COMDTINST 1750.4D
(9) Ensure undue influence protections are provided to the Ombudsman;
(10) Ensure the Ombudsman is counseled that they are not authorized to maintain written case
notes, records, files or any related information in any format involving family violence or
make decisions regarding family violence. For technical assistance regarding family
violence, the Ombudsman shall consult with the CO/OINC or the servicing ISC Work-Life
FAS; and, if unable to contact the CO/OINC or the servicing ISC FAS, to contact the
servicing ISC Work-Life Supervisor.
(11) Ensure the Ombudsman is counseled that they are not authorized to develop or maintain
records on individual family members beyond information and referral to services and
programs. Information and referral data collection must be forwarded to the CO/OINC on a
monthly basis. Confidentiality is a key in the Ombudsman program and names of referrals
will not be included in this report, only the number of referrals and services used;
(12) Obtain Ombudsman program management training from the servicing ISC for updates and
guidance of compliance with this Instruction;
(13) Encourage and approve the establishment of an Ombudsman Advisory Committee, if needed
(enclosure (2)); and develop a regular meeting schedule at the CO's/OINC's discretion
(example monthly, bi-monthly, after deployments, etc.);
(14) Consider asking the Ombudsman to serve on boards or committees that provide support for
the unit members and their families such as Morale Welfare Board or Housing Board;
(15) Add the Ombudsmen to the standard distribution list for unclassified information and other
information relevant to Ombudsman activities;
(16) Coordinate unit-related or Coast Guard fundraising activities under the unit legal advisor's
guidance to ensure the relationship of these activities to the Ombudsman program is
appropriate;
(17) Ensure the Ombudsman is invited to all-hands meetings, when appropriate;
(18) Not use the Ombudsmen as the social chairperson or have Ombudsmen conduct formal or
informal social events for the unit; and
(19) Ensure the Ombudsman maintains an administrative record that documents on a monthly
basis their Ombudsman training, work hours and duties, and supervision notes. Copies shall
be sent to the servicing ISC Ombudsman Program Coordinator. Such records shall be
secured and maintained in the same manner as civilian federal workers; e.g., retained for 3
years following the termination of volunteer service. After 3 years, a summary of each
Ombudsman's service may be electronically maintained at the unit for historical purposes or
until no longer needed.
h. Unit Ombudsman shall:
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