How to report a potential Code of Conduct violation
If you experience or witness conduct that may violate the Code of Conduct, you can submit a report:
- Download the [Reporting Form]
- Email your completed form to: ombuds@federationhss.ca
We encourage you to report as soon as possible and include any relevant details.
What is the role of the Ombudsperson?
The Ombudsperson is an informal resource, whose role includes to:
- Listen and clarify the concern
- Help you understand your options
- Provide relevant referrals for information and support
- Assess whether the concern falls under the Federation’s Code of Conduct or another relevant policy (e.g., the host institution policies)
- Support informal resolutions (e.g., dialogue, education)
- Refer cases for formal investigation only with your informed consent
The ombudsperson keeps reports confidential to the fullest extent possible. However, confidentiality may be limited in cases of imminent risk or legal obligation.
When is the Ombudsperson Available?
- If your personal safety is at risk or you are in immediate danger, contact local emergency services or dial 911.
- The Ombudsperson will be available for the duration of Congress (May 30 to June 6).
- Outside these dates, please contact the Federation at: contact@federationhss.ca
- The Ombudsperson email is not monitored 24/7. You can typically expect a response within 1–2 business days.
What happens after I submit a report?
- Review: The Ombudsperson reviews the concern and relevant policies.
- Consultation: If contact information is provided by the reporter, the Ombudsperson will reach out to discuss options and referral needs.
- Informal resolution: If appropriate and agreed upon, the Ombudsperson may support resolution through conversation and education-based approaches.
- Formal complaint: If needed and with your consent, the issue may be referred to the Federation’s Disciplinary Committee and/or GBC offices.
At the end of Congress, the Ombudsperson will submit an anonymized summary of trends and recommendations to inform future improvements.