Caretaker Groups: Difference between revisions

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These are groups that are handed over to Freegle to be run centrally by Mentors because the owners no longer want them and there is no-one to run them. The intent is always to find and train a new mod team, but due to time constraints these groups can remain in Mentor hands for a long time.   
Caretaker groups are those handed over to Freegle nationally or abandoned to the ownership of national teams or individuals.  The responsibility for running them is then taken on centrally by the Mentor Team.The intent is always to find and train a new volunteer team, but due to time constraints these groups can remain in Mentor hands for a long time.   


====Assigning a Caretaker Group====
====Assigning a Caretaker Group====
A Mentor is allocated as the caretaker owner, with a second member of the mentor team acting as a back-up owner as a safety measure, and the names of the groups are added to the caretaker list.  This list is available here [https://docs.google.com/spreadsheets/d/1sbGvNPa3zpWzl1K-yOyn1CYeSpYxRtx0nj97kxl85UY/edit?pli=1#gid=0]
A Mentor is allocated as the caretaker owner, with a second member of the mentor team or reliable, known and contactable person acting as a backup owner as a safety measure, and the names of the groups are added to the caretaker list.  This list is available here [https://docs.google.com/spreadsheets/d/1sbGvNPa3zpWzl1K-yOyn1CYeSpYxRtx0nj97kxl85UY/edit?pli=1#gid=0]


====Running a Caretaker Group====
====Running a Caretaker Group====
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[[Best Practice]] guidelines are followed by the Mentors when running a caretaker groups:
[[Best Practice]] guidelines are followed by the Mentors when running a caretaker groups:


Development Group agreed (9th August 2015) the principle that caretaker groups should be managed in a consistent way to simplify moderation, embed good practice and make it easier to pass onto a new mod team. So, for caretaker groups:  
Development Group agreed (9th August 2015) the principle that caretaker groups should be managed in a consistent way to simplify moderation, embed good practice and make it easier to pass onto a new mod team. So, for caretaker groups:


#Mentors should adopt a common set of basic rules - [[Caretaker Group Rules]]
#Mentors should adopt a common set of basic rules - [[Caretaker Group Rules]]
# Mentors should use Modtools with a standard configuration
# Mentors should use ModTools with an agreed configuration which provides standard messages with room for flexibility.
# Individual mod groups should be set up to archive messages sent to members.
# Mentor NGT link members will inform NGT when a group has been accepted as a Caretaker Group.
# NGT should make recommendations about any changes (area guidelines, logos and names and any other information NGT may have relating to the group) as soon as possible.  Agreed recommendations should be implemented, with the least disruption to group members as soon as practicable.


Note:  All currently available posting methods will be added on adoption of the group.
Note:  All currently available posting methods will be added on adoption of the group.
=====Mod Tools=====
It was agreed with Edward that ModTools would be available for groups included on the central list of caretaker groups. The mentor groups are automatically kept usable for ModTools, by giving them a rolling 10 day license. This works from the spreadsheet; if they come off the spreadsheet they will lose their license 10 days later. If they happen to be on the spreadsheet and have a longer license they don't lose that.


====Passing over Caretaker Group to new team====
====Passing over Caretaker Group to new team====
When an existing Freegle mod or mod team offers to take over a Caretaker group, the Mentors should:
When an existing Freegle volunteer or volunteer team offers to take over a Caretaker group permanently, the Mentors should consider the following:
*Has the applicant:
**A history of spamming or of extensive multigroup joining, other than having had a hacked account or for Freegle national work requirements.
**An internet history showing them to be intolerant e.g. making offensive comments on gender, sexuality, disability, religion etc.
**A convincing commitment and motivation to taking on this community and no recent indications to the contrary.
**Ensured that the mandatory rules of Freegle are being implemented if they already run a community.
**Acted in ways that could, on the balance of probability, likely bring the name of Freegle into disrepute.


*Consider the capacity of a team to take on more than the group(s) they are currently moderating.
*Poll for caretaker group applications:
*Consider the location of the applicant(s) and take into account if they live in the location or adjacent area, or know it quite well having lived there previously or through other connections. 
**Poll on whether it is in the best interests of the community and Freegle to appoint the new volunteer/team taking into the above considerations.
*Find out what rules and working practice are used by the mod/team currently.
**If the poll, by a simple majority of those voting, doesn’t agree to the appointment, the community will not be handed over until further discussions have taken place and a new poll is run.
*Discuss what changes are likely to be made to the caretaker existing basic rules along with the proposed working practices for running the group.  The Mentors will use the Best Practice guidelines to inform this discussion.
**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.
*Poll on whether it is in the best interests of the group to hand it over to the new mod/team taking into account, location, capacity, rules and working practices.
*If the poll doesn't agree to the handover, the group will not be handed over until further discussions have taken place and a new poll is run, but ultimately the Mentors have authority to refuse the offer.  


