Contacting Groups Procedure - Revision history

Jacky at 13:26, 3 April 2025

2025-04-03T13:26:39Z

← Older revision		Revision as of 13:26, 3 April 2025
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	This procedure was originally drawn up in 2017 following resolutions at the 2016 AGM (https://wiki.ilovefreegle.org/AGM_2016_Minutes#Matters_Arising) about Central membership, elected platforms and annual confirmation of affiliation. These requirements are now (2022) all automated via Discourse and Modtools, so manually contacting groups for those is no longer needed.		This procedure was originally drawn up in 2017 following resolutions at the 2016 AGM (https://wiki.ilovefreegle.org/AGM_2016_Minutes#Matters_Arising) about Central membership, elected platforms and annual confirmation of affiliation. These requirements are now (2022) all automated via Discourse and Modtools, so manually contacting groups for those is no longer needed.

	However, the procedure could still be useful if we need to contact groups, so this has been revised to be a general procedure if that is required at any point. ~~This shouldn’t be used as an alternative for the Abandoned Groups Procedure.~~		However, the procedure could still be useful if we need to contact groups, so this has been revised to be a general procedure if that is required at any point.

	====Responsibilities====		====Responsibilities====
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	*This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board should then be supplied with details of the communication attempts and outcomes.		*This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board should then be supplied with details of the communication attempts and outcomes.
	*Records will be kept updated as relevant information is received.		*Records will be kept updated as relevant information is received.
	*If there is evidence that a Community has not been actively moderated the Mentors will be informed to implement ~~the~~ Abandoned Group ~~Procedure~~.		*If there is evidence that a Community has not been actively moderated the Mentors will be informed to implement Abandoned Group procedures.
	*Contacts made should be paced and coordinated to ensure that volunteers or communities are not receiving excess national communications.		*Contacts made should be paced and coordinated to ensure that volunteers or communities are not receiving excess national communications.

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	*[[Disaffiliation Procedure]]		*[[Disaffiliation Procedure]]
	*[[Mentor Team Remit]]		*[[Mentor Team Remit]]
	*[[Abandoned Groups Procedure]]
	*[[Freegle Central Membership]]		*[[Freegle Central Membership]]
	*[[Discourse Support Team Remit]]		*[[Discourse Support Team Remit]]

Jacky at 08:57, 6 May 2022

2022-05-06T08:57:46Z

← Older revision		Revision as of 08:57, 6 May 2022
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	This procedure was ~~adopted by the Board~~ in ~~March~~ 2017~~, after recommendation by~~ the ~~Development Group~~. ~~Some small amendments were made in November 2017~~, ~~in agreement with the Board~~, ~~after two test cases were conducted~~		This procedure was originally drawn up in 2017 following resolutions at the 2016 AGM (https://wiki.ilovefreegle.org/AGM_2016_Minutes#Matters_Arising) about Central membership, elected platforms and annual confirmation of affiliation. These requirements are now (2022) all automated via Discourse and Modtools, so manually contacting groups for those is no longer needed.

	~~The~~ procedure ~~sets out the process~~ for ~~contacting communities to achieve~~ the ~~following aims~~.		However, the procedure could still be useful if we need to contact groups, so this has been revised to be a general procedure if that is required at any point. This shouldn’t be used as an alternative for the Abandoned Groups Procedure.

	~~'''Aims:(resolutions agreed at the 2016 AGM)'''~~		====Responsibilities====
			The Board will appoint a suitable individual or team to carry out the procedure as Contact Admin when required.
	*i. We should enforce the mandatory requirement of each community being represented on Central.
	*ii. We should require communities to use at least one viable platform (current options until October 2017 are FD only, FD + TN, FD + Yahoo, FD + Yahoo + TN, Norfolk' after then only FD only, FD+ and Norfolk). [see note 1 below]
	*iii. Communities should confirm annually they still wish to be affiliated.

