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.
• 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 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).

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. Ensure that “IVC” appears in the title box before the message.
• 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 - 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.
• Often the main concern of potential subscribers to the Club mail user group is of their inboxes being filled with hundreds of e-mails each week. Keeping the group focused only for important and relevant messages will encourage more to join, and for the messages to actually be read.
• 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 moderate the Group content, under the direction of the SIVC Committee.

Email moderation

• Should a potential message not be suitable, the moderators will work with the to produce a suitably modified email - however the moderators decision is final. Anyone with moderated status will remain moderated for a period of three months, after which the committee will review the situation. The committee will either continue moderation for a further three months, remove the moderated status, or for persistent offenders, ban the individual from sending and receiving e mails entirely!

Agreement

• By accepting membership of the Southampton IVC mail user group you accept agreement of these guidelines. If you don’t agree with the guidelines please unsubscribe by sending an e-mail to: webmaster@southamptonivc.org.uk