Reviewing Written Documents Policy

The Ombudsperson can offer to review written documents for you. This often includes drafts of appeals, responses to allegations, or other communication that you may feel is contentious or unfamiliar for you. If you would like the Ombudsperson to review your draft, please understand the following:

  1. Do not book an appointment for the sole purpose of getting the Ombudsperson’s feedback on a document you have drafted. The Ombudsperson’s practice is to take enough time to read a draft thoroughly (often more than once) and return thoughtful written feedback over email. Reviewing a document with you present or within a limited timeframe results in poor outcomes. Instead, please email your request to the Ombudsperson. If you have not yet had an appointment, the Ombudsperson may ask to meet to gather the necessary context for the review.
  2. Understand the Ombudsperson is not an advocate and will have a limited role. The Ombudsperson provides feedback on tone, clarity, logic, and appropriateness, but will not write for you or come up with the ideas or arguments. If you disagree with the feedback, you may disregard the Ombudsperson’s comments. In the end, you are responsible for the contents of your document.
  3. Do not share the Ombudsperson’s comments with the decision maker. Even if you share them accidentally, revealing a previous draft or the Ombudsperson’s comments can undercut your position and reveal flaws in your arguments. Doing so can also undermine the Ombudsperson’s impartial and independent position when the comments are read out of context.
  4. Allow at least three (3) business days or more for a review. The Ombudsperson office is staffed by one person, who serves the entire University, which means that there are likely many reviews happening at the same time. If you have a deadline, make sure to send your document to the Ombudsperson with plenty of time for review. If that isn’t feasible, tell the Ombudsperson about the deadline, but be prepared for the review not to be finished in time. Do not miss a deadline while waiting for a review. Waiting for the Ombudsperson’s review will not excuse you from missing a deadline.
  5. Send a PDF or an editable document (Word, Pages, etc.). The Ombudsperson will not review a document that is shared through GoogleDocs or another online or cloud service.