	===Responsibilities:===
	The ~~following people are ultimately responsible for ensuring that contact is made~~ to ~~achieve~~ the ~~aims:~~
	*Central representation - [[Discourse Support Team Remit\|Discourse Support Team]]
	*Use of viable platform - [[Mentor Team Remit\|Mentor Team]]
	*Annual confirmation of affiliation - [[Company Secretary]]

	====Contact Admin====		====Contact Admin====
	~~This role~~ is ~~specific to this process and~~ will operate within the support of the Mentor Team~~, being~~ the ~~preferred person/people to carry out contact, although it can be delegated elsewhere if~~ appropriate. Contact will always be within the context of offering support to help ~~Communities~~ and volunteers deliver the best they can for their area and Freegle as an organisation.		If the Contact Admin is an individual, they will operate within the support of the Mentor Team if the Board feels that is appropriate. Contact will always be within the context of offering support to help communities and volunteers deliver the best they can for their area and Freegle as an organisation.

	~~===Contact Process:===~~
	# Any publicly or previously provided available contact route (email, phone, social media, Freegle forums, letter) can be used that is available to the contact team or their designated individual(s).
	~~# Depending on the information needed, the Community/volunteer will be asked to provide details via questionnaire, email or personal reply.~~
	~~# All contact attempts will be recorded, including date, method and responses.~~
	# This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board, copied to Mentors, should then be supplied with details of the communication attempts and outcomes.
	~~# Records will be kept updated as relevant information is received.~~
	# If there is evidence provided by the Mentors or others that the Community has not been actively moderated for 6 weeks in the period running up to the contact procedures and/or during it, the Abandoned Group Procedure will be applied.
	~~# Contacts made should be paced and coordinated to ensure that Communities are not receiving excess national communications~~.

	===~~Records:~~===		====Contact Process====
	~~# A centralised database~~ will be ~~maintained~~, ~~which~~ will ~~have restricted access~~ to ~~current Mentor~~, ~~Support and~~ Board ~~personnel~~.		*Any publicly or previously provided contact route (email, phone, social media, Freegle forums, letter) can be used that is available to the Contact Admin.
	# The Board ~~will~~ be supplied with ~~the~~ details of ~~who has which type of access to~~ the ~~database~~ and ~~this~~ will be updated as ~~access personnel change~~.		*Depending on the information needed, the community/volunteer will be asked to provide details via questionnaire, email or personal reply.
	~~# The records for each Community will include the mandatory information of:~~		*All contact attempts will be recorded, including date, method and responses.
	~~#*Community name (agreed by GAT and recorded via FD)~~		*This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board should then be supplied with details of the communication attempts and outcomes.
	~~#*Community owner names~~		*Records will be kept updated as relevant information is received.
	~~#*Email address(es) of Community representative(s) on Central (known via Central database) (recorded via FD)~~		*If there is evidence that a Community has not been actively moderated the Mentors will be informed to implement the Abandoned Group Procedure.
	~~#*Which platform(s) the Community uses~~		*Contacts made should be paced and coordinated to ensure that volunteers or communities are not receiving excess national communications.
	#*~~Confirmation~~ that ~~the~~ Community ~~wishes to be affiliated to Freegle~~
	~~#*Any requests for help or support needed, or plans for~~ the ~~future~~
	~~# Records~~ will ~~include, where available:~~
	~~#*Details of all volunteers/trusted people who have access~~ to the ~~management facilities of the Community~~
	~~#*Contact phone number(s)~~
	~~#*Preferred contact methods~~
	~~#*Community’s Facebook ID~~
	#*~~Community’s Twitter ID~~
	~~# There are various records kept by NGT, the support mailboxes, the Board and other national personnel which~~ should be ~~supplied on request~~ to ~~help fulfill the aims of this process~~.

	~~[[Freegle Central Membership]] details the annual process for ensuring the mandatory requirement for all Communities to have a representative on that Community.~~

	===Links and Notes:===		====Links and Notes====
	~~Note 1: The Norfolk platform was discontinued and all communities hosted there moved to FD in April 2020.~~
	*[[Disaffiliation Procedure]]		*[[Disaffiliation Procedure]]
	*[[Mentor Team Remit]]		*[[Mentor Team Remit]]
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	*[[Freegle Central Membership]]		*[[Freegle Central Membership]]
	*[[Discourse Support Team Remit]]		*[[Discourse Support Team Remit]]
	*[[Data Protection Policy]]		*[[Data Protection Policy]]
	*Amendments to this procedure - refer to [[Document Approval Policy]]		*Amendments to this procedure - refer to [[Document Approval Policy]
	*[[Glossary]]		*[[Glossary]]

	[[~~category~~:Policies, Procedures, Remits]]		[[Category:Policies, Procedures, Remits]]
	[[category:Mentor Team]]		[[category:Mentor Team]]

Jacky at 09:23, 11 November 2021

2021-11-11T09:23:53Z

← Older revision		Revision as of 09:23, 11 November 2021
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	This procedure was adopted by the Board in March 2017, after recommendation by the Development Group. Some small amendments were made in November 2017, in agreement with the Board, after two test cases were conducted		This procedure was adopted by the Board in March 2017, after recommendation by the Development Group. Some small amendments were made in November 2017, in agreement with the Board, after two test cases were conducted

	The procedure sets out the process for contacting ~~groups~~ to achieve the following aims.		The procedure sets out the process for contacting communities to achieve the following aims.

