Guidelines for acceptable use of Club email

The purpose of the Members’ e mail Group is to notify members of:

• Last minute changes to event details.
• Last minute events (please check for other event clashes first).
• Advanced notices of events (where the next bulletin will be too late).
• Places available at an event, where failure to fill them will result in the host being out of pocket.
• Any other important news regarding an event.
• Related news items from the committee.

The following are not acceptable (common sense should be used):

• Sale of goods or services, or promotion of a business.
• Jokes, junk mail, or other general messages not concerning events or the Club.
• Virus warnings.
• E-mails containing racist, sexist, abusive, personal criticism or other inappropriate language (e.g. swear words).
• Change of address or contact details (please send these to the membership Secretary only – membership@southamptonivc.org.uk).
• Events for the next bulletin (please contact aeevents@southamptonivc.org.uk ).
• Messages only for a select group of people (e.g. details for people booked on a meal, or requesting directions from the host of a particular event), unless unavoidable.

General Guidelines for messages:

• Consideration should be given to the fact that many members receive Group messages to their work e-mail address. Therefore choice of language and content should be carefully considered.
• Messages should ideally be short and to the point, with the subject line of the e-mail containing the name and date of the event. This will ensure that subscribers can quickly determine if the message is relevant to them.
• Attachments to e-mails should also be avoided where possible - some people will be receiving their e-mail by a slow modem connection.
• Event photos should be submitted through the Activity Exchange from the Southampton IVC Website. Maps are better sent to those attending the event, or a link to a website such as multimap.com or streetmap.co.uk should be used.
• Reminders of events should not be regularly sent, unless by not doing so the event would be in danger of ‘failing’ or being significantly under attended, or there is a genuine reason to promote the event.
• Be mindful of member security and when copying in others use the BCC option to with hold e mail addresses from general circulation.
• Where organizing a discrete event, it might be advantageous to set up a mail user group solely for that event. That way, only members who have a direct interest will receive e mails.

Administration

• The Southampton IVC Web Site Coordinator is responsible for the Group's administration. Any help required or queries should be directed to webmaster@southamptonivc.org.uk. The Administrator will administer the group, under the direction of the SIVC Committee.

Email moderation

• Should anyone send one or more messages that breach these guidelines, then the committee will review the situation, and the sender of such emails may be subject to disciplinary action decided upon by the committee, which could result in the member having their membership of southampton ivc suspended.

Agreement

• By subscribing to Southampton IVC's email user group you accept agreement of these guidelines. If you don’t agree with the guidelines, or wish to stop receiving emails from southampton IVC, then please unsubscribe by sending an e-mail to: webmaster@southamptonivc.org.uk