Ombudsperson

The Ombudsperson is a neutral and confidential contact person for all members of the university who wish to be supported in conflicts that occur in the life at the university.

In commitment to high quality teaching and learning, the University of Stuttgart has established the position of an Ombudsperson in October 2011.

The Ombudsperson is an impartial and strictly confidential contact person who lends her support to all students and faculty. She facilitates dialogue between students and the University when they need help to settle disagreements, problems and grievances. In the field of doctoral degree studies, the ombudsperson is responsible for doctoral students and their supervisors in cases of conflict over doctoral projects. As an independent observer, the ombudsperson reports to the Rectorate and the relevant committees. The Ombuds can also actively involve the Rectorate in the clarification process.

The Ombudsperson functions on an informal basis by such means as: listening, providing and receiving information, identifying and reframing issues and developing a range of responsible options. She does not impose solutions, but acts as a mediator in problem-solving and conflict resolution. 

In doing so, the Ombudsperson complements the existing network of advising and counselling services at the University of Stuttgart and serves as a liaison between students, doctoral researchers, faculty and administration. Her work contributes to preserving and further enhancing quality standards in teaching. Furthermore, the Ombudsperson helps to identify trends, issues and concerns about policies and procedures and reports to the Rectorate and diverse university boards without breaching confidentiality or anonymity.

You can contact the Ombudsperson

  • if you feel that a particular University policy or regulation has been applied to you unfairly or erroneously
  • if you are unsure about which rules or procedures apply to your situation and whom to contact
  • if you need someone to intervene on your behalf to help solve your problem
  • if you need someone to facilitate communication between you and a member of administration or faculty

You can discuss these and other issues with the Ombudsperson who will listen to you, provide information and assist in identifying the options available to you.

Confidentiality: the Ombudsperson is obliged to maintain strict confidence and will not provide information to anyone without your explicit approval

Impartiality: the Ombudsperson strives for impartiality, fairness and objectivity in the treatment of people and when considering issues brought forward

Independence: the Ombudsperson serves in no additional role within the University which could compromise her independence

Counselling: the Ombudsperson is giving advise and can give recommendations

Mediation: if necessary and with your permission, the Ombudsperson can engage in informal third-party intervention

Data protection advice with regard to your contact with the ombudsperson for teaching and doctoral degree studies at the University of Stuttgart

Preliminary remarks

If you get in touch with the ombudsperson, he or she may collect additional data during the course of any further contact with you in order to be able to process your request appropriately. For this reason you are being given the information below.

I. Information according to Article 13 and 14 GDPR

  1. Responsible body under data protection laws

University of Stuttgart
Keplerstraße 7
70174 Stuttgart
Deutschland
Phone: +49 (0)711 685-0
e-mail 

  1. Data protection officer

University of Stuttgart
Data protection officer
Breitscheidstr. 2
70174 Stuttgart
Phone: +49 (0)711 685-83687
Fax: +49 (0)711 685-83688
e-mail

  1. The reason for processing the data and the consequences of not providing personal data

The ombuds process at the University of Stuttgart

The data which we collect from you is necessary to carry out the process. Without this data the process cannot be carried out or cannot be carried out correctly.

  1. Legal basis

Article 6 (1) Page 1 letter e) together with Article 3 GDPR and Section 4 of the State Data Protection Act of Baden-Württemberg (LDSG BW) together with Section 12 of the State Higher Education Act together with Sections 1 and 2 of the University Data Protection Directive.

If particular categories of personal data (for example health information, religious affiliation) are processed during the ombudsperson process, the legal basis for this comes from Article 9 (2) GDPR. Providing none of the other facts or circumstances mentioned are relevant, the data is processed with your express consent in accordance with Article 9 (2) letter a) GDPR.

  1. Data categories which are processed

The data that we process is only the data that you give us. In order to process your request appropriately, the ombudsperson may collect additional data during the course of any further contact with you. What data is necessary depends on the individual case. This could in particular be:

surname, first name, sex, address, telephone numbers, e-mail addresses, student ID number, study program, degree type, semester number, department, position, data relevant to the case.

The data is collected from you in such a way that you are made aware of which data is being processed. In certain cases it is necessary for the ombudsperson to have the facts of the case described to them, e.g. also from the perspective of another person (for example a lecturer). You will be informed about this in advance, and this person is only contacted and data only collected by them with your consent.

  1. Recipients

As part of the process, it can be necessary to contact e.g. lecturers and other persons at the university, heads of the Examination Committee or other consultation centers in order to clarify an issue or to organize a conciliatory talk. In such cases it is often necessary to give your name and any particular issues regarding the case to these parties. Contact with these parties is only made with your consent.

  1. Sources

The persons mentioned above give us information where necessary and describe the facts of the case from their perspective.

  1. Duration of data storage

We store your data for the duration of the ombuds process and delete it after the process is completed. The length of the ombuds process depends on the facts of the case. The process is ended when there are no follow-up activities carried out by the ombudsperson. The facts of the case are made anonymous and used for the purpose of improving the quality of the teaching and the doctoral system.

  1. Your rights
  • You have the right to receive information from the University concerning the data saved in relation to your person and/or to have incorrectly saved data corrected.
  • In addition, you have the right to deletion or to have the processing restricted or to object to the processing.
  • You have the right to withdraw any consent given during the course of the ombuds process at any time, whereby the legality of the processing of data completed as a result of consent being given until the withdrawal of consent shall remain unaffected.

Please get in touch with the following person or the Data Protection Officers named above:

Ombudsperson for teaching and doctoral degree studies, contact information can be found on the ombudsperson’s website.

  • You have the right to complain to the supervisory authority, should you be of the opinion that the processing of the personal data relating to you breaches legal regulations.

The competent supervisory authority is the State Data Protection and Freedom of Information Officer of Baden-Württemberg.

II. Information about your right to object to having your data processed in accordance with Article 21 (1) GDPR

You have the right to object to the processing of data relating to you at any time for reasons relating to your particular situation in accordance with Article 6 (1) letter e) GDPR (data processing in the public interest).

Contact

This picture showsUrsula Meiser
Dr.

Ursula Meiser

Ombudsperson teaching and doctoral degree studies

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