On handover of the group:
* On handover of the community:
*If the poll agrees to the handover, the Mentor caretaker owner should stay as a joint owner for the first 6 months to support the new mod/team and also to ensure that any subsequent rule changes or working practice are in the interests of the group.  In extremis, the Mentor team should poll on whether changes are fair and have the authority to take back the group into Caretaker status if it is felt necessary.
**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.
*The Mentor, in the initial 6 month period, should not actively moderate the group unless messages are being left unmoderated for periods of 24 hours or more.
**New volunteers to Freegle taking on a community must have a Mentor as backup on their community for 6 months.
*If the Mentor is removed from the group as owner before the end of the six months, this will be grounds for possible disaffiliation of the group.
**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, possible disaffiliation or return to caretaker status of a community.
**The community may at its sole discretion ask the Mentors for the Mentor to be replaced subject to availability.


''Appeals:''
====Appeals:====


The applicant(s) have recourse to the Complaints Procedure if they are unhappy with the decision to refuse or have the ownership of the group taken back.
The Complaints Procedure offers a mediation or appeals process for applicants and/or Freegle volunteers who are unhappy with Mentor or Board decisions.


''Polls:''
====Polls:====
 
Votes will be carried out by 75% of those voting, with all polls having a stated number of days to run when set up, not less than 4 days.
If a poll is required, it will be for a minimum of 4 days duration, carried by a simple majority of votes.  




====Links====
====Links====


*[[Caretaker Group Rules]]]
*[[Caretaker Group Rules]]
*[[Best Practice]]
*[[Best Practice]]
*[[Our Aims]]
*[[Mentor Team Remit]]
*[[Mentor Team Remit]]
*[[Freegle Affiliated Group Area Guidelines]]
*[[Freegle Affiliated Group Name and Logo Guidelines]]
*[[Glossary]]
*[[Glossary]]
*[[Document Approval Policy]] (This page is treated as a Guideline under this Policy)
*[[Document Approval Policy]] (This document is treated as a Guideline under this Policy)
 
[[category:Policies, Procedures, Remits]][[category:Mentor Team]]
[[category:Policies, Procedures, Remits]][[category:Mentor Team]]

Latest revision as of 11:34, 20 October 2022

Caretaker groups are those handed over to Freegle nationally or abandoned to the ownership of national teams or individuals. The responsibility for running them is then taken on centrally by the Mentor Team.The intent is always to find and train a new volunteer team, but due to time constraints these groups can remain in Mentor hands for a long time.

Assigning a Caretaker Group

A Mentor is allocated as the caretaker owner, with a second member of the mentor team or reliable, known and contactable person acting as a backup owner as a safety measure, and the names of the groups are added to the caretaker list. This list is available here [1]

Running a Caretaker Group

Best Practice guidelines are followed by the Mentors when running a caretaker groups:

Development Group agreed (9th August 2015) the principle that caretaker groups should be managed in a consistent way to simplify moderation, embed good practice and make it easier to pass onto a new mod team. So, for caretaker groups:

  1. Mentors should adopt a common set of basic rules - Caretaker Group Rules
  2. Mentors should use ModTools with an agreed configuration which provides standard messages with room for flexibility.
  3. Mentor NGT link members will inform NGT when a group has been accepted as a Caretaker Group.
  4. NGT should make recommendations about any changes (area guidelines, logos and names and any other information NGT may have relating to the group) as soon as possible. Agreed recommendations should be implemented, with the least disruption to group members as soon as practicable.

Note: All currently available posting methods will be added on adoption of the group.

Passing over Caretaker Group to new team

When an existing Freegle volunteer or volunteer team offers to take over a Caretaker group permanently, the Mentors should consider the following:

  • Has the applicant:
    • A history of spamming or of extensive multigroup joining, other than having had a hacked account or for Freegle national work requirements.
    • An internet history showing them to be intolerant e.g. making offensive comments on gender, sexuality, disability, religion etc.
    • A convincing commitment and motivation to taking on this community and no recent indications to the contrary.
    • Ensured that the mandatory rules of Freegle are being implemented if they already run a community.
    • Acted in ways that could, on the balance of probability, likely bring the name of Freegle into disrepute.
  • Poll for caretaker group applications:
    • Poll on whether it is in the best interests of the community and Freegle to 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 handed over until further discussions have taken place and a new poll is run.
    • 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, possible disaffiliation or return to caretaker status of a community.
    • The community may at its sole discretion ask the Mentors for the Mentor to be replaced subject to availability.

Appeals:

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

Polls:

If a poll is required, it will be for a minimum of 4 days duration, carried by a simple majority of votes.


Links

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