University

Statute of the Ombudsman

Regulation

About the Students' Ombudsman

Chapter I: Fundamentals of the Students' Ombudsman's Functioning

Article 1. General Provisions

1. The Students' Ombudsman of Grigol Robakidze University is an independent and impartial internal university entity that acts to protect the fundamental rights of each student within the university space.
2. This statute defines the rights and obligations of the Students' Ombudsman and the Ombudsman's Office of LLC "Grigol Robakidze University," the procedure for electing the Ombudsman, the rules for addressing the Ombudsman, and other provisions.
3. The Ombudsman and the Ombudsman's Office operate independently. Their activities are conducted based on the Constitution of Georgia, international regulations, Georgian legislation, and internal university acts.
4. The right to address the Ombudsman is guaranteed to every student. Discrimination based on any grounds is unacceptable.

Article 2. Definition of Terms

1. Terms used in this statute have the following meanings:
   1. Ombudsman - Organizer of measures aimed at protecting students' rights, head of the Ombudsman's Office.
   2. Ombudsman's Office - A collegial structure created under the direction of the Ombudsman, assisting the Ombudsman in effectively utilizing the tools for student rights protection and achieving the goals outlined in this statute.
   3. University - LLC "Grigol Robakidze University."
   4. Student - A person enrolled in the University according to the law, participating in a specific educational program and level.
   5. Proceedings - The process during which the Ombudsman and the Ombudsman's Office:
      • Receive a student's application for processing;
      • Actively communicate with the student to better understand the issues/problems raised in the application;
      • Initiate active communication with the relevant structural unit of the University to protect the interests and rights of students.
   6. Application - A form of addressing the Ombudsman, containing the mandatory requisites as defined by this statute.
   7. Ombudsman's Resolution - The Ombudsman's conclusion, reflecting the results of the proceedings initiated within the framework of a specific application.
   8. Ombudsman's Report - A summary document of the Ombudsman's activities.
2. For the purposes of this statute, definitions established by Georgian legislation may be used.

Article 3. Legal Basis for the Ombudsman's Functioning

1. The legal basis for the Ombudsman's functioning includes the Constitution of Georgia, international acts, the Law of Georgia on Higher Education, and the legal acts of the University.

Chapter II: Functions of the Ombudsman

Article 4. Functions and Rights-Obligations of the Ombudsman’s Office

1. The Ombudsman's Office protects student rights as defined by both current legislation and individual contracts and internal university acts.
2. The Ombudsman's Office is obligated to assist the Ombudsman at each stage of the proceedings.
3. Additional functions of the Ombudsman's Office can be defined by the Ombudsman through verbal or written communication. The Office can justifiably refuse to perform specific functions/tasks if it considers them contrary to the purpose and mission of the Students' Ombudsman or the goals and mission of the University.
4. The Ombudsman's Office provides information/consultations to students about the internal university structural units and their functions.
5. The rules for forming the Office are defined by this statute.

Article 5. Functions and Rights-Obligations of the Ombudsman

1. The Ombudsman has the right to meet with the University's administration and support staff, hear their explanations on specific proceedings and internal university issues related to student rights protection.
2. The Ombudsman is obligated to inform students about their rights and obligations and introduce the mechanisms for protecting their rights.
3. Upon receiving a specific application, the Ombudsman must initiate proceedings in cases defined by this statute. Each procedure implemented at each stage of the proceedings must be communicated to the applicant student/group of students.
4. The Ombudsman is authorized to participate in the University's authorization and educational program accreditation processes within their competence.
5. The Ombudsman submits a report at the end of the academic year.

Article 6. Procedure for Defining Additional Functions

1. Additional functions of the Ombudsman and the Ombudsman's Office can be defined by the Ombudsman's decision. Defined functions must not contradict the University's mission, statute, and Georgian legislation.

Chapter III: Procedures for Addressing the Ombudsman

Article 7. Addressing the Ombudsman

1. Addressing the Ombudsman is done through a written application. The application form is approved jointly by the Ombudsman's Office and the University.
2. The applicant is entitled to withdraw the application at any stage of the proceedings. In case of withdrawal, the proceedings are terminated.

