Affiliation Procedure - Revision history

Neville Reid: /* Enquiry Record */ link New Groups Team

2025-10-26T23:09:37Z

← Older revision		Revision as of 23:09, 26 October 2025
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	===Enquiry Record===		===Enquiry Record===
	A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by NGT of a completed application form.		A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by [[New Groups Team]] (NGT) of a completed application form.

	===Application Form===		===Application Form===

Jacky: Protected "Affiliation Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2024-11-11T22:02:55Z

Protected "Affiliation Procedure" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

← Older revision	Revision as of 22:02, 11 November 2024
(No difference)

Jacky: /* On Handover of the Community */

2024-04-10T20:30:56Z

On Handover of the Community

← Older revision		Revision as of 20:30, 10 April 2024
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	The Complaints Procedure offers a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with NGT, Mentor or Board decisions.		The Complaints Procedure offers a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with NGT, Mentor or Board decisions.

	At the time of affiliation, the ~~group's~~ owners will be asked to confirm they will hand over the group to Freegle if they no longer wish to run it or give Mentors details of any new owners they have appointed.		At the time of affiliation, the group’s owners will be asked to confirm they will hand over the group to Freegle Mentors if they no longer wish to run it, and/or give Mentors details of any new owners they have appointed. If the group’s owners wish to run the community on a different platform, the Disaffiliation Procedure must be followed.

	===Arrange Group Launch===		===Arrange Group Launch===

Jacky at 16:55, 16 December 2021

2021-12-16T16:55:21Z

← Older revision		Revision as of 16:55, 16 December 2021
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	'''Affiliation Procedure'''		'''Affiliation Procedure'''


	Applications for affiliation are considered from individuals without a current group, or from a team or individual with a group in another area, or from a majority of an existing group team in that area.		Applications for affiliation are considered from individuals without a current group, or from a team or individual with a group in another area, or from a majority of an existing group team in that area.
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	===Enquiry Record===		===Enquiry Record===
	A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by NGT of a completed application form.		A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by NGT of a completed application form.


	===Application Form===		===Application Form===
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	*Inform existing Freegle groups of the proposed new group and applicant via a notice or email announcement on Modtools, Discourse or other agreed method. A time frame for response will be given (not less than 48 hours) with no obligation to chase replies, although comments based on local knowledge may be considered at any time before approval.		*Inform existing Freegle groups of the proposed new group and applicant via a notice or email announcement on Modtools, Discourse or other agreed method. A time frame for response will be given (not less than 48 hours) with no obligation to chase replies, although comments based on local knowledge may be considered at any time before approval.

	*Consider the suitability of an applicant.-		*Consider the suitability of an applicant.<br>
	**If NGT believes that through local knowledge, information passed on by nearby groups or internet research that the balance of probabilities shows that the person applying for the group is likely to bring the name of Freegle into disrepute, they may recommend to the Board that the application is rejected, and the ~~Board will make a decision. The~~ applicant ~~will be advised of the decision, and the reason, and also that they have the right to use the Freegle Complaints Procedure.~~		Has the applicant:
	**Examples of an applicant likely to bring Freegle into disrepute may include but are not limited to:		**A history of spamming or of extensive multigroup joining, other than having had a hacked account or for Freegle national work requirements.
	**~~Attempting to gain members by methods such as transferring or poaching members from other reuse groups without full agreement of all parties.~~		**An internet history showing them to be intolerant e.g. making offensive comments on gender, sexuality, disability, religion etc.
	**Has a history of spamming/ multigroup joining ~~on a national/global level (rather~~ than having had a hacked account).		**A convincing commitment and motivation to taking on this community and no recent indications to the contrary.
	**Has lied on an application form or ~~in ensuing conversations~~.		**Ensured that the mandatory rules of Freegle are being implemented if they already run a community.
	**~~Their~~ internet history ~~shows~~ them to be intolerant e.g. making offensive comments on gender, sexuality, disability, religion etc.		**Acted in ways that could, on the balance of probability, likely bring the name of Freegle into disrepute.

	===Recommendations for Approval===		===Recommendations for Approval===
	The caseworker creates a file to include:		The caseworker creates a file to include:
	*The application form		**The application form
	*Relevant correspondence, or a summary of that, with local groups/other relevant parties		**Relevant correspondence, or a summary of that, with local groups/other relevant parties
	*Research into the geographical area, population, name, keeping to basic information unless wider knowledge is felt required.		**Research into the geographical area, population, name, keeping to basic information unless wider knowledge is felt required.
	*The final recommendation		**The final recommendation

	~~A poll~~ on ~~NGT~~ is ~~held~~ to ~~show agreement~~/~~disagreement with recommendation~~. A simple majority will ~~decide~~. If the decision is to not affiliate the group the caseworker will inform the applicant as soon as possible.		Poll for new group applications:
			**Poll on whether it is in the best interests of the community and Freegle to affiliate and appoint the new volunteer/team taking into the above considerations.
			**If the poll, by a simple majority of those voting, doesn’t agree to the appointment, the community will not be affiliated until further discussions have taken place and a new poll is run.
			**If the decision is to not affiliate the group the caseworker will inform the applicant as soon as possible.
			**Ultimately, if no consensus is reached, a recommendation can be given to the Board that the application is rejected, and the Board will make a decision. The applicant will be advised of the decision and the reason, and also that they have the right to use the Freegle Complaints Procedure.

