As an independent office, the ombuds office operates outside the institutions's line management. Independence makes it easier to maintain neutrality. So that the Ombuds Office staff may remain impartial while gathering and assimilating information, they are not compromised by an allegiance to any administrative unit.

Few, if any, other offices within an institution can be designated as "independent" within the institution. And most offices have delegated authority and responsibility to make official determinations for the institution. Staff in Human Resources or Affirmative Action offices, for example, may not be allowed to offer confidentiality in instances where the ombuds office would be expected to do so. These offices function as "agents" of the institution. Legally, notification to them about certain kinds of problems "places the institution on notice" about a problem and requires an official institutional response. This does not apply to the Ombuds Office.