The Ombuds Officer about a safe working environment: ‘Let’s keep the conversation going’
How can the university create a safer working environment? Ombuds Officer Marjan van Dasselaar provides independent and impartial advice on this matter. In her recently published annual report, she also provides a number of recommendations. ‘We’re all responsible for ensuring a culture of dignity and respect.’
Hi Marjan, what can staff come to you for?
‘Staff and managers can come to me with all sorts of work-related issues. People come to me, for example, if they suspect unacceptable behaviour or discrimination, or they’re doubting whether someone is acting with integrity or they’re noticing recurring conflicts within their working environment. You can come to me with those kinds of issues, and you can also come to me if you have concerns about your position in relation to your manager –for example, if you’re a PhD candidate and you’re having problems with your supervisor.’
‘If you report something to me, you’re in control of the situation at all times.’
How do you proceed from there?
‘In the initial meeting, I explore the nature of the problem and discuss whether I’m authorised to address it. I then investigate whether there are patterns of unacceptable behaviour. To do this, I might have discussions with staff members and managers from the same department or institute. If I identify a pattern in the issues being discussed, I can – with permission from the person or people who reported the matter – bring this to the attention of the relevant organisational unit. If a staff member requires individual support with the problem they’re struggling with, I refer them to the confidential counsellors, the occupational health physician or the trade union.’
You have an independent position. What does that mean?
‘It means that I don’t have a manager and I’m not required to report to one. I report on my work anonymously each year by publishing an annual report. The report specifies the number of situations reported and the nature of the unacceptable behaviour concerned, such as harassment, bullying, gossip, abuse of power or failure to honour agreements. What staff members choose to discuss and share with me remains confidential, and I will only take action or share information with others with the consent of the person making the report. So, if you report something to me, you’re in control of the situation at all times. Not only am I independent – I’m also impartial. I can speak to the person lodging the complaint, as well as the person who the report concerns and the relevant managers. Provided everyone agrees to it, I’m also authorised to mediate.’
What can we learn from the reports you receive?
‘If it turns out that there are patterns that may result in a culture where there is a lack of dignity and respect within the organisation, then I discuss it with managers, the Board, HR, staff participation bodies and trade unions within the organisation so that measures can be taken to address and change those patterns. Sometimes, that involves change at an organisational level, but it often involves a change in behaviour. It might concern someone’s leadership style, a failure to honour agreements, using positions or power in a relationship of dependency or how you’re treated by others. We’re all responsible for creating and maintaining a culture of dignity and respect. So, you could ask yourself: What behaviour do I display, and can I reflect on it? Do I dare to show vulnerability? Do I give others the space that I need a bit less or that I no longer need, and can I share successes?’
‘Dignity and respect is a topic that receives widespread attention across our university.’
Is there anything else that you’d like to add?
‘Dignity and respect is a topic that receives widespread attention across our university. It’s important to recognise that breaking organisational patterns and changing behaviour requires constant attention and takes time. Everyone within the organisation is responsible for fostering a culture where people feel safe to report issues at an early stage, where it’s acceptable to make mistakes and where reflecting on your own behaviour is the norm. And where you can ask a colleague, manager, confidential counsellor or me for help if you’re not quite sure what to do. Let’s keep the conversation going about the culture we’re striving to achieve together.’
Are you going through something that’s getting in the way of your or someone else’s job satisfaction? The Staff Ombuds Officer handles all reports with strict confidentiality. Please get in touch at ombuds.medewerkers@leidenuniv.nl or on 06 38 95 04 08.