The contract is tailored to your workplace. The exact nature of the engagement depends very much on the workforce and the services expected. You must be satisfied with the arrangement. It can be reviewed at any time.

Any combination of fee-for-service and retainer can be chosen; as well, the services provided can vary from full-service to specific services.

Here are some examples.

• 1,000 employees, full HR department: The Workplace Ombudsman  will probably be used only in specific circumstances or as referral to already-existing methods of dealing with problems. Monthly lump sum (retainer) which includes all inquiries under a half-hour; fee-for-service for services that take over a half-hour per employee per issue.
• 100 employees, no separate HR department, difficult workplace interactions: Use probably higher, especially at first, since employees might turn to The Workplace Ombudsman first. A larger retainer which includes all inquiries under three hours with fee-for-service for anything over that would be more appropriate.
• 500 employees, full HR department, clear personnel policies, perhaps unionized: Use of The Workplace Ombudsman specifically limited to investigation of sexual harassment or discrimination cases. Minor retainer to show employees commitment to the process, and fee-for-service for any investigations.
• Employer with many complaints about discrimination, sexual harassment, favouritism: Use of The Workplace Ombudsman not only to deal with specific complaints, but also to provide or coordinate workshops on conflict resolution and other workplace issues as identified. Large retainer for a few months to include most services; as issues subside, fee-for-service with minor retainer to show employees commitment to the process.
• The retainer agreement must be tailor-made to your specifications and will be adjusted to reflect changing use by employees in order to make certain that you continue to get value from the service.

The employer must agree to the following items as a condition of retaining The Workplace Ombudsman. These items are adapted from the Code of Ethics and Standards of Practice set out by the International Ombudsman Association:

• Independence:  Independent in structure, function, and appearance, to the highest degree possible.
• Neutrality:  Neutral, unaligned, impartial.
• Confidentiality:  All communications with those seeking assistance are made in strict confidence, and no confidential information is disclosed unless there is permission to do so. The only exception is where there appears to be imminent risk of serious harm.
• Informality:  The Workplace Ombudsman has only the power to recommend — as an established workplace ombudsman has said, “reason and persuasion” are the only Ombudsman’s tools.
• Access to the workplace:  Full access to employees and documentation at all levels to facilitate conflict resolution and investigation.
• Access to the major decision-maker(s):  The recommendations of The Workplace Ombudsman should go to the highest practical level of the organization at which a decision about any particular issue can be made.
• A commitment to the engagement:  There must be an implementation process so that the engagement of and access to The Workplace Ombudsman is clear to employees at all levels.
• See the website of the International Ombudsman Association for more information.

The terms of retention clearly must be worked out carefully and on an individual basis for your business.

How is The Workplace Ombudsman engaged?