Mediation

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The University Ombudsman may hold, whether ex officio or at the request of a given party, mediation and conciliation sessions with a view to mutual conflict resolution.

As such, we take part in any mediation or conciliation sessions whenever required to do so by all parties involved in a given problem.

Any member of the university community, whether individually or collectively, may address their request for mediation to the University Ombudsman in writing. Please include your relevant personal details and mailing address and specify the reason for writing to the University Ombudsman.

Requests for mediation can be made using the form provided for this purpose on the University Ombudsman’s website, in person at the Office of the University Ombudsman, or by mail via registered letter. Enquiries may also be directed to the General Registry of the University.

Mediation is a means of resolving disputes in which two or more parties voluntarily attempt to reach an agreement under the mediation of the Ombudsman.

Mediation protocol:

  1. Once a request for mediation has been received, in which the reasons for needing mediation must be clearly stated, the request will be communicated to all those involved such that safe receipt is confirmed. Said communications will also request written confirmation that expressly states whether or not the given party accepts the mediation session.
  2. If within a period of fifteen academic days from the date of receipt the Office of the University Ombudsman has not yet received a reply, it shall be understood that the mediation has not been accepted.
  3. Once the mediation has been accepted, the University Ombudsman will communicate in writing to the relevant parties the opening of a period no greater than 15 academic days during which they may draft written allegations and provide any relevant documents.
  4. Once the given period of time has expired, the University Ombudsman will call the interested persons to a joint session in their office, in an effort to reach conciliation. Said session will include taking minutes of all allegations raised, proposed agreements, whether or not a compromise was reached, and the planned course of action. The minutes must be signed by all parties. In the event that one of the parties should fail to appear for unjustified reasons, the minutes will include the phrase “an agreement was not reached due to the absence of one of the parties”.

Should the parties fail to reach an agreement, the University Ombudsman may submit a recommendation, informing both the affected parties and their superiors.

  1. The conclusions and agreements reached during the mediation and conciliation session will be recorded and must be signed by the University Ombudsman and relevant parties, the document being equally binding for all or both of the interested persons.
  2. The Ombudsman will follow up on the fulfilment of the agreed upon arrangement as they deem appropriate.
1 March 2017