LOPSA Policies/lopsa.org email addresses

lopsa.org email addresses

Policy approved by the Board on 27 October 2008.

Purpose

LOPSA staff and certain volunteers shall be provided with email addresses in the lopsa.org domain name, in order to promote LOPSA's visibility and ensure consistent communication and branding to members, partners, and the community.

Board of Directors

All Board members shall be assigned an address in the lopsa.org domain before their first term commences. As long as an individual who has served on the Board maintains their LOPSA membership in good standing, they may continue use of the lopsa.org address.

After a Board member's service ends, their lopsa.org address will be a mail alias only, not a mailbox on a LOPSA server.

Volunteers

Volunteers may be given email mailboxes or aliases in the lopsa.org domain named for the particular role they currently fill. For example: tsc-chair@lopsa.org, volunteercoord@lopsa.org, or specialeventsignups@lopsa.org.

No volunteer shall continue use of an address beyond their time of duty for the role that is assigned that lopsa.org email address.

These are considered temporary addresses and are assigned as needed to carry out LOPSA business.

Volunteers with these duties should make every effort to use this address for all communications related to their duties, rather than a personal address.

Staff

Staff positions, such as the Executive Director or Marketing Coordinator, shall have email aliases in the lopsa.org domain assigned for their role. Staff shall also have lopsa.org addresses assigned to their name, and should make every effort to use this address for official LOPSA communications rather than a personal address.

No staff member shall continue use of a lopsa.org email address beyond their time of duty for the role that is assigned a lopsa.org email address.

These are considered temporary addresses and are assigned as needed to carry out LOPSA business.

Staff-level volunteers

Staff-level volunteers, such as the Art Director and the Volunteer Coordinator, shall, like staff, be given both a role alias (e.g., volunteercoord@lopsa.org), and an address assigned to their name.

Like other volunteer addresses, the role alias shall be removed or redirected once the volunteer's activity in that role has ceased.

Like Board members, a staff-level volunteer shall retain the address assigned to their name as an alias for as long as they remain a member in good standing.

Honorary addresses

The Board of Directors may by motion assign a lopsa.org domain email address as an honorary status, such as a previous volunteer or staff member that LOPSA wants to recognize in a special manner.

Honorary email addresses should be a rare and well considered gift of recognition.

Each honorary email address on the lopsa.org domain shall be limited to use by current LOPSA members in good standing, unless otherwise specified in the Board motion that assigns the address.

These are considered permanent addresses, within the confines as noted above.

The Board of Directors has the power by motion of the Board to revoke any previously assigned permanent email address using the lopsa.org domain.

Use of lopsa.org addresses

Any and all use of an email address on the lopsa.org domain implies usage consistent with the spirit, and adhering to the letter, of the Code of Ethics.

In order to increase LOPSA's visibility in the community, current and former volunteers with a lopsa.org address assigned to their name are encouraged to use this address not just for LOPSA business but for any use consistent with the Code of Ethics and that does not bring the organization into ill repute. Users of these lopsa.org addresses shall make clear that they are not representing LOPSA in such communications.