While the EUDEC Guidance Document is the primary document on which EUDEC is based, sometimes policies are needed to help the day to day running of EUDEC run smoothly.
EUDEC Workgroup Policy (25/10/15)
A workgroup is defined as a group of people who work on any cause which supports the aims of EUDEC as stated in the guidance document, which may include working towards a specific goal, resolving a particular issue or creating a document or policies etc.
Creating a EUDEC-Workgroup
For a EUDEC Workgroup to be created the following steps must be followed.
Step 1. Council Registration
All workgroups must be registered by the council. Registrations means brought to the attention of the Council at the nearest Skype Meeting and minuted.
Step 2. Communication with Membership
The wider membership must be notified of the Workgroups creation through a Bulletin or Newsletter. A council member will be assigned to help facilitate communication with the wider membership.
Alternatively, Council may recognise a singular or ongoing project as an official Workgroup.
Requirements and Responsibilities of EUDEC-Workgroups
EUDEC-Workgroups must follow the EUDEC Guidance Document, particularly (Article 3:50 Workgroups).
EUDEC Workgroups should aim to be as inclusive as possible (see Guidance Document: Article 2:15 Non-Discrimination).
Each recognised Workgroup elects a chairperson from its midst who is responsible for communication with Council and Assembly (see Guidance Document: Article 3:50.a30).
EUDEC Workgroups must be primarily based on the EUDEC Mailing list system.
All workgroups must be listed on the Workgroups page of the EUDEC website.
It is required that the wider membership be informed of the establishment of the Workgroup through a bulletin and/or the next EUDEC Newsletter. This bulletin or newsletter will include the purpose of the WorkGroup and also instruction on how members can join it's mailing list.
On a case-by-case basis Council may ordain a particular Workgroup to publicly, legally or politically represent EUDEC generally or within the scope of a particular project. This authority may be revoked by Council resolution without notice at any time. The decision to delegate or revoke this authority must be explained, subject to disclosure as per Article 2:30 (Guidance Document: Article 3:50.a40).
Recognised Workgroups are registered by Council in the records of the Community. Council may dissolve a Workgroup when appropriate, their reasoning subject to disclosure as per 2:30 (Guidance Document: Article 3:50.a20).
EUDEC Social Media Policy (2015-11-04)
1. Definition of Social Media
This policy is valid for all platforms which enable communication (exchange of information). It is thus applicable to websites like facebook, google drive, twitter etc, but just as much for other online tools and offline communication.
2. Aims of this policy
Whenever our organisation is mentioned, this contributes to the image we represent to other members and non-members. This policy aims to ensure that communication about or through EUDEC is representative of the opinions, aims and the conduct our organisation stands for, our corporate identity. It is also to ensure that our members’ personal dignity and privacy is safeguarded.
3. Aims of the use of social media
EUDEC uses social media to exchange information, enable collaboration, involve existing members and attract new ones, draw attention to our organisation and what it stands for and represent it to both members and non-members. The aim is to be an organisation that is accessible and open to everybody who is interested in our cause and represent our community’s identity.
4. Which Platforms/Media to use
On September 2nd, 2015, the council decided that they cannot be directly responsible for which platforms members use. However, they agreed to support members’ efforts to access content that has been published through channels they do not wish to use, e.g. through helping to find another member who agrees to forwarding the information, making important information available on the wiki and making all existing initiatives and workgroups transparent by listing them on the EUDEC-Website. Workgroups can take place on any platform but have to be primarily based on a EUDEC mailing list. For more detailed information on Workgroups, please check EUDEC’s workgroup policy. (http://www.eudec.org/policies)
It is up to the council which groups or accounts are created in the name of EUDEC.
Official EUDEC Facebook groups have to have at least one council member as an administrator. The group has to be created by the responsible council member.
5. The EUDEC Name and Logo
Only EUDEC members can use the name and logo. Whoever wants to use the EUDEC name or Logo needs approval by the council before they go public. Communication in the name of EUDEC also needs to be thus approved. If a quick reaction is needed (e.g. an answer to an e-mail that cannot wait until the next council meeting) it has to be stated clearly that the answer comes from an individual member, council member, or if it is speaking for the organisation as a whole.
Using the name or logo here means using it to create identity, e.g. for a facebook-group or an advertisement/marketing campaign, or for claiming that the content you use it for represents EUDEC, e.g. by printing it on a document, including it in an e-mail, a (school)website or a facebook-post etc.
6. Referring to EUDEC
Whenever content created by EUDEC is shared or otherwise forwarded, the origin of the information has to be clearly visible, and any changes that have been made to the original content have to be pointed out.
7. Sharing Photos and Videos
Anybody organising a EUDEC Event has to provide a release form for any media-material recorded at the conference that everybody attending the event has to sign or have signed by their parents or guardians previously. A release form that has been approved by the council can be found in the conference handbook and is also available on request. EUDEC does not take responsibility for private media content recorded at the event.
Everything published in the name of or in connection with our organisation should be in adherence with the Guidance Document.
9. Representing EUDEC
Any official representation of EUDEC has to be approved by council. EUDEC’s position can only be stated on subjects that are treated within official EUDEC documents.
10. “Members only” information
Information that is “Members only” on the wiki or is distributed through the extended council or council only mailing list should not be made available for other groups through different channels. If you are not sure, please check with the council before publishing.
11. What happens in case of breaches of this policy?
Social Media content that has not been created in accordance to this policy must be deleted instantly.
This policy is available in the Policy Section of the Wiki.
13. Individual Responsibility
It is the individual’s responsibility to inform themselves of the contents of the Social Media Policy to ensure that their actions are in accordance with it.
14. Revision and Updating of the Social Media Policy
The Social Media Policy can be adapted and changed at any point by the council.