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Ombudsman Registry

Ombudsman Registry
The Ombudsman Registry is the authoritative CNIC database to officially register the command’s ombudsman at https://ombudsmanregistry.cnic.navy.mil/. Commanding officers / designees must go to the Ombudsman Registry and input / update their command ombudsman information as changes occur. The Ombudsman Registry is integrated into the Fleet and Family Support portal, and the Ombudsman Program Coordinator serves as one of the administrators for the system.

  • The registry maintains the 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.


Registration Process
Ombudsmen cannot register themselves or access their accounts since the Ombudsman Registry converted to a Common Access Card (CAC) site on 1 August 2016. Ombudsmen must be registered by their com­manding officer or command designee. Ombudsmen can also be registered by the local FFSC Ombudsman Coordinator or, if a reserve ombudsman, their RCC Warrior and Family Support Specialist (RCC WFSS). To register the command ombudsman, the commanding officer or the designee must first register him/herself by going to https://ombudsmanregistry.cnic.navy.mil/ and clicking on "Commander Regis­tration".

Use your email address as your username. 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 and regis­ter your ombudsman.

For more detailed information and detailed instructions, review the Ombudsman Registry Instruction Guide for Commanders/Command Designees.

Monthly / Quarterly Worksheets
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. You can review the Excel template for the Active Duty Worksheet or the Reserve Worksheet template.

Ombudsmen will complete their Active Duty Monthly or Reserve Quarterly worksheets by following the Ombudsman Registry Instruction Guide. Once completed, they will email their completed final worksheets to their command POC for uploading to the Ombudsman Registry per OPNAVINST 1750.1 series and send a copy to ombudsman.registry.fct@navy.mil. The Ombudsman Registry Administrator will be the backup for the command if they are having problems uploading their worksheet to their command, or the command is deployed and does not have access to the Ombudsman Registry.

Contact Logs
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.


Registry Reports
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:

For Commanders / Command Designees, FFSC Ombudsman Coordinators, and RCC Warrior and Family Support Specialist:

  • Total Active Commands
  • Total Active Commands without Ombudsmen Registered
  • Total Active Commands with Multiple Ombudsmen Registered
  • Total Active Commands without Commanders/Command Designees Registered
  • Total Active Ombudsmen Registered
  • Total Active Commanders / Command Designees


The same information is also shown for Reserve Commanders / Command designees.

 

Bulletin
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. 

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