Frequently Asked Questions

Questions

Answers

Who can schedule a consultation meeting? Is there a cost or limit to the number of meetings?

I am available to meet with any current University of Michigan postdoctoral fellow from all three U-M campuses. I am also available to meet with any U-M faculty or staff member who wishes to discuss a concern relating to a postdoctoral fellow. Visits are free of charge for individuals or groups, and there is no limit to the number of visits one can make.

Are you a confidential resource?

Yes, I adhere to strict confidentiality in all communications and meetings. The only times I may break confidentiality are:

  1. In cases of imminent harm to oneself or another person.
  2. When you specifically request or give permission to break confidentiality.
  3. On a limited basis, to the extent necessary, to defend against a formal claim of professional misconduct.

See also What will happen to my information? Will anyone know that I met with you?

How are you different from other support or conflict resolution resources on campus?

Although there is a wealth of support resources at the University of Michigan, it can be difficult for postdoctoral fellows to know which resources are available specifically for them. Some resources, for example, are only available to students or faculty, and there may also be limitations based on the school or college one is a part of. A part of my role is to help postdoctoral fellows at U-M become aware of and connect to existing resources, as well as help identify options and strategies to address any concern you may have.

I serve as a general liaison between postdoctoral fellows and different units and offices on campus. For example, I can help clarify policies, relay information, or help direct you to an appropriate office. I may also report issues or patterns to OPA/Rackham leadership as general observations or recommendations (without revealing identifying information).

There is currently no independent organizational ombuds or conflict resolution office that serves postdoctoral fellows at the University of Michigan. Although I am not technically an ombudsperson, I strive to adhere as closely as possible to the standards of practice and ethical principles of the International Ombuds Association: confidentiality, informality, impartiality, and independence (learn more athttps://www.ombudsassociation.org/what-is-an-ombuds)

Although you can talk with me about any concern that is affecting your well-being, I am particularly well-suited to help address concerns related to conflict, professional relationships, power dynamics, and navigating policies and bureaucracy. This might include, for example, difficulties with the mentor-mentee relationship, disputes related to academic publishing and authorship, concerns about a policy in your department, interpersonal conflict in your lab or within the department, or concerns about the ability to meet your training and professional goals due to a conflict or difficult situation. Importantly, although my office is a source of support and information, I am not an “advocate.” In other words, I don’t formally represent a particular side in a conflict. Rather, I strive to be as impartial as possible, while advocating for a fair process. This is why I am available to discuss issues with all parties who may have an interest or stake in a particular matter and, if requested and if all parties agree, I can also help facilitate or mediate a discussion between parties. Meeting with me is voluntary; no one can be compelled or required to see me.

I can also listen and talk with you about difficulties you may be experiencing with work-life balance, financial concerns, visa or immigration concerns, and your overall mental and emotional well-being.

It is important to note that I do not provide professional mental health counseling, legal advice, formal research support, or career exploration. However, I can help you learn more about the available resources on campus that provide these (and other) services.

Some examples include:

Is meeting with you the same as officially reporting an incident?

Meeting with me does not in itself involve or require official reporting of misconduct, and speaking to me does not constitute legal notice to the university that a problem exists. The only exception is in cases of imminent harm to oneself or another person, in which case I am obligated to report to an appropriate authority.

Why might it be valuable to have a resource to go to before officially reporting something? Sometimes, people are unsure whether they want or need to report a problem. For example, they may be uncertain whether they have enough, or correct, information; they may fear potential retaliation; or they may have doubts that official reporting will sufficiently address the problem. Sometimes, people want to report an issue, but they are unsure about the most appropriate route for doing so. Alternatively, they may want to discuss an issue that does not involve misconduct or a need to report, such as seeking coaching for an upcoming difficult conversation or strategizing about difficulties for completing their postdoctoral appointment.

This is where the informality and confidentiality of my office come in. My goal is to provide a safe and informal space to explore your concerns and explore options for moving forward without necessarily committing to any particular action. It’s a place to process your experience and brainstorm the pros and cons of various potential options, including both informal and formal procedures for resolution. It’s also a place to practice skill-building and goal-setting.

What should I expect from my meeting? Where will it be, how long will it last, and what should I bring?

Please note that until June 2025, I am only available to meet via Zoom or phone. Meetings are typically scheduled for an hour, although the meeting can be as short or as long as you would like. You are welcome to bring any notes, documents, or other materials to the meeting, but they are not required. To help ensure confidentiality for all involved, I ask that everyone agree not to record our conversation regardless of whether a meeting happens in-person or virtually.

When you arrive at your meeting, I will first spend a few minutes reviewing my role and the meeting format. I will then ask you to describe the concern(s) or issue(s) you would like to discuss. After you’ve provided this summary, I will likely ask several follow-up questions. These questions are meant to:

  • Clarify certain details of the issue(s)
  • Help clarify the interests and needs that are involved
  • Help you to identify and articulate the short- and long-term goals you have for your situation.

This open-ended discussion can also be a time to “vent,” express your feelings and think aloud in the presence of an empathetic listener. When it seems like the issues have been clarified, I will then transition into an exploration of the available options that might exist for addressing your situation. These may involve general options, such as coaching or finding out more information, or very specific options, such as filing a report or preparing for a follow-up conversation with a specific person at a specific time and place. Importantly, as options are being identified and discussed, you remain in control of decisions about what will happen, if anything. If a more specific source of support seems more appropriate to help address your concern, I may provide information to you about that resource.

After your visit, I may follow up with you to see how things are going. You are also free to schedule follow-up appointments at any time.

