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Health, Safety & Work-Life Directorate

Office of Work-Life Programs -
Ombudsman Program - Appointing an Ombudsman

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Command Cadre Toolkit - Home  Selecting an Ombudsman Supporting the Ombudsman 
Command Leadership Fundamentals Appointing an Ombudsman Frequently Asked Questions
Commanding Officer Responsibilities Ombudsman Registry Forms and Sample Documents

It is the commanding officer’s responsibility to ensure that the ombudsman is thoroughly oriented and prepared to begin carrying out his/her duties. The CO should ensure that the ombudsman has the appropriate materials and equipment.

Commanding Officer Requirements
An ombudsman is considered an official Coast Guard volunteer and as such a CO must:

Command Meeting and Orientation
Once you have decided to appoint an ombudsman, you should schedule a command meeting to complete required paperwork such as the volunteer agreement and clarify roles and expectations. During the orientation meeting it is recommended that the XO, CMC and command point of contact meet with the newly appointed ombudsman as well. For a list of discussion topics click here [Orientation Meeting].

Funding
COMDTINST 1750.4 (series) requires that the command ombudsman receives adequate equipment, material, and funding support. Every unit with an appointed ombudsman will establish a funding line item to support their ombudsman program. Use of appropriated and non-appropriated funds is authorized for this purpose. For reimbursement the ombudsman must document expenses and provide receipts as well as submit a Claim for Reimbursement for Expenditures on Official Business, SF 1164. Ombudsmen must be acting in an official capacity and reimbursements must be pre-approved by the command. ITOs may be issued per COMDTINST 12570.3 (series) and ombudsmen must have an appointment letter. The following items may be reimbursed:

The command may provide the following equipment to the ombudsman:

Welcome Packet
To ensure that a new ombudsman has all of the necessary information and materials, it is helpful for the command to give the ombudsman a Welcome Packet. The content of the Welcome Packet should include everything newly appointed ombudsmen need to successfully carry out their duties and responsibilities. The packet may be customized with command-specific information but should include the following content.

Rosters
Since ombudsmen are not permitted to access CGONE, USCG commands may email unit roster information (i.e., dependent names, addresses, and phone numbers) to their officially appointed ombudsman provided they abide by the provisions cited in paragraph 5 of ALCOAST 549/13.

In addition to the appointment letter, DD-2793, and CG-6078, it is recommended that commands maintain a DHS Non-Disclosure Agreement on each officially appointed ombudsman. This form should be completed in its entirety.

Current Coast Guard Ombudsman Training and additional social media guides does meet this training requirement. However, it is recommended ombudsmen take the DHS Protecting Personal Information training (course # 810015) that is available in the AUX LMS system.

If you have any questions, please feel free to contact your Area Regional Ombudsman Coordinator, HSWL WL ombudsman coordinator or Christine DeGraw, Ombudsman Program Manager. All contact information is available at http://www.uscg.mil/worklife/contact_hswl.asp

Training
Online Core Training must be completed within 30 days of receiving notification of access. In addition, ombudsmen must attend Coast Guard Ombudsman training within three months of appointment. Ombudsmen shall contact their respective Health, Safety and Work-Life (HSWL) Regional Practice (RP) Ombudsman Coordinator for training schedules.

A variety of training opportunities exist for Coast Guard Ombudsmen. Training begins with the CO guidance. The Coast Guard Ombudsman Program Instruction COMDTINST 1750.4 (series) and the Coast Guard Ombudsman Training manual should be read by ombudsmen prior to taking on this volunteer role.

Ombudsman training is required of all ombudsmen. It provides information to properly execute the duties required. Ombudsman training is approximately 16 hours long and includes:

Ombudsman training is coordinated by the HSWL RP Ombudsman Coordinators and is offered quarterly in various locations within each district. Commands are authorized to issue ITOs for ombudsmen to attend training. Commands shall work with the HSWL RP Ombudsman Coordinator to prepare the ITOs.

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Last Modified 3/31/2014