			===On Handover of the Community===
			**All volunteers involved in the community will be advised and encouraged to follow Best Practice. Although not mandatory these are nationally agreed recommended ways of working to achieve the best outcomes for volunteers and members.
			**New volunteers to Freegle taking on a community must have a Mentor as backup on their community for 6 months.
			**Experienced Freegle volunteers taking on a community must have a Mentor as backup on their community until they have an experienced and/or active backup volunteer who can regularly moderate, unless no Mentor is available.
			**The Mentor, unless the volunteer(s) request otherwise, should not actively moderate unless messages are being left unmoderated for periods of 24 hours or more.
			**If the Mentor is removed as a volunteer without having appropriate backup arrangements in place, it will be grounds for automatic addition of a backup by the Board or possible disaffiliation.
			**The group may at its sole discretion ask the Mentors for the Mentor to be replaced subject to availability.

			The Complaints Procedure offers a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with NGT, Mentor or Board decisions.

	At the time of affiliation, the group's owners will be asked to confirm they will hand over the group to Freegle if they no longer wish to run it or give Mentors details of any new owners they have appointed.		At the time of affiliation, the group's owners will be asked to confirm they will hand over the group to Freegle if they no longer wish to run it or give Mentors details of any new owners they have appointed.


	===Arrange Group Launch===		===Arrange Group Launch===

Jacky: /* Checks */

2021-06-14T19:04:31Z

Checks

← Older revision		Revision as of 19:04, 14 June 2021
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	*Consider the proposed name of a new group, using [[Freegle Affiliated Group Name and Logo Guidelines]].		*Consider the proposed name of a new group, using [[Freegle Affiliated Group Name and Logo Guidelines]].

	*Inform ~~neighbouring~~ Freegle groups ~~within at least a 20 mile radius~~ of a proposed ~~brand~~ new group~~. This can be by special~~ notice on ~~Central, a bulk mail to all relevant groups~~, or ~~emails to individual groups or volunteers, depending on the judgement of the caseworker~~. A time frame for response will be given ~~in all notices or emails~~ (not less than 48 hours) although comments based on local knowledge may be considered at any time before approval.		*Inform existing Freegle groups of the proposed new group and applicant via a notice or email announcement on Modtools, Discourse or other agreed method. A time frame for response will be given (not less than 48 hours) with no obligation to chase replies, although comments based on local knowledge may be considered at any time before approval.

	*Consider the suitability of an applicant.-		*Consider the suitability of an applicant.-

Jacky at 01:12, 3 December 2019

2019-12-03T01:12:13Z

← Older revision		Revision as of 01:12, 3 December 2019
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	===Links===		===Links===
	* This procedure was adopted by the Board in July 2017, after recommendation by Development Group.		* This procedure was adopted by the Board in July 2017, after recommendation by Development Group.
	*This document replaces [[Freegle Affiliation Application Procedures]] and [[Freegle Affiliation Process Procedures]].		*This document replaces Freegle Affiliation Application Procedures and Freegle Affiliation Process Procedures.
	*[[Glossary]]		*[[Glossary]]
	*[[Document Approval Policy]]		*[[Document Approval Policy]]

Jacky: /* Links */

2019-07-22T11:43:27Z

Links

← Older revision		Revision as of 11:43, 22 July 2019
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	*[[Glossary]]		*[[Glossary]]
	*[[Document Approval Policy]]		*[[Document Approval Policy]]
	*[[New Groups Team- NGT]]		*[[New Groups Team - NGT]]

	[[category:Policies, Procedures, Remits]][[category:New Groups Team]]		[[category:Policies, Procedures, Remits]][[category:New Groups Team]]

Jacky at 11:06, 22 July 2019

2019-07-22T11:06:39Z

← Older revision		Revision as of 11:06, 22 July 2019
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	===Enquiry Record===		===Enquiry Record===
	A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by ~~GAT~~ of a completed application form.		A spreadsheet should be used to log the dates of start and completion of each major step. The details of the application are listed. If there is more than one application for an area they should generally be dealt with in the order of receipt by NGT of a completed application form.


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	One of two application forms is sent to all applicants, one for brand new groups or one for moves from another network. http://frgl.it/groupapplicationform or http://frgl.it/MoveMergerForm		One of two application forms is sent to all applicants, one for brand new groups or one for moves from another network. http://frgl.it/groupapplicationform or http://frgl.it/MoveMergerForm

	If the enquiry is from outside the UK a standard rejection letter is sent and the details of the application filed in ~~GAT~~ and/or info@ mailboxes in appropriately labelled folders.		If the enquiry is from outside the UK a standard rejection letter is sent and the details of the application filed in NGT and/or info@ mailboxes in appropriately labelled folders.

