Ombudsman
The Ombudsman's office is confidential, impartial, independent and open to all members of the Mila community.
The Ombudsman receives the concerns and complaints filed by members of the Mila community who believe they are the victims of injustice, misconduct, or violation of their rights. The Ombudsman can at any point attempt to resolve issues informally. Members have to exhaust all internal mechanisms, procedures, and resources at their disposal before the Ombudsman intervenes.
The Ombudsman reports directly to the Board of Directors of Mila.
About
Julie Boncompain has been Mila’s Ombudsman since 2020. A practicing lawyer for 21 years, she has developed particular expertise in dispute prevention and resolution (DRP) as well as conflict management in the areas of education, labor and business law. She undertakes mediation and arbitration mandates for non-profit organizations, private and parapublic companies as a consultant.
In addition to being the Protector of Rights (Ombudsman) at Polytechnique Montréal, she chairs the Association des ombudsmans en enseignement supérieur du Québec (AOESQ) and the International Relations Committee of the Association of Canadian College and University Ombudspersons (ACCUO).
Mandate
The Ombudsman is available to all members of the Mila community. The Ombudsman’s mandate is to ensure fair and equitable treatment by the administration of all situations experienced by members of the Mila community. She can advise, refer, expedite, identify and propose solutions at any time in a case.
She may only intervene in an ongoing process or review a decision when all internal Mila channels, mechanisms, processes, and resources have been exhausted.
For any admissible complaint, the Ombudsman may conduct an investigation and intervene with stakeholders and decision-makers likely to be able to contribute to the resolution of the situation. To this end, she has access to all documents and information she may require for the investigation and may make recommendations to the concerned stakeholders and decision-makers at the end of an investigation.
Overview
Role
The Ombudsman’s mission is to provide an independent, impartial and judgment-free space for Mila members to voice concerns or issues they feel are unfair and unjust, or if they are the victims of injustice, misconduct, or a violation of their rights.
Who can use the Ombusdman's
services?
The Ombudsman’s office serves all members of the Mila ecosystem with respect and compassion, including students, supervision candidates, interns, researchers, faculty, staff, and management.
Values
The Ombudsman promotes a collaborative and preventative approach in the treatment of your case and will listen to you with respect.
When to contact the Ombudsman?
- You are uncertain about the appropriate course of action or available resources;
- You have explored all internal administrative options at Mila or your affiliate institution, yet the situation remains unfair or unjust;
- You wish to discuss an administrative or interpersonal matter, or issues pertaining to your status and privileges as a researcher at Mila;
- You require the assistance of a mediator-facilitator to address a conflict or facilitate a conversation.
The Ombudsman can
- Provide quick and informal information and advice on Mila’s policies and procedures, helping to identify possible courses of action and recommending steps to be taken
- Refer you to available resources
- Facilitate discussions with the administration, faculty, staff, or students
- Proactively explore potential avenues to resolve conflicts or issues
- Independently and impartially investigate the merits of a request. The Office has access to any document, may obtain all necessary information, and interview any person, when necessary
- Formulate and submit individual or systemic formal recommendations to remedy an identified injustice or inequality
- Act as a mediator-facilitator to resolve a conflict and build bridges towards solutions when communication is poor
The Ombudsman cannot
- Intervene if you have not exhausted all internal administrative remedies or in an ongoing internal administrative proceeding
- Provide legal advice or act as a representative
- Provide customer service
- Handle anonymous cases
- Reverse a decision or impose a decision
- Intervene in a file that involves the interpretation or application of the collective agreement (appeal or review grievance)
- Intervene when the applicant has already exercised a recourse before a court or an administrative tribunal concerning the facts on which the application for intervention is based or when a formal notice concerning these facts has been sent to the institution
- Intervene in the context of an unjustifiable, frivolous, premature application – such a request may be denied or dismissed at the office’s discretion
Commitment
Impartiality
Keep to the facts of the case without partisanship as objectively as possible, based on the principles of natural justice and fairness.
Independence
Protect against any bias that would lead to a misinterpretation of the facts in question.
Confidentiality
Maintain the confidentiality of the person using our services unless this responsibility is waived by an explicit appeal at the request of the applicant.
Accountability
The Ombudsman submits an annual report to the Board of Directors once a year. This report describes the issues that the Ombudsman dealt with during the past year and the shortcomings that the Ombudsman had the opportunity to observe.
The report also includes any recommendations that the Ombudsman deems useful to make to the Board in order to address the identified shortcomings and inequities.