Office of the Ombudsperson

Administrative Fairness Checklist for Decision Makers

I – Prior to Decision Being Made

Fairness Standard The individual affected is aware of:	When Advised?	By Whom?	How?
The fact that a decision will be made
Why a decision is necessary
The consequences of missing a deadline for submitting any information to the decision maker
How the decision will affect him/her
The information that will be considered and any specific criteria to be used in making the decision
The current rules that will be used in arriving at a decision
Has the individual who is affected by the decision been provided with:	How was the opportunity provided, e.g. meeting, written submission?	Who provided the opportunity?	When was the opportunity provided?
The opportunity to respond to the information presented by others which will be considered by the decision maker

II – While the Decision is being Made

Question	Yes	If “no,” why?
Has an adequate & proper review of all relevant information been conducted, i.e., have all important facts been obtained, documented and considered before the decision is made?
Has the decision been reached objectively, with due respect for relevant facts, and without bias?
Has accommodation been made for new and/or changed circumstances during a period of delay or while the decision is being made?
Has care been taken to require and use only that information which is relevant to the decision?
Has the decision been made in a manner which is consistent with previous decisions on similar matters, by relying on existing policies, guidelines, procedures and rules?
If discretion is exercised, can any inconsistency with previous decisions on similar matters be justified and explained?

III – After the Decision Has Been Made

Question	Yes	If “no,” why?
Have adequate reasons been provided to explain how and why the decision was made?
Has the decision been made in a timely fashion (not unduly delayed)
Has the decision been written in plan language?
Has the decision been provided to anyone personally affected?
Has the decision indicated the next level of appeal if there is one?
Has a proper record of the process used been kept and will it be kept on file for a reasonable period of time?

(Originally assembled by Nora Farell, Ombudsperson, Ryerson University, November 2002/ Revised by Adrienne Clarke, Ombudsperson, Western University, July 2006)

Fair Service Checklist for Institutions/Organizations

Fair service means that the service is:	Yes	If “no,” why?
Accessible
Helpful
Courteous
Non-discriminatory
Non-judgmental
Focused on the person being served
Efficient
Responsible
Honest
Timely
Good follow-up
Fairness in person to person communication means the communication is:	Yes	If “no,” why?
Respectful
Responsive
Courteous
Appropriate to the roles each person has for the purposes of communication

Information for Parents and Family Members

Administrative Fairness Checklist

Interventions of the Ombudsperson in the Academic Appeal Process