Building trust through confidentiality - with the renowned academics Ruth Großmaß and Gudrun Piechotta-Henze as ombudspersons, the aim is to ensure good academic practice at ASH Berlin. In this interview, the two professors introduce themselves and their work, as well as its limitations.
Can you briefly introduce yourselves - what is your professional background and what has been particularly important to you in your work as professors at the university?
Ruth Großmaß: When I began my studies (at the age of just 18), I wanted above all to deal with topics that could help me to better understand the world around me. I studied German, philosophy and education and - as I needed a clear career perspective - I chose to study to become a teacher. After graduating, however, I was more interested in other fields of work than secondary school. I looked into adult education, trained in group dynamics and ended up working as a counselor at the Central Student Advisory Service at Bielefeld University - a professional field that had a huge impact on me. Through practical work, further psychotherapeutic training and the continuous academic study of professional counseling, I developed something like a professional identity. Today, looking back, I think that my great commitment to this professional field also had something to do with the fact that, as a student, I experienced university as a great, stimulating space, as a challenge and an enrichment. Being an advisor gave me the opportunity to give something back: I was able to support students without an academic family background, international students and especially female students in my main areas of work to make productive use of the university as an academic, cultural and political space for themselves.
Cooperation with colleagues from philosophy, but especially with my colleague Christiane Schmerl in the field of feminist theory, was very important for the further development of my own thinking. The fact that I then completed my doctorate with a socio-philosophical analysis of counseling brought the two strands of my professional work together and at the same time created the conditions for me to apply for a professorship in ethics and social philosophy at Alice Salomon University. As a professor, it was then also important to me to support individual students in developing their professional and personal profile, not only in teaching, but also through individual support and guidance. In order to make the university a good place, anti-discrimination work and a focus on the conditions of "good academic practice" also seem important to me.
Gudrun Piechotta-Henze: After leaving school, I first trained as a nurse and worked in the profession for more than ten years. During this time, I completed my A-levels at an evening school. I then studied sociology at the University of Göttingen and completed a doctorate at the University of Bremen, combined with a position as a research assistant on the nursing science teaching course. In 2001, I was appointed to the ASH Berlin. Here I was able to work as a professor of nursing science in the nursing and healthcare sector for over two decades, helping to change study programs in line with the current challenges in healthcare and developing new study programs. Thanks to the really good cooperation with my colleagues and the administrative staff, I really enjoyed this varied work. I really enjoyed working with students, arousing their interest in the seminars, discussing things with them and supporting them with their exams and final theses. It was also extremely exciting to observe their career paths, to see how they develop and what fields of work they go into after graduation.
What exactly does an ombudsperson do - and why is this function important at a university?
GudrunPiechotta-Henze: To answer this question, we can refer to the "Statutes for Safeguarding Academic Practice at ASH Berlin", which were adopted in 2023 and are based, among other things, on the German Research Foundation's Code ("Guidelines for Safeguarding Good Academic Practice"). Section 8 states that the ombudsperson is an "independent person of trust to whom members of ASH Berlin can turn in cases of suspected scientific misconduct". It is very important to "maintain confidentiality".
Ruth Großmaß: Such a function is also important because in day-to-day business it is not always entirely clear whether violations of the rules that come to one's attention are really misconduct in the sense of the "guidelines", or whether it is a case of correctable negligence or whether one's own insecurities play a role. The ombudsperson's activity stands for the possibility of communicative clarification.
What concerns or problems can students, teaching staff or employees bring to you?
Ruth Großmaß: Academic work takes place in (published) discourses that extend beyond your own institution. The knowledge gained from a contribution is therefore only recognizable if a critical discussion can be clearly addressed. This means that every article must be in line with the state of research in the scientific community, the methods used must be explained and the sources and aids used must be precisely stated. Scientific progress depends on criticism, criticism of theses, methods, arguments and research results. Progress in knowledge does not require criticism of individuals; devaluing and humiliating those involved in the research process harms not only the individuals but also the research projects. If we follow the rules of good scientific practice, we create transparent and fair working relationships - even if the different status of those involved involves an imbalance of power. This means that the performance of each individual is made visible and that one side does not claim full authorship. Any uncertainty, any irritation regarding these conditions of academic work can become the subject of a discussion.
Are there any topics that people should not come to you with?
Ruth Großmaß: In order to be able to research and work well, you need time and resources that are not always adequately available. Sometimes there is a lack of work equipment, research tools and handicap compensation. Unfortunately, we are just as unable to help with such material shortcomings as we are with conflicts that arise when employment contracts are not implemented appropriately.
Many people are reluctant to approach official bodies with problems. What would you like to say to these people?
GudrunPiechotta-Henze: Have the courage! You have the RIGHT to turn to an ombudsperson. Trust the people who are happy to support you. Every conversation is confidential and you decide how you want to proceed after the conversation.
We assume that every complaint is justified, but we know from our previous experience that solutions can often be found beyond formal procedures. We will support you in this. If you report scientific misconduct by another person (Section 7 of the statutes cited above), you can rest assured that we will implement the preliminary review procedure (Section 11) sensitively and in accordance with the rules.