Article 8. Content of the Application

1. The application form developed by the Ombudsman's Office should include:
   1. A specific problem/brief description of the student's issue;
   2. Relevant request;
   3. Indication of the causes and solutions of the problem by the student, if necessary;
   4. Other necessary issues to clarify the essence of the problem, if necessary.
2. If the application lacks the necessary requisites or the author's identification is impossible, the Ombudsman has the right not to initiate proceedings based on the application.
3. The application must be submitted to the Ombudsman's Office or the Ombudsman personally.

Chapter IV: Proceedings

Article 9. Meeting with the Ombudsman

1. Upon receiving the application, the Ombudsman can meet with the applicant student(s) to better understand the problem.
2. If the student refuses to communicate and meet with the Ombudsman without a valid reason, the Ombudsman is authorized not to initiate proceedings based on the application.

Article 10. Ombudsman's Meetings with Relevant Structural Units

1. The Ombudsman is authorized to meet with specific structural units and administration staff within the proceedings to identify and resolve the problem.
2. The Ombudsman can organize a meeting between the applicant and the administration staff, which they may attend.
3. The University's staff is obligated to find time to meet with the Ombudsman and discuss the raised problem upon request.

Chapter V: Resolution

Article 11. Form of the Resolution

1. The resolution can be either written or verbal. The content of the verbal resolution must be communicated to each interested party. The written resolution is sent to the interested parties upon completion of the proceedings.

Article 12. Content of the Resolution

1. The resolution should reflect the actions taken at each stage of the proceedings.
2. The resolution consists of a descriptive part, explanations of the actions taken, and a description of the achieved result.

Chapter VI: Ombudsman's Report

Article 13. Form and Requisites of the Report

1. The Ombudsman's report is written and must reflect the results and data of the service's activities, as well as the Ombudsman's opinions and recommendations.

Article 14. Accessibility of the Report

1. The Ombudsman's service report is accessible to everyone. The report is immediately sent to the University's Quality Assurance Service.

Article 15. Opinions and Recommendations Reflected in the Report

1. The Ombudsman's service report may reflect opinions and recommendations on the processes and projects carried out within the university space. The reflected opinions and recommendations should serve the University's development, improvement of the educational process, and protection of student rights.

Chapter VII: Election of the Ombudsman and Formation of the Ombudsman's Office

Article 16. The Ombudsman

1. The Students' Ombudsman is elected from among the students of Grigol Robakidze University’s Master's, Doctoral, or Bachelor's programs, not less than in their third academic year, who do not have their student status suspended and are distinguished by a sense of responsibility, academic performance, integrity, and competence.
2. The term of the Ombudsman’s authority is 1 year.
3. The same person can be elected as the Ombudsman only twice.
4. The University’s lawyer, upon request, is obligated to provide unimpeded consultation to the Students' Ombudsman.

Article 17. Election of the Ombudsman

1. The Ombudsman is elected by a commission created by the Rector of the University, consisting of at least three members, including a representative of the student government, who has the right to clarify the selection criteria.
2. University student unions, primary educational units, or initiative groups have the right to nominate candidates for the position of Ombudsman. Individual students can also nominate themselves.
3. Each stage of the Ombudsman’s election procedure must be transparent. Any form of discrimination is unacceptable.
4. Information about the Ombudsman selection competition must be publicly announced on the University’s website, social network, Nexus, and information boards, 20 days before the competition.

Article 18. Formation of the Ombudsman's Office

1. Within 10 days of the Ombudsman’s appointment, each primary organization of the school student government nominates two members to the Ombudsman’s Office.
2. The educational unit has the right to conduct a competition for the selection of members. In this case, candidates apply to the dean with a statement of participation in the competition. In special cases, the educational unit has the authority to invite distinguished students to participate in the office membership competition.
3. The term of authority for a member of the service is 1 year. The same person can be elected as a member only twice.

Article 19. Termination of Authority

1. The basis for terminating the authority of the Ombudsman is the expiration of the term, personal statement, suspension/termination of student status, mobility to another higher educational institution, or serious disciplinary violation.

Chapter VIII: Final Provisions

Article 20. Revision of the Statute

1. This statute shall enter into force upon publication.
2. Revision of the statute is permissible based on changes in legislation and internal university acts or upon the initiative of the Ombudsman, a member of the Ombudsman’s Office, or a structural unit of the University.
3. It is unacceptable to make changes to the statute that would limit the independence and impartiality of the Ombudsman.