Ombudsman Remit

This document was adopted by the Board on 25th February 2015

The role of Ombudsman is carried out by an equal team of two, both with the title Ombudsman. For each appeal or meditation process, one named Ombudsman will take the lead in the process.

Appointment

Previous: See Central message [1] for the announcement of election August 2010. Both Ombudsman terms of office finished 21st August 2013, but they were reinstated for another term of office each from 22nd August 2013. These terms of office have been honoured and the role holders asked to continue within Freegle Ltd.

The role is now an annual appointment. Applications will be requested on Central and the Secretary will make a recommendation to Members to appoint. At the end of their term of office, role holders are eligible to be appointed again immediately.

An Ombudsman can cease to hold office before the end of the term, as described in the Named Role Holder Ending Term of Office Procedure.

Role

The purpose of this role is to oversee and run Appeals Panels and a Mediation Service.

Job Remit

• Ensure that the Appeal Panel procedures are implemented, including:
  • Organising and maintaining a pool of potential panelists who will be available should an Appeals Panel need to be convened.
  • Convening an Appeals Panel as required and acting without bias to support and chair Panel proceedings.
• Ensure that the Mediation Service procedures are implemented as required, including organising and maintaining a pool of potential mediators who will be available should a mediation service be required.
• Communicate appropriately with the Board, Members and Central
• Maintain confidentiality of the.Appeals and Mediation proceedings as appropriate.

Working Practices

The Ombudsmen will use private discussion methods to organise the confidential aspects of their roles.

They should ensure that they keep up to date with messages posted on Central and ensure the Ombudsman mailbox is checked regularly so they are aware of current topics, concerns and communications.

If an Ombudsman is aware that they will be away from the Internet for a period of 48 hours or more, they should take all reasonable steps to advise the other Ombudsman and whether they are available for urgent communications by other means (e.g. telephone).

Prolonged absence without prior notification will be dealt with under section 3 of the Named Role Ending Term of Office Procedures document.

Any communication with other members whether on Central or Working Groups should be explicit as to whether the Ombudsman is posting as the role holder or in a personal capacity.

Links

• Appeal Panel procedure
• Mediation Service
• Glossary
• Amendments: Document Approval Policy
• Previous Freegle UK document: Ombudsman