What is the best way to contact you - and what happens if someone contacts you?
GudrunPiechotta-Henze: You can contact us by email at any time. One of us will respond immediately. We will then arrange a telephone call, a meeting via Zoom or in person - if you wish and by arrangement. We will then decide together with you whether one of us is involved or whether a conversation with both of us is desired. Of course, the enquirers also decide whether they would like to have the clarification meeting alone or together with colleagues, for example. If further discussions are desired, this is of course possible.
In the meantime, we have held the first clarification or counseling sessions and we have received positive feedback from everyone, in the sense of: The conversation was helpful and necessary, the exchange led to more clarity, problematic situations or circumstances could be constructively illuminated together and practicable options or solutions could be worked out.
What role does ASH Berlin's mission statement play in your work as ombudsperson(s)?
Gudrun Piechotta-Henze: ASH Berlin's mission statement, which was adopted in 2009 after an intensive, participatory process and resulted in the formulation of value principles, which in turn were translated into actions in a further process from January 2024 to January 2025, is an important basis for the ombudsperson's office.
Illustrated with two examples:
Diversity and common ground -
Communication and collaborationAll members of the university treat each other respectfully, openly, fairly and reliably. Cooperation is characterized by competence, motivation and mutual support. (...)
Research in dialog with practice -
Research-active universityResearch is an integral part of the university's development. ASH Berlin promotes the research activities of university lecturers and academic staff and supports the acquisition of third-party funding for research projects and international research collaborations. Students are involved in research projects and enabled to conduct independent research (up to doctoral level). (...)
These two value principles are particularly important to us, i.e. we treat all members of the university who approach us "respectfully, openly, fairly and reliably" and we see ourselves as supportive - in no way patronizing!
ASH Berlin is a very research-intensive university. For us as ombudspersons and deputy ombudspersons for safeguarding good academic practice, it is obvious that we provide support in order to be able to work in an academically correct manner. We all know that this cannot be taken for granted - the discovery of plagiarism in doctoral theses, for example, which led to politicians having to resign, has attracted a lot of attention and has been remembered. And - with the possibilities of using AI - the uncertainties have grown just as much as the temptation to take the easy way out.
How do you deal with sensitive or conflict-laden topics?
Ruth Großmaß: When it comes to issues of good scientific practice or questioning it, scientific competition usually plays a role and personal injuries often occur. The issues are therefore usually conflict-laden and require sensitive handling. We try to meet the associated requirements by creating a protected communication framework so that the facts of the case can be described and the emotional aspects of the complaint can be formulated. The confidentiality of the conversation is guaranteed.
How do you guarantee confidentiality in your work?
GudrunPiechotta-Henze: As already mentioned and also stated in the statutes: Ombudspersons are independent persons of trust. If one of us is deemed to be biased or one of us is ill or away, the other is available.
We take our role very seriously, see it as necessary and ask for trust. Of course, this trust is only guaranteed if we undertake to treat inquiries confidentially. What we learn during a consultation will only be passed on after consultation and with the consent of the parties involved. Any preliminary examination of a reported breach of the rules (§ 11 of the above-mentioned statutes) is carried out within the framework of the regulations provided for - without violating the requirement of confidentiality.
What happens if you are unable to resolve a matter yourself?
Ruth Großmaß: If there is a suspicion of serious breaches of the rules that cannot be satisfactorily dealt with as part of the preliminary review, the relevant investigating committee will be informed (Section 12 of the statutes) - while maintaining the confidentiality of the person making the complaint.
For concerns that are not within the remit of the ombudspersons - the need for support with research methods or dealing with AI, for example - we try to establish contact with the relevant institutions or persons with the relevant expertise.
How would you like to further develop ombudsperson activities at ASH or make them more visible?
GudrunPiechotta-Henze: This interview is a step towards making the ombudsperson service at ASH Berlin better known. There is now also a more informative website.
The next steps are in preparation: we want to make ourselves better known, especially among doctoral candidates and students. We have already approached the relevant colleagues. They are now scheduling us for information events. It is important to us to report on the tasks of ombudspersons, but above all to "show our face" and give people the opportunity to get to know us personally. This should break down social and emotional barriers and increase the chance of people approaching us in confidence.
Ruth Großmaß: Ombudsperson work is not only relatively new at ASH Berlin, but also at other colleges and universities in Berlin. Last year, ombudspersons from 14 colleges/universities developed the concept for a joint ombudsman's office, which will bring together and evaluate the experiences of the participating institutions in the future. The aim is to further develop ombudsman work at state level and to provide mutual support. The associated agreement was concluded in April of this year. We will also advocate "good scientific practice" at this level.
The questions were asked by Denis Demmerle.
Prof. Dr. (ret.) Ruth Großmaß is the ombudsperson of ASH Berlin
Mail:
grossmass@ ash-berlin.eu
Prof. Dr. (ret.) Gudrun Piechotta-Henze is the deputy ombudsperson
Mail:
piechotta@ ash-berlin.eu
You can reach both of them at:
ombudspersongwp@ ash-berlin.eu
Information on the ombudspersons can be found on this website and here the statutes for safeguarding good scientific practice ("GWP statutes") of ASH Berlin.
