Student Ombudsperson Office Process Map

Step 1: Student fills out the Ombuds Intake Form.

Step 2: Student schedules a phone/zoom/in-person appointment with the Student Ombudsperson (Ombuds) via email ombuds@sjsu.edu. Email with your name, SJSU ID, and best availability through the next two weeks. 

Step 3: Student decides if they want to pursue INFORMAL RESOLUTION PROCESS and/or later FORMAL APPEAL PROCESS. 

Informal Resolution Process

INFORMAL RESOLUTION PROCESS:

Note that the Ombuds is available to help at ANY step of the informal resolution process upon request. 

Step 1: Student attempts to resolve the issue with Faculty (the involved faculty related to the case/incident). If the issue is not resolved, move onto the next step.

Step 2: Student attempts to resolve the issue with the Department Chair or Department Director.  If the issue is not resolved, move onto the next step.

Step 3:  Student attempts to resolve the issue with the Associate Dean. If the issue is not resolved, move onto the next step.

Step 4: Meet with Ombuds to review the case. 

IN AN OMBUDS MEETING:

In an ombuds meeting, the ombuds will:

  1. Explore options with Student Explain policies related to Student’s concerns
  2. Make referrals* to different departments for Student
    • *Possible referrals may include: Academic Advising, Academic Integrity, Accommodations (AEC), Campus Police, Counseling/BIT, Discrimination/Title IX, SJSU CARES, etc.
  3. Provide a safe space for discussion for Student
  4. Provide coaching for Student

Step 5: If the issue has not been resolved after Steps 1-4, Student can request to submit case for FORMAL APPEAL PROCESS. 

Formal Appeal Process

FORMAL APPEAL PROCESS:

Step 1: Student works with Ombuds office to submit a petition to the Student Fairness Committee (SFC).

Step 2: Student waits for SFC to present a result. Result times vary depending on the case. Some cases take one semester, while others take multiple semesters. 

SFC PROCESS:

  1. SFC Chair reviews the case. If Denied, the case is CLOSED. If Accepted,
  2. Case is assigned to SFC subcommittee
  3. SFC subcommittee investigates the case
  4. SFC subcommittee presents findings to the whole SFC committee
  5. SFC committee makes a decision. If denied, the case is CLOSED. If Accepted,
  6. Faculty (the involved faculty related to the case/incident) has 10 days to appeal to the Board of Professional Responsibility (BPR). If Faculty submits an appeal,
  7. BPR reviews and investigates the case
  8. BPR makes a final decision. Decision is shared with Student and Faculty and case is CLOSED.