Executive Sumary
The A' Design Award & Competition's ombudsman serves as a neutral and independent party to investigate and resolve complaints or concerns about the conduct of the competition. This included issues such as alleged potential bias probabilities in judging, alleged potential procedural inconsistencies, or any other alleged unfair practices. The A' Design Award's ombudsman aims toensure that all complaints are investigated thoroughly and impartially, and works to resolve the issue in a manner that is fair to all parties involved. The A' Design Award Ombudsman would also aim to ensure the competition adheres to its stated principles and guidelines.
Who We Are
The A’ Design Award Ombudsman is an independent office tasked with maintaining the integrity, fairness, and transparency of the esteemed A' Design Award & Competition. We ensure that all aspects of the competition, from the submission process to the judging phase, adhere to the highest standards. Our commitment extends to every phase of the competition, from submission through to final judgment to ensure the event is meritocratic, fair, prestigious and respectful.
Our Mission
Our mission is to investigate and resolve any complaints or concerns about the conduct of the A' Design Competition, including potential bias in judging, procedural inconsistencies, or any other alleged unfair practices. We have a deep commitment to protecting the rights of all participants and designers, ensuring the credibility, prestige and reknown of the A’ Design Award.
What We Can Do
As the ombudsman, we provide a safe space to discuss and hopefully resolve your concerns.
We are here to:
- Listen to your concerns.
- Verify or explain the competition policies and procedures.
- Provide guidance on how to resolve your complaint.
- Investigate reported issues.
- Recommend changes to prevent future issues.
Please note: The ombudsman operates in an advisory capacity and does not have the power to override decisions or enforce actions. However, we have the capacity to mediate with the support team and nudge them towards the right path since we have a better understanding of the competition methodology and rights of participants. In general, if support team had an oversight, the ombudsman will be able to highlight the oversight and help you with a resolution.
Our Commitment to Impartiality
The Ombudsman acts independently and is committed to treating all parties involved in a complaint with fairness and respect, without bias or prejudice.
A' Design Awards Ombudsman Procedure
The process that the ombudsman is expected to follow upon receiving your communication or complaint, which has already been made know the support but not resolved by the support is as follows:
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Acknowledgement:
Upon receiving a complaint, the A' Design Award Ombudsman may send an acknowledgement to the complainant, usually within a few business days. This is to assure the complainant that their concern has been received and will be addressed. In some cases, where a quick resolution can be found, an acknowledgement is not sent, and you would hear from our support directly with the resolution or proposed resolution.
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Assessment:
The A' Design Award ombudsman first determines if the complaint falls within their jurisdiction. The ombudsman will examine the nature of the complaint to ensure it pertains to matters they can address. If it doesn't, the ombudsman will advise the complainant on the correct entity to contact.
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Clarification:
If the complaint is unclear, the ombudsman may request further information from the complainant. This ensures that they fully understand the issue before beginning the investigation.
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Investigation Plan:
The ombudsman devises a plan for how to best approach the investigation. This could include identifying key individuals to interview, documents to review, and determining timelines for the investigation.
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Investigation:
The ombudsman then begins the investigation in earnest, which could include interviews with all parties involved, examination of relevant documents, and observation of relevant procedures or environments. You may support the ombudsman with quoting A' Design Award's policies that are designed to protect its users as noted in Methodology pages in your initial email to help with investigations and provide quick resolution.
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Evaluation:
Upon gathering all relevant information, the ombudsman evaluates the evidence to make a determination. The ombudsman look at whether the complaint is substantiated, and if so, what the underlying issues might be.
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Recommendation:
Based on their evaluation, the ombudsman then formulates recommendations and solution proposals. These could include steps for resolution, procedural changes, or remedial actions to prevent such occurrences in the future as well as future guidelines for the A' Design Award's support.
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Reporting:
The ombudsman communicates their findings and recommendations to both the complainant and the relevant officials in the A' Design Awards organization. In cases where a quick resolution is found, you may directly hear from support with the final resolution or proposals for resolution.
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Follow-up:
After a suitable period, the ombudsman may follow up with the complainant and the A' Design Awards to ensure that the recommended actions have been taken and to assess whether the resolution has been effective.
- Policy Recommendations:
The ombudsman may further take statistical analysis of repeating or prominent issues to provide higher policy change recommendations to ensure systemic issues are eliminated from the platform.