	'''Aims:(resolutions agreed at the 2016 AGM)'''		'''Aims:(resolutions agreed at the 2016 AGM)'''

	*i. We should enforce the mandatory requirement of each ~~group~~ being represented on Central.		*i. We should enforce the mandatory requirement of each community being represented on Central.
	*ii. We should require ~~groups~~ to use at least one viable platform (current options until October 2017 are FD only, FD + TN, FD + Yahoo, FD + Yahoo + TN, Norfolk' after then only FD only, FD+ and Norfolk). [see note 1 below]		*ii. We should require communities to use at least one viable platform (current options until October 2017 are FD only, FD + TN, FD + Yahoo, FD + Yahoo + TN, Norfolk' after then only FD only, FD+ and Norfolk). [see note 1 below]
	*iii. ~~Groups~~ should confirm annually they still wish to be affiliated.		*iii. Communities should confirm annually they still wish to be affiliated.

	===Responsibilities:===		===Responsibilities:===
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	====Contact Admin====		====Contact Admin====
	This role is specific to this process and will operate within the support of the Mentor Team ~~group~~, being the preferred person/people to carry out contact, although it can be delegated elsewhere if appropriate. Contact will always be within the context of offering support to help Communities and volunteers deliver the best they can for their area and Freegle as an organisation.		This role is specific to this process and will operate within the support of the Mentor Team, being the preferred person/people to carry out contact, although it can be delegated elsewhere if appropriate. Contact will always be within the context of offering support to help Communities and volunteers deliver the best they can for their area and Freegle as an organisation.

	===Contact Process:===		===Contact Process:===
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	===Links and Notes:===		===Links and Notes:===
	Note 1: The Norfolk platform was discontinued and all ~~groups~~ hosted there moved to FD in April 2020.		Note 1: The Norfolk platform was discontinued and all communities hosted there moved to FD in April 2020.
	*[[Disaffiliation Procedure]]		*[[Disaffiliation Procedure]]
	*[[Mentor Team Remit]]		*[[Mentor Team Remit]]

Jacky: /* Records: */

2021-09-02T12:33:07Z

Records:

← Older revision		Revision as of 12:33, 2 September 2021
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	# A centralised database will be maintained, which will have restricted access to current Mentor, Support and Board personnel.		# A centralised database will be maintained, which will have restricted access to current Mentor, Support and Board personnel.
	# The Board will be supplied with the details of who has which type of access to the database and this will be updated as access personnel change.		# The Board will be supplied with the details of who has which type of access to the database and this will be updated as access personnel change.
	# The records for each ~~group~~ will include the mandatory information of:		# The records for each Community will include the mandatory information of:
	#*~~Group~~ name (agreed by GAT and recorded via FD)		#*Community name (agreed by GAT and recorded via FD)
	#*~~Group Owner~~ names		#*Community owner names
	#*Email address(es) of ~~group~~ representative(s) on Central (known via Central database) (recorded via FD)		#*Email address(es) of Community representative(s) on Central (known via Central database) (recorded via FD)
	#*Which platform(s) the ~~group~~ uses		#*Which platform(s) the Community uses
	#*Confirmation that the ~~group~~ wishes to be affiliated to Freegle		#*Confirmation that the Community wishes to be affiliated to Freegle
	#*Any requests for help or support needed, or plans for the future		#*Any requests for help or support needed, or plans for the future
	# Records will include, where available:		# Records will include, where available:
	#*Details of all volunteers/trusted people who have access to the management facilities of the ~~group~~		#*Details of all volunteers/trusted people who have access to the management facilities of the Community
	#*Contact phone number(s)		#*Contact phone number(s)
	#*Preferred contact methods		#*Preferred contact methods
	#*~~Group’s~~ Facebook ID		#*Community’s Facebook ID
	#*~~Group’s~~ Twitter ID		#*Community’s Twitter ID
	# There are various records kept by NGT, the support mailboxes, the Board and other national personnel which should be supplied on request to help fulfill the aims of this process.		# There are various records kept by NGT, the support mailboxes, the Board and other national personnel which should be supplied on request to help fulfill the aims of this process.