	===Checks===		===Checks===
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	*Consider the suitability of an applicant.-		*Consider the suitability of an applicant.-
	**If ~~GAT~~ believes that through local knowledge, information passed on by nearby groups or internet research that the balance of probabilities shows that the person applying for the group is likely to bring the name of Freegle into disrepute, they may recommend to the Board that the application is rejected, and the Board will make a decision. The applicant will be advised of the decision, and the reason, and also that they have the right to use the Freegle Complaints Procedure.		**If NGT believes that through local knowledge, information passed on by nearby groups or internet research that the balance of probabilities shows that the person applying for the group is likely to bring the name of Freegle into disrepute, they may recommend to the Board that the application is rejected, and the Board will make a decision. The applicant will be advised of the decision, and the reason, and also that they have the right to use the Freegle Complaints Procedure.
	**Examples of an applicant likely to bring Freegle into disrepute may include but are not limited to:		**Examples of an applicant likely to bring Freegle into disrepute may include but are not limited to:
	**Attempting to gain members by methods such as transferring or poaching members from other reuse groups without full agreement of all parties.		**Attempting to gain members by methods such as transferring or poaching members from other reuse groups without full agreement of all parties.
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	*The final recommendation		*The final recommendation

	A poll on ~~GAT~~ is held to show agreement/disagreement with recommendation. A simple majority will decide. If the decision is to not affiliate the group the caseworker will inform the applicant as soon as possible.		A poll on NGT is held to show agreement/disagreement with recommendation. A simple majority will decide. If the decision is to not affiliate the group the caseworker will inform the applicant as soon as possible.

	At the time of affiliation, the group's owners will be asked to confirm they will hand over the group to Freegle if they no longer wish to run it or give Mentors details of any new owners they have appointed.		At the time of affiliation, the group's owners will be asked to confirm they will hand over the group to Freegle if they no longer wish to run it or give Mentors details of any new owners they have appointed.
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	===Arrange Group Launch===		===Arrange Group Launch===
	Appoint a member of the team to act as Group Launch Coordinator. That ~~GAT~~ member introduces themselves to the applicant and existing group owner (if applicable) and explains the next steps.		Appoint a member of the team to act as Group Launch Coordinator. That NGT member introduces themselves to the applicant and existing group owner (if applicable) and explains the next steps.

	====a. New Group Launch Procedure====		====a. New Group Launch Procedure====
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	2. All specialist groups (closed and otherwise) must allow Volunteers from the local group(s) to be members if they wish in the interests of promoting community links.		2. All specialist groups (closed and otherwise) must allow Volunteers from the local group(s) to be members if they wish in the interests of promoting community links.

	3. Closed, private affiliated groups should have a representative for Freegle nationally as a member of the group . ~~GAT~~ will help to find a suitable volunteer to represent Freegle nationally on any closed groups. This may be a local volunteer but may also be a member of the Mentor or ~~GAT~~ teams if a volunteer can't be found. ~~GAT~~ will keep a list of who is representing Freegle on each closed group.		3. Closed, private affiliated groups should have a representative for Freegle nationally as a member of the group . NGT will help to find a suitable volunteer to represent Freegle nationally on any closed groups. This may be a local volunteer but may also be a member of the Mentor or NGT teams if a volunteer can't be found. NGT will keep a list of who is representing Freegle on each closed group.

	Types considered so far:		Types considered so far:

Jacky: /* Disagreements */

2019-07-22T11:03:20Z

Disagreements

← Older revision		Revision as of 11:03, 22 July 2019
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	===Disagreements===		===Disagreements===
	If there is disagreement between ~~GAT~~ and a neighbouring group, ~~GAT~~ may consult with the Development Working Group and/or Freegle UK Central Group. ~~GAT~~ will make the final decision.		If there is disagreement between NGT and a neighbouring group, NGT may consult with the Development Working Group and/or Freegle UK Central Group. NGT will make the final decision.
	The [[Complaints Procedure]] can offer a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with ~~GAT~~ decisions.		The [[Complaints Procedure]] can offer a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with NGT decisions.

	===Disaffiliation===		===Disaffiliation===

Jacky: /* Links */

2019-07-22T11:02:40Z

Links

← Older revision		Revision as of 11:02, 22 July 2019
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	*[[Glossary]]		*[[Glossary]]
	*[[Document Approval Policy]]		*[[Document Approval Policy]]
	*[[~~Group Affiliation~~ Team - ~~GAT~~]]		*[[New Groups Team- NGT]]

	[[category:Policies, Procedures, Remits]][[category:~~Group Affiliation~~ Team]]		[[category:Policies, Procedures, Remits]][[category:New Groups Team]]