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Client resources have been moved to Folderize, please visit the STScI Ombuds Admin Matter for the most updated resource. 

STScI Ombuds Team Resources

This page contains resources for MWI’s STScI Ombuds Team members to serve visitors. Please do not share this page or the page password with others.

Scope of Visitors: MWI serves all STScI employees.

  • STScI has 817 potential visitors. 20% are international.
  • Location: Based in Baltimore, MD – Eastern Time

Resources for STScI Ombuds Team Members

Policies

Organization, Structure and General Policies

AURA is the corporate entity that oversees STScI

AURA Organization Role, Responsibilities, and Relationships of the President of Aura Role and Responsibilities of the Center Directors
Visiting Committees Evaluation of the Aura President and Center Directors Closure of Board and Committee Meetings
Business Ethics Whistleblower Policy AURA Policy Governing Conflict of Interest
Records Retention Intellectual Property Policy Availability of Information
Business Insurance Export Control Classified Research
Liability Disclaimer Regarding Users Property Guidelines for International Members Charter for the Management and Operation of AURA’S Observatory in Chile
AURA Policy Governing Responsible Conduct of Research

 

Personnel Policies and Procedures

Employment and Reassignment Tenure Employment and Appointments of Research Scientific Staff
Compensation Termination of Employment Termination of Employment – Research Science Staff
Outside Employment, Professional Consultation, And Teaching by Staff Absences Employee Benefits Program
Personnel Classifications and Definitions Wages and Hours Reported Physical Status and Examination
Appraisal of Work Performance Employee Suggestions Safety and Health
Selective Service Deferments Personnel Records and Information AURA Grievance Policy and Procedures
Reimbursement of Travel Expenses Use of Government Vehicles Equal Employment Opportunity and Affirmative Action Plan
Performance Counseling and Discipline Unique Policies and Procedures (Chile) Gratuities
Standards of Workplace Conduct Communicable and Life-Threatening Illness Policy AURA Center Employee Congressional Relations
Drug- Free Workplace AURA Awards Sabbatical Leave for Research Science Staff
Relocation Policy AURA Pre-employment Screening Policy Americans with Disabilities Act
Epidemic/Pandemic Policy

 

Financial Policies and Procedures

 

Corporate Investment Guidelines Corporate Commitment and Signature Authority Cerro Tololo Inter-American Observatory Corporative Vehicle Fleet (CTIO CVF)
AURA Fund Raising Policy AURA Procurement Policy

 

AURA By-Laws

Article I – Membership Article II – Member Representatives Article III – Meetings of Member Representatives Article IV – Board of Directors
Article V – Management Councils Article VI – Nominating Committee and Special Nominating Committees Article VII – Other Committees Article VIII – Officers
Article IX – Salaries, Compensation, and Indemnification Article X – Financial Instruments Article XI – Fiscal Year Article XII – Corporate Seal
Article XIII – No limitation on Powers Article XIV – Amendments AURA By-Laws Attachment 1 – Definition of Terms

 

Federal Government Compliance Regulations

2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

National Science Foundation’s Cooperative Agreement Financial Terms and Conditions (FATC)

NSF Award and Administration Guide

Federal Acquisition Regulation

NASA FAR Supplement

Code of Federal Regulations

Training Resources

AURA Cooperative Agreement Compliance Presentation

Code of Federal Regulation (CFR 230)

Allowability Quick Reference Guide

AURA Procurement Policies

AURA Procurement Policies | Spanish Version

AURA Cost Book Policy and Procedure Manual

AURA Award Management Manual

AURA Policy Regarding Procurement

Ombuds Team Client Contacts

  • Functional Client Contact:

Sharron Gatling, Chief Diversity Officer

  • Emergency Contact:

Sharron Gatling, Chief Diversity Officer

Sandra Perkins

MWI Outsourced Ombuds Manual

This section is designed to provide the STScI ombuds team members with the tools and support needed to give STScI high-quality and responsive ombuds services. Please take the time to review and implement these tools and billing protocols.

Salesforce Training Videos

This section contains videos on how to use the Ombuds Tracker, Salesforce, to create a matter, close a matter, add billable time, find visitor information and more.

Ombuds Expectations

This section of MWI’s Outsourced Ombuds Manual provides ombuds team members with an overview of the standards and commitments that MWI has promised to MWI’s ombuds clients.

Billing & Invoicing

This section explains billable vs. nonbillable work as well as logging your time in Salesforce. You can learn more here.

Setting Up & Getting Started

This section of the outsourced ombuds manual provides information and instructions regarding activities that must be completed before starting work with MWI’s clients. Each section requires an action for you to take to prepare for working with visitors. Click on each link to learn more about resources on MWI Website using Email, Calendly, Zoom, Google Voice, Chatter, and MWI’s Ombuds Tracker.

Managing Visitors & Matters

Learn more about Creating Matters & Visitors, Creating & Managing Tasks, Other Features in Matters & Visitors, When and How to Close a Matter, Viewing Reports, Viewing & Editing a Matter, and Visitor Record and visitor resources. To view the entire section, click here.

Updating Visitor Record with stored demographic data (Potential Visitors)

All potential visitors’ contact and demographic information for the client are stored in Salesforce. This allows you to update (or pull in) a Visitor record with accurate and complete demographic information. Here you can learn to Update an Existing Visitor or Create a New Matter & Visitor

A Practical Guide To Organizational Ombuds

Questions?

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