	[[Freegle Central Membership]] details the annual process for ensuring the mandatory requirement for all ~~groups~~ to have a representative on that ~~group~~.		[[Freegle Central Membership]] details the annual process for ensuring the mandatory requirement for all Communities to have a representative on that Community.

	===Links and Notes:===		===Links and Notes:===

Jacky: /* Contact Process: */

2021-09-02T12:31:37Z

Contact Process:

← Older revision		Revision as of 12:31, 2 September 2021
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	===Contact Process:===		===Contact Process:===
	# Any publicly or previously provided available contact route (email, phone, social media, Freegle forums, letter) can be used that is available to the contact team or their designated individual(s).		# Any publicly or previously provided available contact route (email, phone, social media, Freegle forums, letter) can be used that is available to the contact team or their designated individual(s).
	# Depending on the information needed, the ~~group~~/volunteer will be asked to provide details via questionnaire, email or personal reply.		# Depending on the information needed, the Community/volunteer will be asked to provide details via questionnaire, email or personal reply.
	# All contact attempts will be recorded, including date, method and responses.		# All contact attempts will be recorded, including date, method and responses.
	# This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board, copied to Mentors, should then be supplied with details of the communication attempts and outcomes.		# This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board, copied to Mentors, should then be supplied with details of the communication attempts and outcomes.
	# Records will be kept updated as relevant information is received.		# Records will be kept updated as relevant information is received.
	# If there is evidence provided by the Mentors or others that the ~~group~~ has not been actively moderated for 6 weeks in the period running up to the contact procedures and/or during it, the Abandoned Group Procedure will be applied.		# If there is evidence provided by the Mentors or others that the Community has not been actively moderated for 6 weeks in the period running up to the contact procedures and/or during it, the Abandoned Group Procedure will be applied.
	# Contacts made should be paced and coordinated to ensure that ~~groups~~ are not receiving excess national communications.		# Contacts made should be paced and coordinated to ensure that Communities are not receiving excess national communications.

	===Records:===		===Records:===

Jacky: /* Contact Admin */

2021-09-02T12:30:54Z

Contact Admin

← Older revision		Revision as of 12:30, 2 September 2021
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	====Contact Admin====		====Contact Admin====
	This role is specific to this process and will operate within the support of the Mentor Team group, being the preferred person/people to carry out contact, although it can be delegated elsewhere if appropriate. Contact will always be within the context of offering support to help ~~groups~~ and volunteers deliver the best they can for their ~~community~~ and Freegle as an organisation.		This role is specific to this process and will operate within the support of the Mentor Team group, being the preferred person/people to carry out contact, although it can be delegated elsewhere if appropriate. Contact will always be within the context of offering support to help Communities and volunteers deliver the best they can for their area and Freegle as an organisation.

	===Contact Process:===		===Contact Process:===

Jacky: /* Links and Notes: */

2021-04-25T15:32:36Z

Links and Notes:

← Older revision		Revision as of 15:32, 25 April 2021
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	*[[Abandoned Groups Procedure]]		*[[Abandoned Groups Procedure]]
	*[[Freegle Central Membership]]		*[[Freegle Central Membership]]
	*Data Protection Policy ~~(tba)~~		*[[Discourse Support Team Remit]]
			*[[Data Protection Policy]]
	*Amendments to this procedure - refer to [[Document Approval Policy]]		*Amendments to this procedure - refer to [[Document Approval Policy]]
	*[[Glossary]]		*[[Glossary]]

Jacky: /* Responsibilities: */

2021-04-25T15:31:47Z

Responsibilities:

← Older revision		Revision as of 15:31, 25 April 2021
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	===Responsibilities:===		===Responsibilities:===
	The following people are ultimately responsible for ensuring that contact is made to achieve the aims:		The following people are ultimately responsible for ensuring that contact is made to achieve the aims:
	*Central representation - [[~~Freegle Central Mods~~ Team Remit\|~~Central Mods~~]]		*Central representation - [[Discourse Support Team Remit\|Discourse Support Team]]
	*Use of viable platform - [[Mentor Team Remit\|Mentor Team]]		*Use of viable platform - [[Mentor Team Remit\|Mentor Team]]
	*Annual confirmation of affiliation - [[Company Secretary]]		*Annual confirmation of affiliation - [[Company Secretary]]

