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Committee previews employee ombuds pilot policy, recommends starting with independent contractor model
Summary
The committee heard a presentation on a draft employee ombuds policy proposing a limited pilot focused on employees, emphasizing ombuds principles (independence, impartiality, informality, confidentiality). Staff recommended starting with an independent contractor to preserve neutrality; the committee asked for more detail and will continue discussion in January.
Policy staff presented a draft employee ombuds policy outlining the role, core values and operational limits for an ombuds program restricted initially to district employees.
Staff described the ombuds model as a neutral, informal resource that can receive confidential concerns, provide information and suggest informal resolutions, and report recurring issues to improve organizational systems. The presentation emphasized four principles from the International Ombuds Association: independence, impartiality, informality and confidentiality, and explained what an ombuds does not do (no formal investigations, no formal advocacy or decisions).
Because of concerns about perceived bias if the ombuds were a district employee, staff recommended piloting the program with an independent contractor; the policy language is flexible to allow either an external contractor or a district employee with strong independence protections. Staff also cited K‑12 examples (Orange County, Prince William, Fairfax) that use uniform coding for anonymous reporting and annual summaries.
Board members asked about confidentiality limits, access to personnel records and how mandatory reporting exceptions (e.g., child abuse) would be handled. Staff said those exceptions and data‑handling rules are described in the draft policy and would be spelled out in implementing procedures. Committee members indicated interest in a work session or January discussion to examine the draft policy in more detail and suggested Chair Haggerty and staff would coordinate next steps.
Next steps: staff will return with additional language and operational details (training, access to counsel, reporting cadence) for review in January; if the pilot proceeds, staff will craft procurement language and operational protocols for either a contractor or an internal ombuds with statutory protections.
