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Office of the Provost

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  2. Plan a visit
  3. Arranging an appointment

Arranging an appointment

Because e-mail is not considered confidential, telephone contact is preferred for arranging appointments.

Before contacting the office

Be prepared

Whether you decide to speak first to the person directly involved, take the matter to another university official or come to the ombudsperson's office, it always helps to be as prepared as you can be in explaining the situation. Sometimes it helps to organize thoughts if you write out a brief timeline of events or summary of the situation. Gather all documents related to the situation and bring them with you to your appointment. Similarly, keep good records and notes of conversations that you have with people as you try to resolve your situation.

Ask questions

Do some research

In many situations, VCU has policies that may govern your concern. Ask questions about the policies and procedures and spend some time on VCU's website and elsewhere researching them yourself. Be sure to ask about any deadlines that exist for filing appeals or grievances.

Write it out

Write out the issues about what happened, questions that you have and what you would like to happen. Organize such thoughts before visiting the ombudsperson.

If your efforts to resolve your situation have been unsuccessful, or you are having difficulty determining how best to resolve your issue, contact the ombuds office to meet with the ombudsperson.

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