select two facilitators/instructors - one for each track to work with the facilitator/instructor selected by the ABA Section of Dispute Resolution. For those interested, please email [email protected] by Wednesday, 12 November. Please attach your CV/resume and detail your experience training in either area. Details about these sessions are below.  

Update from the Asia Pacific Regional Advancement Committee (RAC) Conference:‘The Ombuds Role in a Complex, Challenging and Rapidly Changing World’. Ōtautahi Christchurch, New Zealand. October 8-10

by Fred Wright, Chair of the International Outreach Committee and Former AP RAC Co-Chair 

Leadership in the ombuds world is meaningful, complex, and often isolating — especially for those of us supervising staff, managing internal dynamics, and leading our offices through institutional change.

That’s why I’m launching the Ombuds Administrator Roundtable — a casual, peer-led bi-monthly space for ombuds leaders who supervise staff and lead ombuds programs.

This isn’t a training. There’s no PowerPoint, no facilitator, and no deliverables. It’s an informal, confidential space to talk shop, reflect on our work, and support one another as leaders.

As you know, IOA has revamped its certification options, creating the new Ombuds Certification Program that includes certification for both individuals and programs. In December 2024, we stopped accepting applications for the CO-OP designation and in May 2025, we introduced the new criteria and process to apply for the new individual certification. Last month, we began accepting applications for programs to be certified. 

The Board of Certification has been busy discussing how best to transition current CO-OP over to the new program. Last month, the Board met and acted on several recertification issues: 

1. Determined a date to stop processing recertification applications under the old CO-OP system, 

We recognize that many ombuds offices—both in the U.S. and around the world-are navigating budget constraints that can limit access to valuable professional development opportunities. In response, IOA is pleased to offer a limited number of supported registrations for current members to attend the 2025 September Symposium, taking place on 30 September.

If you no longer have access to professional development funding but would benefit from participating in the September Symposium, we encourage you to reach out to me by 1 September to express your interest.  

We especially welcome applications from our international colleagues.

The Journal of the International Ombuds Association (JIOA) is seeking a Student Editor to join its Editorial Board. This is an excellent opportunity for a graduate student interested in ombuds practice, conflict resolution, and academic publishing to engage with emerging scholarship and support the journal’s mission.

This is a volunteer position requiring a commitment of approximately 5-10 hours per month. The Student Editor will work closely with the Editor and Editorial Board to assist with editorial tasks, student outreach, and engagement while gaining valuable experience in scholarly publishing.

Key Responsibilities

• Editorial Support
• Assist in copyediting and proofreading articles to ensure clarity, consistency, and adherence to JIOA’s editorial standards.
• Support efforts to enhance accessibility and readability of published content.
• Student Engagement & Outreach
• Develop strategies to increase student awareness of JIOA and encourage student submissions.
• Conduct outreach to graduate students and academic programs in fields related to ombuds practice, conflict resolution, higher education, law, public administration, and organizational behavior.
• Identify opportunities for JIOA to engage with student organizations, academic conferences, and research groups.
• Journal Visibility & Promotion
• Assist in promoting new issues and articles through social media, academic networks, and student-oriented platforms.
• Work with the Editorial Board to explore initiatives that encourage early-career scholars and students to contribute to JIOA.
• Help develop informational materials (e.g., blog posts, social media content, flyers) to increase the journal’s reach.

Qualifications

• Current graduate student (Master’s or Ph.D/JD) in a field related to ombuds practice, conflict resolution, law, higher education, public administration, or organizational studies.
• Strong writing and communication skills.
• Interest in scholarly publishing and academic research, in particular in the field of organizational ombuds.
• Ability to engage with students and faculty in academic programs relevant to ombuds practice.
• Experience with student outreach, social media, or academic engagement is a plus but not required.

Benefits

• Gain hands-on experience in academic publishing and journal operations.
• Contribute to advancing ombuds scholarship and engaging students in the field.
• Connect with ombuds professionals and scholars worldwide.
• Enhance academic credentials and develop outreach and editorial skills.

Application Process

Interested candidates should submit the following:

Ombuds Dilemma: Should I be a Brand Ambassador?

Dear In Practice,

In a recent virtual visitor meeting, I looked at my reflection and realized I was not only wearing a shirt embroidered with my organization’s logo but also drinking from one of our organization’s mugs. Thank goodness I had temporarily deactivated the virtual background that prominently features our organization’s logo and which all employees are now strongly encouraged to use.

As an Ombuds, I regularly look for tools to add to my practice that help me engage effectively with those I serve. Recently, I was introduced to behavioral research-based reflective practice tools that I could use in my regular routine of reflection and practice.  The Structured Reflective Instrument (SRI) provided a comprehensive framework for working through those tough cases that linger in my mind as an ombuds. Using this framework and the thoughtful lines of inquiry allows me to constructively work through my individual engagements with visitors in my office. As an ombuds working in an office of one, I believe it is critical to look for various types of frameworks for reflection to help us work through those times when we feel challenged by the cases we are presented with so we can ensure that our approach remains rooted in the proven mental models that we use to engage in our work. Following the training, I reached out to the program facilitators, Michael and Tzofnat, to see if they could share a bit about their reflective work and the SRI with our IOA colleagues. - Bryan Hanson

The Structured Reflective Instrument

By Tzofnat Peleg Baker and Michael Lang,

As third-party interveners, we navigate through complex and strenuous circumstances, where intense tensions and high emotions are the norm. The diverse concerns and goals of the parties and visitors we assist are often implicit, making them challenging to identify and express. To effectively address these invisible undercurrents that drive destructive conflict, we must constantly evolve and learn as professionals.

