The Ombudsman Registry is the authoritative CNIC database to officially register the command’s ombudsman at http://www.ombudsmanregistry.org/. Commanding officers/designees must go to the Ombudsman Registry and input/update their command ombudsman information as necessary. The Ombudsman Registry is integrated into the Fleet and Family Support portal, and the Program Coordinator serves as the administrator for the system. The registry:
- Maintains a database with contact information in the event of natural disasters or crisis situations.
- Facilitates the collection of Navy Family Ombudsman Program data electronically.
- Provides statistical data to commanding officers on commands that fall within their Area of Responsibility (AOR).
- Tracks types and number of contacts by category and hours expended by ombudsmen in responding to inquiries. Additionally, the system tracks meetings, presentations and trainings attended by the ombudsman and the number of hours expended.
- Assists commands and ombudsmen with resources and up-to-date program information.
Ombudsmen cannot register themselves and must be registered by the commanding officer or designee. Ombudsmen can also be registered by the local FFSC ombudsman coordinator. To register the command ombudsman, the commanding officer or the designee must first register him/herself by going to http://www.ombudsmanregistry.org and clicking on “Commander Registration.”
Use your email address as your username, and you will need to select a password. Once you have completed the initial registration form, your account request will be forwarded to the ombudsman registry administrator for approval. Accounts are normally approved within 24 hours (the next business day). You will receive notification by email when your account has been approved. Once approved, you can return to the registry, assign yourself to your command(s) and register your ombudsman.
For more detailed information and instructions, review the Ombudsman Registry Process.
Active duty ombudsmen are required to submit monthly worksheets and Reserve ombudsmen are required to submit quarterly worksheets. The worksheet contains data on the number and type of contacts the ombudsman has with family members each month or quarter. Review a sample of the Monthly/Quarterly Worksheet.
Once assigned, ombudsmen or command-designated personnel can enter their worksheet information. The ombudsmen must log on and update their profile information before they can enter their monthly or quarterly worksheets. If a command has more than one ombudsman, the information must be combined as the system will only allow one worksheet per command to be entered. The command should determine who will enter the information – one of the ombudsmen or the designee.
In order to gather data needed to complete required monthly or quarterly worksheets, most ombudsmen document calls on a telephone contact log. A telephone log is useful as it enables an ombudsman to:
- See trends in types of calls such as a number of requests for emergency financial assistance, childcare resources or spouse employment.
- Follow-up with people who have contacted the ombudsman.
- Note if the ombudsman repeatedly provides the same types of information to the same individual.
- Demonstrate workload.
Many ombudsmen do not ask for the name and telephone number of each individual who contacts them about a ship’s return date, time, or location, as there can be many, many calls during or near the completion of a deployment. Most ombudsmen combine all of these calls into a category called “deployment” or “command” schedule and try to refer these callers to the command’s Careline, if one is available. Review a sample Ombudsman Contact Log.
For in-depth calls that require research or multiple referrals, some ombudsmen prefer to use a separate document for each contact. This keeps all the information about a situation in one place and makes it easier to follow-up. Review a sample Individual Contact Form.
The registry “Reports” section allows commanding officers/designees and ombudsman coordinators to pull reports that pertain to the commands or regions that they have control over or to which they are assigned. The section, “Count Reports,” includes information on the following:
- Total Commands
- Total Commands Without Ombudsmen Assigned
- Total Commands Without Commanders/Designees Assigned
- Total Region Coordinators
- Total FFSC Coordinators
- Total RCC Coordinators (RCC Warrior and Family Support Specialists)
- Total Ombudsmen
- Total Ombudsmen Assigned
- Total Ombudsmen Not Assigned To A Command
- Total Commanders
- Commands That Have Not Submitted Worksheets In Last 30 Days
- Commands That Have Not Submitted Worksheets In Last 60 Days
- Commands That Have Not Submitted Worksheets In Last 90 Days
- Worksheets Submitted In Last 90 Days
The reports section also has the capability of pulling the Ombudsman Monthly/Quarterly Worksheet based on a selected range of dates. This section, “Worksheet Statistics,” contains a breakdown of contacts for commands under their area of responsibility. These can be printed and allows one to track types and frequencies of problems.
The Ombudsman Registry has an option for ombudsman coordinators and Ombudsman Program administrators to send out important information. It has the capability to send only to commanding officers/designees, only to ombudsman coordinators, only to ombudsmen, or to “everyone.” The “Bulletins” section of the registry functions much like an email system or E-blast system. It assists users by getting important information to ombudsmen that they in turn should share with family members by way of newsletters, emails, etc. This is a valuable tool as it is the fastest means available to reach all ombudsmen worldwide.