Solution-oriented conflict mediation

Dr. Barková, you work in the Department of Biochemistry at the Faculty of Natural and Environmental Sciences. How did you become involved with the ombudsman office?

Since my temporary professorship ended on August 31, 2023, following the appointment of the newly elected professor, Prof. Dr. Eva Neugebauer, I was looking for a new challenge. Throughout my life, I have gained a great deal of experience communicating with people from diverse walks of life, cultures, and social backgrounds. Furthermore, as a foreigner, I have been called upon on several occasions to resolve a wide variety of conflicts and misunderstandings. From a young age, I have always advocated for ensuring that rules are followed, that the voices of the marginalized and vulnerable are heard, and that their needs are met. I also bring experience in teaching and research, as well as many years of familiarity with Zittau/Görlitz University of Applied Sciences. All of the above factors have led me to run for the position of ombudsperson.

What are the duties of an ombudsperson?

“The ombudsperson serves as a neutral and qualified point of contact for questions regarding good scientific practice and in cases of suspected scientific misconduct. To the extent possible, the Ombudsperson contributes to solution-oriented conflict mediation,” according to the job description in Section 19(4) of the Regulations for Ensuring Good Academic Practice and Handling Suspected Cases of Academic Misconduct at the Zittau/Görlitz University of Applied Sciences (hereinafter “OgwP”). The roles of the ombudsperson are closely linked to the principles of confidentiality, fairness, impartiality, and accountability.

What is the general procedure when a complaint is filed? Are there specific steps to follow?

The report of a suspected case should preferably be submitted to the ombudsperson or their deputy in writing (in text form). If submitted “orally,” a written record must be made (pursuant to Section 22(1) of the OgwP). Furthermore, it is important to submit all documents related to the suspected case to the ombudsperson at the same time as the report. This also includes the names (whistleblower, person concerned, witness, and research institution), location, and time of the potential misconduct, as well as any related research projects or work, etc. If the report of suspected misconduct is submitted anonymously, investigating the information is made more difficult due to the inability to ask for clarification, obtain specific details, etc. In this case, the investigation of the information may be declined.

What happens next?

In the second step, the ombudsperson or their deputy examines whether “there are sufficiently specific grounds to suggest that a person has committed an act in a manner subject to prosecution pursuant to §21,” as stated in §22(3) OgwP. If the answer to this question is affirmative, the ombudsperson initiates the preliminary investigation. During the preliminary investigation, the accused person is requested to submit a written response to the allegation without delay. The ombudsperson may also secure evidence, review documents, obtain external expert opinions, etc. The preliminary review concludes with the evaluation of all available data. There are two possible outcomes: either there is insufficient suspicion of prosecutable research misconduct—in which case the ombudsperson dismisses the case—or there is sufficient suspicion—in which case the case is referred to the investigative commission for a formal investigation (Section 23 of the OgwP). This concludes the Ombudsperson’s role. The decision regarding guilt and sanctions rests with the University Executive Board following the submission of the Commission’s final investigation report (§25, §26 OgwP).

Is there a specific case you can share as an example?

Since the ombudsperson’s work is strictly confidential, I cannot, of course, describe any specific case.

The Ombudsman and Deputy Ombudsman are elected for a term of 5 years. When does your term as Ombudsman end? Will you run for re-election?

My term of office will end early on December 31, 2025, due to the fixed-term employment contract. Prof. Dr. Knut Meißner was elected as deputy ombudsperson for the full term, so there will continue to be an ombudsperson at Zittau/Görlitz University of Applied Sciences starting January 1, 2026. Whether I will run for re-election depends mainly on whether my employment contract at HSZG is extended.

The interview was conducted by the Public Relations Department (Office of University development and communication).