By Martina Peskoller-Fuchs
Ombudsperson, European Molecular Biology Laboratory (EMBL), 

As ombuds practitioners, we often encounter workplace conflicts that seem intractable. Today, I'd like to explore a powerful approach to conflict resolution rooted in Viktor Frankl's logotherapy and further developed by Elisabeth Lukas. This meaning-centered approach offers valuable tools for helping our visitors break free from cycles of conflict and find paths to personal growth and improved relationships.^[1]

I believe this approach can be understood and applied effectively regardless of whether one fully subscribes to logotherapy or has an in-depth understanding of Viktor Frankl's teachings. The core principles of personal growth, freedom, values, and meaning that underpin this approach are universal concepts found in many philosophical and psychological traditions. As such, this approach can be valuable for practitioners from diverse backgrounds and theoretical orientations.

Ombuds Dilemma: Should I stay or should I go?

I’ve been in my ombuds role for a year and would like to remain in this role for the foreseeable future. The president who hired me unexpectedly retired 6 months after I arrived and there have been significant transitions as a result. Just as I was starting to build relationships, leaders started exiting the organization – sometimes I look around the room at meetings and don’t recognize many of the faces. The president’s expanded cabinet (about 40 leaders) has been invited to a two-and-a-half-day retreat at a retreat center in the mountains, about 3 hours from where most of us live. This is the first ever off-site retreat for this group. Many of our activities will focus on planning for the future, and our new president has also been very clear that this retreat is an attempt to help the organization’s leaders get to know one another and build relationships. I’m included in this invitation as a direct report to the president. Should I stay or should I go?

Response 1: Mary Rowe, consulting ombuds

1. You can apply to teach IOA Foundations of the Organizational Ombuds, which is taught multiple times a year both virtually and in-person. In order to be eligible to teach Foundations, you need to have taken Foundations and to have served as a practicing Ombuds for at least three years. You also need to be currently practicing as an Ombuds to IOA standards and be an IOA member. Foundations instructors are offered $500 for their instruction or they can have access to credits to take another IOA course. To apply to be a Foundations instructor, please visit: Foundations Instructor Form
2. You can apply to present a Webinar. Webinars are presented virtually from 75 minutes to 3 hours and are recorded and posted to IOA’s Resources page. Instructors can present solo or as a group, and topics can vary. Webinar presenters are volunteering their time and do not receive payment for their presentations, but they are able to engage the entire IOA membership. Webinars are held on the third Thursday of the month at 9 AM Pacific, 12 PM Eastern. When applying, presenters should be prepared to provide the title, abstract, and learning objectives of their proposed webinar. To apply to be a Webinar presenter, please visit: Webinar Proposal Form
3. You can apply to teach a Core Course in a topic that matters to you and that you have expertise in. Core Courses are virtual courses from 3 to 12 hours (over one day or many). They will be offered live and recorded and posted to IOA’s Resources page. Instructors can present solo or as a group, and each team of Core Course instructors is paid $400 for their instruction. Core Courses do not have to be offered in English or during a time zone that works for North America, so international instructors are encouraged to apply. You can apply to teach a Core Course that has been offered before or propose a completely new course. The application asks for the title, description, outline, and proposed audience of your proposed course. To apply to teach a Core Course, please visit: Core Course Proposal

The ABA Dispute Resolution Section is now accepting program proposals for our 2024 Spring Conference that will be held April 10–13, 2024, in San Diego, CA. This year’s conference theme is Mastering the Future: Revolutionizing Dispute Resolution in a Dynamic World.

We welcome program proposals from anyone who can enlighten and connect with our anticipated attendees, who include dispute resolution leaders, mediators, arbitrators, ombuds, judges, attorney advocates, court administrators, neutral providers, ADR consumers, and legal educators. The proposal deadline is September 13 at 5 p.m. ET, so now is your chance to bring your program idea to life!

The Journal for the International Ombuds Association (JIOA) has an opening for an Associate Editor! Associate Editors work directly with authors throughout the revision process. JIOA believes in a highly constructive revision process. Associate Editors are directly responsible for providing editorial support to authors to achieve that goal. Specific responsibilities of Associate Editors include:

• Serve at the first point of contact for authors during the revision process
• Provide feedback to authors as necessary as they revise drafts of their manuscript
• Determine when a revised manuscript is ready for final approval from the Editor
• Make minor editorial decisions and request the opinion of the Editor for larger ones
• Solicit manuscripts from potential authors
• Assist with JIOA special projects
• Market the Journal via email and social media platforms
• Attend Editorial Board meetings

The ideal Associate Editor will have excellent communication skills; tact and discretion; familiarity with academic research, writing, and conventions; digital fluency; the ability to multitask and meet deadlines; a highly cooperative spirit; and respect for academic integrity. Three years of experience within the Ombuds field is preferred.

Don't miss out on this year's ABA Section of Dispute Resolution's 25th Annual Spring Conference on May 10–13, 2023, at Caesar’s Palace in Las Vegas, Nevada. We are excited to bring ADR professionals together again in Las Vegas after three years of virtual conferences! As the world’s largest ADR conference, it provides attendees a chance to network with others in the field, attend quality educational programming to advance their careers, and have fun with peers at social events. Join us in celebrating this year’s ADR awardees and be inspired by the keynote speakers. Whether you are new to the field or have been practicing for decades, the ABA Section of Dispute Resolution Spring Conference has something for you!