Jacky at 01:05, 2 March 2020

2020-03-02T01:05:25Z

← Older revision		Revision as of 01:05, 2 March 2020
Line 7:		Line 7:

	*i. We should enforce the mandatory requirement of each group being represented on Central.		*i. We should enforce the mandatory requirement of each group being represented on Central.
	*ii. We should require groups to use at least one viable platform (current options until October 2017 are FD only, FD + TN, FD + Yahoo, FD + Yahoo + TN, Norfolk' after then only FD only, FD+ and Norfolk).		*ii. We should require groups to use at least one viable platform (current options until October 2017 are FD only, FD + TN, FD + Yahoo, FD + Yahoo + TN, Norfolk' after then only FD only, FD+ and Norfolk). [see note 1 below]
	*iii. Groups should confirm annually they still wish to be affiliated.		*iii. Groups should confirm annually they still wish to be affiliated.

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	#*Group’s Facebook ID		#*Group’s Facebook ID
	#*Group’s Twitter ID		#*Group’s Twitter ID
	# There are various records kept by ~~GAT~~, the support mailboxes, the Board and other national personnel which should be supplied on request to help fulfill the aims of this process.		# There are various records kept by NGT, the support mailboxes, the Board and other national personnel which should be supplied on request to help fulfill the aims of this process.

	[[Freegle Central Membership]] details the annual process for ensuring the mandatory requirement for all groups to have a representative on that group.		[[Freegle Central Membership]] details the annual process for ensuring the mandatory requirement for all groups to have a representative on that group.

	===Links:===		===Links and Notes:===
			Note 1: The Norfolk platform was discontinued and all groups hosted there moved to FD in April 2020.
	*[[Disaffiliation Procedure]]		*[[Disaffiliation Procedure]]
	*[[Mentor Team Remit]]		*[[Mentor Team Remit]]

Jacky: amendments after test cases.

2017-11-20T11:44:47Z

amendments after test cases.

← Older revision		Revision as of 11:44, 20 November 2017
Line 1:		Line 1:

	This procedure was adopted by the Board in March 2017, after recommendation by the Development Group.~~<br>~~		This procedure was adopted by the Board in March 2017, after recommendation by the Development Group. Some small amendments were made in November 2017, in agreement with the Board, after two test cases were conducted
	It sets out the process for contacting groups to achieve the following aims.
			The procedure sets out the process for contacting groups to achieve the following aims.

	'''Aims:(resolutions agreed at the 2016 AGM)'''		'''Aims:(resolutions agreed at the 2016 AGM)'''
Line 22:		Line 23:
	# Depending on the information needed, the group/volunteer will be asked to provide details via questionnaire, email or personal reply.		# Depending on the information needed, the group/volunteer will be asked to provide details via questionnaire, email or personal reply.
	# All contact attempts will be recorded, including date, method and responses.		# All contact attempts will be recorded, including date, method and responses.
	# If there is a lack of response to information requested or no action taken to adopt required actions, ~~all reasonable efforts will~~ be ~~employed and offers of help and support extended up~~ to ~~a period of 6 months. If there is no response after~~ that, the Board will be informed and ~~recommendations made, including possible disaffiliation~~.		# This procedure will be carried out over a period of a month, using all reasonable efforts. If there is a lack of response to information requested or no action taken to adopt required actions,a final email should be sent to the owner address to say that the Board will be informed. The Board, copied to Mentors, should then be supplied with details of the communication attempts and outcomes.
	# Records will be kept updated as relevant information is received.		# Records will be kept updated as relevant information is received.
	# If~~, during this process,~~ there is no evidence that the group has been actively moderated for 6 weeks, the Abandoned Group Procedure will be applied.		# If there is evidence provided by the Mentors or others that the group has not been actively moderated for 6 weeks in the period running up to the contact procedures and/or during it, the Abandoned Group Procedure will be applied.
	# Contacts made should be paced and coordinated to ensure that groups are not receiving excess national communications.		# Contacts made should be paced and coordinated to ensure that groups are not receiving excess national communications.