COOP COOP Confidentiality & Independence Principles

Question 1

Under IOA Standards of Practice, which of the following is the ONLY recognized exception to ombuds confidentiality?

Accepted Answer

When there is imminent risk of serious harm

Answer

When the CEO requests information

Answer

When a court orders disclosure

Answer

When HR initiates a formal investigation

Question 2

An organizational ombuds is served with a subpoena to testify about a visitor's disclosure. The best practice response is to:

Accepted Answer

Assert privilege and consult legal counsel to resist disclosure

Answer

Comply fully and testify to preserve organizational trust

Answer

Notify the visitor and ask their permission to testify

Answer

Provide only written records, not verbal testimony

Question 3

Which practice best protects ombuds confidentiality when keeping case notes?

Accepted Answer

Keeping minimal or no identifying notes, or destroying notes promptly after each case

Answer

Storing detailed identifying information in a secure database

Answer

Filing case notes with HR for cross-reference

Answer

Sharing encrypted case summaries with the ombuds committee

Question 4

Structural independence for the ombuds means the office:

Accepted Answer

Is positioned in the organizational hierarchy to prevent undue influence from any business unit

Answer

Is funded by an independent endowment

Answer

Reports to no one and operates entirely autonomously

Answer

Is staffed exclusively by external contractors

Question 5

An ombuds receives pressure from a senior executive to disclose who raised a concern about that executive. The ombuds should:

Accepted Answer

Decline to confirm or deny that any specific individual visited the ombuds

Answer

Disclose the visitor's name since executives have a right to know

Answer

Offer a general description of the concern without the visitor's name

Answer

Refer the executive to HR to learn more

Question 6

The reason confidentiality is foundational to the ombuds function is that:

Accepted Answer

Without it, visitors would not trust the ombuds enough to raise sensitive concerns

Answer

It is required by federal whistleblower statutes

Answer

It reduces the organization's legal liability

Answer

It protects the ombuds from personal liability