SAPAR Code of Practice for the use of the Group’s Members Email Facility

The purpose of the Code of Practice is to:

  • ensure all members are aware of the Groupsemail facility
  • communicate relevant information
  • use it appropriately for its intended purpose
  • prevent the facility being abused/misused
  • prevent any potential liability in respect of Data Protection
  1. While not wanting to ‘lay down the law’, it is important for all members to follow this Code of Practice to ensure theemail facility works effectively and efficiently. The use of this email facility will send emails to members of the group and therefore misuse could and has resulted in some members requesting to be removed from the system. Only use the email for SAPAR related business.
  2. Do not use theSAPARemail facilityfor promoting outside businesses or other interests. There are other mediums which can be considered for non SAPAR business such as the SAPAR website and Facebook page which are managed and controlled for appropriateness.
  3. Only send emails when the content is useful to the recipient.
  4. Do not use the email facilityfor banter between individuals.
  5. Only use the "reply all" button when compiling results requiring collective input and only if you have something to add. Recipients can get quite annoyed to open an email that says only "Me too!"
  6. Use the 'Subject' heading to indicate the content and purpose of the email.
  7. Do not use email as an excuse to avoid personal contact. There is value in voice-to-voice and face-to-face communication.
  8. Do not send chain letters, virus warnings, or junk mail.

Remember:

  • Email is as ‘confidential’ as a postcard sent through Royal Mail! Please remember this when creating an email and before sending it. Don’t put anything in an email that you wouldn’t put on a postcard.
  • Email has no emotion. Remember that your tone can't be heard in an email.
  • To contact committee members you can use the 'Contacts Form' on the website. This ensures that the message is directed to the relevant person.
  • Whilst it is still possible to send to all members from a received email we ask that you comply with the spirit of what we are trying to achieve. That is to stop the flow of emails to all members with content that does not apply to all members.

SAPAR Code of Practice for using the SAPAR email system approved 16/07/2014 - amended 26/08/16