Stakeholder Scheme Mediation Map
Step-by-step process guide
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The Stakeholder Scheme Mediation Map illustrates the process for mediation, from the point at
which Second Sight submit the first draft of the report, to cases being closed. The map outlines
which steps the different stakeholders are responsible for.
This document:
Outlines each step of the mediation map, broken down into the party responsible, a
description of the step and timescale as appropriate
¢ Defines the terminology used throughout
Mediation Steps
Party
Step
Description
Timescale
Second Sight
Submit report &
recommendation
SS send their report to
the Applicant / Advisor
and to the Post Office
(via Huddle)
Applicant / Advisor
and PO
Review report
The Applicant / Advisor
and the Post Office
(Panel) review the draft
SS report and write and
submit (to SS) a reply
statement if
appropriate; SS only
alter the draft report to
amend factual errors.
The replies are added to
the report as
appendices.
Days 0-10
Working Group
Review report
Five day standstill across
all parties — Working
Group review report
Days 10-15
SS / Post Office /
Working Group
Recommendation /
Agree / Don’t agree
If SS and PO agree on
the mediation decision
of a case (whether it
should go to mediation
or not) then the Working
Group automatically
approves that decision;
is SS and PO do not
agree, then a mediation
decision is made at a
TBC — are the WG going
to have exceptional
meetings to decide on
cases, or will they stack
them up for their
regular monthly
meetings?
Jessica Barker
Stakeholder Scheme Mediation Map
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face-to-face meeting
Working Group
Case approved for
mediation: No
If the WG agrees that a
case is not suitable for
mediation, they
communicate that
decision and the reasons
for it to the Applicant
and the case is closed
Working Group
Case approved for
mediation: yes
WG contact CEDR to
notify that a case is
going to mediation.
When WG notify CEDR
that case is going to
mediation, they will
send a draft proforma
doc for each case going
to mediation, to include
high-level details of
case: whether it is an
LIP, whether the case
has been quantified and
contact details of all
parties.
Post Office Case approved for Post Office send ‘funding
mediation: yes update letter’ to
Applicant / Advisor
CEDR Request availability For three weeks hence
from parties
CEDR CEDR nominates a Parties have 48 hours to
mediator object if they are
unhappy with the
choice
Mediator Arranges logistics Venues are likely to be
(date and room) Bond Dickinson offices
(CEDR and BD are liaising
on this) — each venue
will have 3 mediation
rooms, soundproofing,
parties not in one
another’s line of sight
and out-of-hours
opening and catering
Mediator Communicates
logistics
CEDR Distribute mediation e Full report No less than 2 weeks in
Papers
¢ Model Mediation
Procedure (CEDR
doc, tailored for this
scheme)
e WG letter (outlining
‘rules’ of mediation)
advance of mediation
Jessica Barker
Stakeholder Scheme Mediation Map
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3
PO and Applicant/ I Mediation statement I PO and Applicant / No less than 3 days
Advisor and Advisor submit a before mediation
Mediator mediation position
(optional) statement to the
mediator (optional; can
be shared confidentially
only with the mediator
or with all parties)
Mediator and Pre-mediation calls No less than 3 days
Applicant / Advisor; before mediation
Mediator and PO
Mediation Session
Mediator and PO Reach agreement: Yes I If the parties reach
and Applicant / agreement at mediation,
Advisor the scheme case is
closed and the Working
Group are informed
Mediator and PO Reach agreement: No_ I If the parties do not
and Applicant / Agree next steps: Yes I reach agreement at
Advisor mediation, the mediator
may feel that an
agreement can still be
reached beyond the day.
In this case, if both
parties are happy,
discussion will remain
open and an agreement
will be sought. The WG
will be informed and the
case will be closed when
an agreement has been
reached or when it is
accepted that an
agreement will not be
reached.
Jessica Barker
Stakeholder Scheme Mediation Map
POL-BSFF-0000391_0002
Mediation Terminology
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Full report
The full report is distributed by CEDR to all parties no later
than 2 weeks in advance of mediation.
It includes:
© The Second Sight case report.
© The Second Sight generic report
© The Post Office case report
Replies (from Applicant and / or Post Office, gathered
at the draft stage)
e Factfile
CEDR Model Mediation Procedure
Produced by CEDR, this document includes information on:
The principles of mediation
The process for choosing the mediator
Preparation for mediation
Documentation
* The mediation session
© Confidentiality
Conclusion of the mediation
CEDR are tailoring their generic Model Mediation Procedure to
support this scheme.
WG letter (distributed with the full
report and the Model Mediation
Procedure)
This letter sets out logistics and rules
Mediation Statement
The Mediation Statement can be produced by both the
Applicant / Advisor and the Post Office, and can be used as the
summary / headline document to prioritise the most important
issues. This is optional and can be shared confidentially only
with the mediator or with all parties.
Jessica Barker
Stakeholder Scheme Mediation Map
POL-BSFF-0000391_0003