Please note that the English translation is for information purposes only. For all legal purposes, the original document in Norwegian is the authoritative version.
Purpose
The main objective of the Research Ombudsman is to provide guidance and advice to employees on matters relating to research ethics.
The Research Ombudsman will act as a low-threshold service for researchers who require non-binding and informal discussions about matters relating to research ethics and integrity.
Within the limitations of the terms of reference and the FTE percentage, the Research Ombudsman may also act as a resource for the institutions in connection with the prevention of misconduct in research.
Scope
The Research Ombudsman is a service available to employees at the University of Oslo, Institute of Clinical Medicine, Akershus University Hospital and Oslo University Hospital, as well as external researchers and students who undertake research activities at the institutions.
The Research Ombudsman shall be independent and shall not hold any formal management roles at the institutions at the same time. The Ombudsman shall also not have any links to the management of the institutions by way of being a member of committees and councils if holding such posts could weaken the independence of the ombudsman.
The Ombudsman shall consider their impartiality in connection with each individual case.
The role of the Research Ombudsman is limited to advice and guidance on matters relating to research ethics pursuant to the Norwegian Research Ethics Act. The Research Ombudsman has no formal right to make decisions.
The role of the Research Ombudsman is a supplement to the institutions’ other systems relating to quality in
research. The performance of the role must therefore be adapted to the
administrative procedures applicable at the institutions at any time.
The Research Ombudsman has an independent responsibility to ensure that they do not act as a representative of a party in matters that are under consideration by the integrity committee or line management when performing the role of ombudsman.
Nevertheless, the Ombudsman may be consulted in connection with such administrative procedures upon request. The Research Ombudsman shall also refrain from becoming involved with matters that are under consideration by the institutions’ line management or integrity committees.
Further information about the duties of the Research Ombudsman
The main objective of the Research Ombudsman is to act as an adviser in matters relating to research ethics and integrity. The following duties have been assigned to the role of ombudsman:
- Providing advice and guidance on matters relating to research ethics.
- Assisting in resolving specific matters as quickly as possible and at the lowest possible level within the institution, including acting as a conflict resolver/mediator on matters that fall within the terms of reference of the Research Ombudsman.
- Preparing statements on matters that must be followed up on in accordance with the institutions’ procedures for the consideration of matters relating to integrity in research.
- Assisting as a resource as part of the institution’s preventive initiatives, including courses and training.
Matters must be appropriately documented and the parties in a matter must be given the opportunity to make a statement (adversarial principle).
The Research Ombudsman will independently determine which matters they will follow up on.
In the event that the Research Ombudsman considers a matter to qualify as professional misconduct under the Norwegian Research Ethics Act, the Ombudsman may, at their own initiative, make a request to the institution management for the matter to be brought before the integrity committee.
However, in such cases, the Ombudsman must refrain from participating in the preparation or consideration of the matter, unless such participation has been clarified in writing with the institution management and the chair of the committee.
When performing their duties, the Research Ombudsman will deal with the institutions’ other staff and support systems, including:
- Passing on matters to the PhD coordinators at the Faculty of Medicine in cases that primarily relate to supervisor - PhD candidate roles.
- Collaborating with the institutions’ research support units in matters relating to external funding and clarifications relating to REC and data protection.
- Passing on matters to line management in accordance with the procedures for HR matters and whistleblowing in all matters that relate primarily to personal conflicts.
The expertise of the Research Ombudsman
The Research Ombudsman shall have good knowledge of the research undertaken at the Faculty of Medicine at the University of Oslo, Oslo University Hospital and Akershus University Hospital.
The Ombudsman shall have relevant expertise at professor level in the fields of health sciences or biology and must have been the primary supervisor for PhD candidates within clinical and/or paraclinical subjects.
The Ombudsman shall have good knowledge of research ethics in general and recognised principles of integrity in research in particular, including knowledge of relevant regulations applicable to research in health sciences and biomedicine.
The Research Ombudsman is also required to familiarise themselves with the institutions’ quality systems, instructions and guidelines relating to research and the management of matters relating to misconduct.
Furthermore, the Ombudsman shall have knowledge of the University and hospitals’ decision-making and organisational structures, including whistleblowing procedures.
Organisation
The Research Ombudsman will be appointed by the Faculty of Medicine for a fixed term of up to 20% of an FTE position by agreement between the partner institutions. The fixed term period shall be two years and the programme will be evaluated after two years.
The terms of reference may be amended by the Faculty management in dialogue with the senior management at the University of Oslo, as well as the management at Oslo University Hospital and Akershus University Hospital.
Confidentiality
The Research Ombudsman shall be subject to confidentiality requirements pursuant to Section 13 of the Norwegian Public Administration Act.
Annual report
The Research Ombudsman shall draw up annual reports that shall, among other things, present the number of enquiries received, as well as an indication of the issues raised. Such issues shall be anonymised.
Agreement
A separate agreement on the role of the Research Ombudsman shall be entered into between the institutions involved.