What formal options are available if I wish to file a grievance, complaint, or report of misconduct or non-compliance?

There are several formal reporting channels, but the place and process you need to use will differ depending on the type of issue. If your concern relates to sexual or discriminatory harassment, you can file a formal report through the Equity, Civil Rights, and Title IX Office. If your concern relates to an academic matter within your department, each school/college should have an established and written formal dispute resolution policy. You can ask your supervisor, your department chair, or me for a copy of that policy and information about how to submit a complaint. For concerns related to the administration of the terms and conditions of research fellow appointments, assistance is available from the office of Academic Human Resources. You can also file a formal report for many general university compliance issues (e.g., research misconduct, conflicts of interest) through the Ethics, Integrity, and Compliance Office. Finally, for safety or emergency concerns, you can either call 911 for emergencies or contact the U-M police department.

Can I file an anonymous complaint or concern through your office?

We are currently developing an anonymous reporting form specifically for the Office of Postdoctoral Affairs, and we will update this page with the link to the form once it is complete. In the meantime, you can file an anonymous report through the U-M Compliance Hotline, which is administered by an external and independent vendor, EthicsPoint.

What are my options if my department has initiated a formal complaint or disciplinary process and/or decision that involves me?

I am available for consultation before, during, or after a formal dispute or disciplinary process has been initiated. However, I do not get directly involved in, nor can I directly influence, department-level formal processes and decisions.

There is currently no centralized appeals process for postdoctoral fellows once a department-level or unit-level decision has been made as part of a formal dispute resolution process. However, the Office of Postdoctoral Affairs is looking into the feasibility of establishing an appeals process, and this FAQ will be updated if and when that happens.

Who do you report to? Can you enforce disciplinary action or policy changes?

I directly report to the Director of the Office of Postdoctoral Affairs (OPA), Mark Moldwin, and the Director of Graduate Student and Program Consultation Services (GSPCS), Mallory Martin-Ferguson, at the Rackham Graduate School. For postdoctoral conflict resolution and well-being issues, my formal reporting structure is administrative and does not compromise the confidentiality of my consultation services. The lack of structural independence, however, is one feature that distinguishes me from an organizational ombuds office.

It is important to know that I cannot directly enforce disciplinary action against any individual on campus, nor do I have the direct or unilateral authority to enact policy changes at the departmental or institutional level. I may, however, bring issues that are brought to my attention—especially repeated issues or patterns—to OPA/Rackham leadership as general observations or recommendations (without revealing identifying information).

What will happen to my information? Will anyone know that I met with you?

To the fullest extent possible, I will protect your confidentiality. I create no permanent or official records. Any notes taken during your visit will be destroyed once we are done working together, and my notes will not be shared with anyone. The fact that you spoke with me will also not be shared, except as necessary in the scenarios listed below. If you see me outside of the context of my consultation services, I will not acknowledge or reveal your visit with me. For quality assurance purposes, I collect basic demographic information and aggregate details of cases, such as home departments and the number and duration of visits. Personal or identifying details are not a part of these aggregate data.

The only times I may break confidentiality are:

  1. In cases of imminent harm to oneself or another person.
  2. When you specifically request or give permission to break confidentiality.
  3. On a limited basis, to the extent necessary, to defend against a formal claim of professional misconduct.

What is meant by terms like “conflict coaching,” “facilitated conversations,” “shuttle diplomacy,” “mediation,” and “restorative practices?”

These terms refer to different processes of informal conflict resolution and restoration, and they range from more informal, one-on-one processes to more formal group processes of problem-solving and repairing harm.

Conflict coaching is a one-on-one process that typically happens over several individual sessions. It involves talking about a conflict or difficult situation; learning to understand its causes and impacts at a deeper level, including an analysis of how emotions, identity, power, and unexamined assumptions may be affecting conflict dynamics; establishing personal goals and strategizing about ways to manage the situation; and putting a plan of action in place to reach those goals.

A facilitated conversation is an informal process in which a mutually acceptable and impartial third party, who has no authority to make binding decisions, helps to support and facilitate communication and help promote psychological safety. A facilitated conversation is similar to a mediation, but is less formally structured and not necessarily oriented toward creating a specific or written agreement among parties. It can help everyone feel heard and understood and often leads to a verbal agreement or a better shared understanding of concerns.

Shuttle diplomacy refers to a process whereby a mutually acceptable and impartial third party goes back and forth individually between parties to communicate on their behalf. This can be useful or necessary for intense conflicts, safety concerns, or severe communication difficulties, in which the parties cannot directly or productively communicate.

Mediation is a lot like a facilitated conversation but is more formalized. Mediations typically focus on a specific problem or dispute among two or more stakeholders. The mediator invites each party to provide an opening statement and then facilitates a process of information-sharing, clarification of issues, interests, and needs, and brainstorming and evaluating options that hopefully meet everyone’s needs. A mediation often results in a written agreement among the parties that may include specific follow-up steps and plans to help ensure agreements are honored.

Finally, restorative practices include a range of facilitated and participatory processes that focus on repairing harm, addressing needs, and identifying obligations. Restorative practices often take the form of a circle, where an impacted community can come together, listen to each other, and process their experiences. Many circles use a talking piece, where each person in the circle is invited to speak or listen as the talking piece makes its way around the circle. In an academic environment, restorative circles can be useful when conflicts or harms impact one or several groups on campus (for example, departments, lab groups, organizations).

Is your office accessible for those needing accommodations?

I strive to maintain a welcoming and inclusive environment. If you need any accommodations to meet with me, please don’t hesitate to let me know. You can also contact the Disability Equity Office, who can work with us to ensure that