Policy Recommendations by the Ombudsman
In addition to handling individual complaints, the A’ Design Award Ombudsman also plays a crucial role in enhancing the competition's overall procedures and policies. The Ombudsman systematically reviews the complaints received, identifying any recurring or prominent issues. They perform statistical analyses to understand trends and patterns that might indicate larger, systemic problems. Based on these analyses, the Ombudsman may provide policy recommendations to the senior management of the A’ Design Award. These recommendations aim to rectify identified issues, improve the competition's processes, and prevent similar concerns from arising in the future. Through this proactive approach, the Ombudsman contributes to the continuous improvement of the A’ Design Award, ensuring fairness, transparency, and integrity in all aspects of the competition.
Ombudsman's Oversight Responsabilities and Jurisdiction
Potential issues related to A' Design Awards that the ombudsman might deal with are as noted below, these are some of the examples in which the ombudsman can help attain a solution in case the support team cannot help you:
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Conflict of Interest:
Allegations of judges having personal or professional ties with certain participants.
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Unfair Judging Process:
Concerns about bias or prejudice in the judging process.
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Lack of Transparency:
Complaints about not clearly explaining the judging criteria or process.
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Inconsistent Application of Rules:
Instances where rules or guidelines are not applied consistently across entries.
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Eligibility Disputes:
Issues related to the eligibility of a participant or their design submission.
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Intellectual Property Violations:
Complaints about designs that potentially infringe on someone else's intellectual property rights.
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Disqualification Disputes:
Protests against the disqualification of a design entry.
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Entry Mishandling:
Concerns about how an entry was handled or presented, potentially affecting its chance of success.
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Breach of Confidentiality:
Complaints about premature disclosure of results or sensitive participant information.
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Delayed Results:
Complaints about significant delays in the announcement of results.
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Disputes Over Prizes:
Issues related to the awarding or distribution of prizes.
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Technical Issues:
Complaints about problems with the submission process or platform.
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Feedback Concerns:
Issues related to the quality or appropriateness of feedback given to participants.
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Accessibility Issues:
Complaints about the competition being inaccessible to certain groups (due to language, disability, etc).
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Ethical Concerns:
Issues related to the ethical appropriateness of a design or the conduct of the participants or judges.
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Miscommunication or Misinformation:
Problems arising from unclear or incorrect information provided by the organizers.
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Cultural Insensitivity:
Issues related to cultural appropriation or insensitive content in design entries.
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Concerns about Sustainability:
Complaints about the disregard for environmentally friendly and sustainable designs.
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Entry Fees Disputes:
Concerns about the fairness or transparency of entry fees.
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Harassment or Unfair Treatment:
Reports of harassment, discrimination, or other unfair treatment within the competition context.
Contact the Ombudsman
We value open communication. If you have concerns or complaints about the A’ Design Award, please reach out to us by filling the form in this page. When contacting, please provide as much detail as possible, including your name, contact information, and a clear description of your concern or complaint. Rest assured, your complaint will be kept confidential and will be thoroughly investigated.
Important : Before Contacting the Ombudsman
Before contacting the A’ Design Award's Ombudsman, please first reach out to the A’ Design Award official support team with your concerns. The support team is equipped to handle the majority of inquiries and will make every effort to resolve your issue promptly. Please note, do not CC the Ombudsman in your initial contact with the support team. The Ombudsman should only be contacted directly after the support team has had the opportunity to address your concern and only if the resolution provided was unsatisfactory or if your complaint directly involves the support team itself. Involving the Ombudsman in initial queries can slow down the process and overburden the ombudsman's office. If your issue is not resolved to your satisfaction within 15 days, or if your complaint is directly against the support team, you may then proceed to contact the Ombudsman. However, please remember that bypassing the official support process without a valid reason may be seen as an act of bad faith. When reaching out to the Ombudsman, please provide all relevant details. This includes any prior communication with the support team, as well as your account details like your email address or profile ID. This will greatly assist the Ombudsman in conducting a comprehensive and timely investigation of your complaint.
Ombudsman Contact Procedure
Our process is designed to be straightforward and accessible:
- Submission:
Download ombudsman contact form and submit your complaint, providing detailed information about the issue.
- Acknowledgement:
We'll confirm receipt of your complaint within 3 business days, alternatively we will start the background processes and investigation within 7 days. You may contact us again in 15 days if you do not have a timely resolution.
- Investigation:
The Ombudsman will conduct a comprehensive investigation, possibly including interviews with all relevant parties, will verify A' Design Award methodology documents, rights, terms and agreements to help you with a resolution.
- Resolution:
The Ombudsman will make an informed decision based on the findings of the investigation and communicate this to support, which will relay it to all parties involved.
- Follow-Up:
If applicable, the Ombudsman may recommend procedural changes to prevent similar issues in the future.
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