An ombuds identifies and helps resolve concerns that come up during a conference. The ombuds may also serve as an impartial third party to help manage conflict and help conference participants find fair options for addressing problems.

The ombuds provides information about conference policies, procedures, services, and programs, and may make referrals to other resources with the individual’s permission. After the conference, the ombuds may also offer recommendations to the Executive Management Team about policy or practice changes.

Contact information for the Partners in the Outdoors Conference Ombuds can be found on this page, and you may also use the confidential web form on this page.

The ombuds does not replace other roles or procedures at Colorado Parks and Wildlife. The ombuds does not provide legal advice or counseling and does not make decisions on the issues brought forward.

Discussing an issue with the ombuds does not constitute formal notice to the Executive Management Team about the existence of a problem. The ombuds can, however, help attendees identify options for resolution or proper channels for sharing information, without identifying the source of the information.

All Partners in the Outdoors Conference attendees, staff, presenters, exhibitors, and anyone else participating in the conference with a conference-related concern are welcome to contact the ombuds.

You may contact the ombuds anytime, including after hours, and she will reply within 24 hours.

Any concern that an attendee is unsure how to handle may be brought to the ombuds, including communication issues, harassment, discrimination, disability access, sexual misconduct, and safety concerns, among others.

Employees can also raise concerns or complaints about discrimination, workplace violence, and harassment with DNR HR at any time.

The ombuds will:

• Provide enough time and space to air concerns in private
• Listen carefully to concerns or complaints
• Help develop a list of options for addressing concerns
• Provide or obtain answers to questions about policy or procedure
• Work with you to develop a strategy for resolution

Contacting the ombuds may help you gain:

• Insight into a complicated situation
• A clearer perspective on an issue or concern
• An enhanced ability to deal effectively with a problem
• Identification and clarification of options
• A stronger communication plan for addressing interpersonal issues
• A path toward resolution of an ongoing problem affecting your conference experience

The ombuds has the authority to contact the Executive Management Team at Colorado Parks and Wildlife and the Department of Natural Resources Human Resources to bring issues to the attention of those with authority to address concerns and to recommend changes in policy or practice when appropriate.

The ombuds does not have the power to mandate anyone, including staff, management, presenters, or attendees, to take action.

As a matter of policy, the ombuds destroys all information regarding a matter when that matter is resolved or within one month of the conference. The ombuds does not retain information that would identify individuals involved in a conflict, dispute, or complaint.

The ombuds may keep general statistics and periodically report general problem areas to the Executive Management Team. This reporting is aimed at identifying emerging issues, trends, vulnerable groups, and areas for improvement, without identifying individuals.

Employee Relations and Human Resources professionals assist managers and employees in establishing, following, and applying HR-related policies and procedures. They may conduct formal investigations, make or modify policies, and accept formal notice of a claim on behalf of the organization.

Because they are part of the organization’s management structure, ER/HR professionals cannot always extend complete confidentiality, and their role is not fully impartial because they must represent and protect the organization’s interests.

By contrast, the conference ombuds provides informal assistance in surfacing and addressing issues. The ombuds does not conduct formal investigations, does not accept notice for the organization, and is not part of the management structure. The ombuds can therefore extend near absolute confidentiality, except in the instance of an imminent threat of serious harm.

The ombuds does not advocate for the individual, groups, or the organization. The ombuds advocates only for a fair process. These functions are not competing roles. When they work effectively together, they can provide tremendous benefit to the conference and the organization.

The conference ombuds role is quite different from that of a lawyer. A lawyer is an advocate for a client and is associated with more formal processes and the legal system. The ombuds maintains impartiality and does not provide legal advice.

Many ombuds are trained as mediators and often use mediation skills as one of many approaches to problem-solving and conflict management. However, the conference ombuds role is broader and more connected to the organization than the role of a mediator.

A mediator is typically an outside professional focused on helping people resolve a specific issue, while the ombuds has a broader scope of work.

A full range of topics can be brought to the Conference Ombuds, including but not limited to:

• All types of identity-based concerns
• Harassment, including sexual harassment
• Free speech and free expression
• Integrity issues, intellectual property, and research concerns
• Conflicts of interest
• Problems with the hotel or hotel staff
• Safety concerns
• Issues related to the organization

Yes. The ombuds welcomes those with a serious concern about others or about any conference situation, as well as those with a complaint about something that affects them directly. When in doubt, contact the Conference Ombuds.

The ombuds’ effectiveness and credibility are based on a commitment to being fair and supportive of each conference participant who contacts the ombuds. The ombuds is not part of any one department at Colorado Parks and Wildlife and is an independent subcontractor, which supports impartiality.

The ombuds’ role is to help people make informed decisions with support and guidance, not to take sides.

No. The ombuds cannot serve as a witness and does not participate in formal grievance processes. The ombuds will not testify in formal judicial or administrative hearings.

However, the ombuds may facilitate informal discussions with the consent of the other participants. If asked to serve on a committee, it would be in an advisory capacity only.

The goal of the ombuds is to support and inform those connected to Colorado Parks and Wildlife about conflict management options to address and resolve concerns.

The ombuds offers a confidential, independent, and informal resource. This means that people can speak with the ombuds with the understanding that the ombuds will not report what was shared unless doing so is necessary to prevent serious harm.

The ombuds is also a change agent who identifies patterns and causes of conflict and brings those issues, in a non-identifying way, to senior management.

Yes. If the ombuds determines that an imminent threat of serious harm exists and/or there is suspicion of abuse of any kind, the ombuds has the right to disclose this information. This determination is made at the sole discretion of the ombuds.

In situations where talking with others may help and there is no risk of harm to self or others, the visitor will be asked for permission before any disclosure is made.

If you have specific concerns about confidentiality, please raise them when you speak with the ombuds. Communications with the ombuds are otherwise made with the understanding that they are confidential and off the record, and that the ombuds will not testify in formal or legal proceedings to reveal confidential communications.

No. Once a matter is in a formal process, including legal action, the ombuds does not have further involvement unless the parties want to try mediation or other confidential services offered by the ombuds to resolve the issue.

The ombuds will maintain the confidentiality of all dealings and communications and will assert any available legal protections to maintain that confidentiality.

Yes. Users can remain anonymous. You may call the ombuds to discuss an issue without giving your name. If you would like to remain anonymous, the ombuds will work with you to address your concern without revealing your identity.

Yes, but only in a non-identifying way. Without breaching the confidentiality of communications, the ombuds may provide Colorado Parks and Wildlife with feedback on the nature of issues raised about the conference, along with insights or observations on systemic issues related to the conference or the organization.

Please contact the Partners in the Outdoors Conference Ombuds through mwi.org/cpw-ombuds to get your questions answered.