Email/Website Guidelines
Why have email/website guidelines:
Enhance the privacy of personal information
Decrease unsolicited messages (i.e. with the increase in spam, members may
not have time to read individual fundraising announcements and may consider
it junk mail)
Ensure the email distribution list is current (i.e. up to date email addresses,
inclusion of new & paid members, etc.)
Ensure the information is relevant to KAAAVs mission, is clear and in a format
that is user-friendly (i.e. avoid large graphics, appropriate contact information,
clear subject line, etc.)
Encourage the usage of alternative communications (i.e. our website and general
meetings)
Regulate the workload of the KAAAV Secretary
How to send email:
All mass emails (to be sent to more than 3 members unless it is an exchange
between a working KAAAV committee) are to be circulated first to the Secretary
Secretary will then determine if the content is relevant (see guidelines below)
and will send the email to the current paid membership on the regular weekday
mail out or sooner depending on its urgency
If the email is not appropriate for mass distribution then the information may be
directed to our Webmaster and posted to our website (see website guidelines)
Secretary will inform the email requester of the outcome in a timely manner
What is considered appropriate for mass distribution?
Large-scale emailing is intended for use where the message is of common
importance to the KAAAV community and is not easily conveyed via other
methods (i.e. website, general meeting)
In general, the content must be relevant to the management of volunteers
Examples include:
o Educational and training workshops
o Employment notifications/vacancies
o Opportunities or objects that may improve our volunteer programs
(i.e. office equipment to give away, request for someone looking to
share the cost of a speaker/hotel room, etc)
o KAAAV related updates (i.e. minutes, committee updates, December
Socials, etc)
Items that may be rejected for mass emails and possibly directed to other
methods are:
o Fundraising promotion
o Invitations to organizational events
o References to political or religious events (unless directly related to
volunteerism)
o Request for volunteers (unless required for an Emergency situation
as defined by the President or their delegate)
Exceptions may include: Working Committees and the Executive who will
routinely send out emails to their own working groups but we ask that if
these groups have requests to be sent to the general membership that
they follow the guidelines listed above
Format of Email:
Include your e-mail address, phone number and organization in the message
so that recipients can easily identify the author
If a RSVP or return reply is required please clearly specify the Reply to address
Try to limit the size of your documentation as many members have limited inbox space
When responding to KAAAV email:
Recognize whether you should reply to the entire membership (i..e reply to all )
or reply to just the author of the original message. Does everyone in the group
need to read your response? (i.e. please do not Reply to All unless requested)
Website Content:
Must represent the mission and values of KAAAV
Must represent a current paid member and/or their organization
Should be relevant to your organization or to the management of volunteers
Notices suitable for the website include:
o Fundraising promotions
o Invitations to organizational events
o Requests for volunteers
o Educational and training workshops
o Employment notifications/vacancies
o Opportunities or objects that may improve our volunteer programs
(i.e. office equipment to give away, request for someone looking to
share the cost of a speaker/hotel room, etc)
Items to be excluded are:
o References to political or religious issues or sites (unless directly related
to volunteerism)
o Product or service endorsements or advertising
o Personal items for sale (i.e. house, boat, yard sale, etc.)
Other Items to consider:
If you wish to be removed from all email distribution please contact the
Secretary and inform him/her of your request
Complaints or concerns about the content of messages sent to KAAAV
or posted to the website should be directed to the Secretary. He/She will
consult the President and Vice-President to decided upon the
appropriateness of the message and take action necessary to preserve
the intent of these guidelines.
Developed 2008
Revised 2008
click here to read KAAAV's Record Keeping Guidelines
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PRIVACY & THE KAAAV WEBSITE
KAAAV collects no information about individuals who visit our website.
Photographs and/or contact information for KAAAV members displayed on the KAAAV website
are included only with the express permission of the particular members.
The KAAAV website contains links to other sites not controlled by KAAAV.
Such links to non-KAAAV websites do not constitute any endorsement by KAAAV.
In addition, KAAAV does not assume any responsibility for the privacy practices or the content of those sites.
Upon linking to another website from the KAAAV website,
you are subject to the terms and conditions of that website.
It is the responsibility of each individual to review the privacy practices of any website s/he visits.