Proposal-20130731-NS-02

Council Member Name: Christopher McCoy

Council Position—Proposal Number: 201307-NS-02

Meeting Date for Proposal: July 31, 2013

Objective this proposal falls under: Responsive Policy and Process Review 10.0

What costs are associated with this proposal? (if none state "none"): None

Additional Pertinent Information: (if none state "none"):None

NEW POLICY

COMMUNICATION POLICY This statement of policy is to be used as guidance in establishing and maintaining communication procedures through the National Office. In addition to the policies stated in this document, all other documents published by the National Council shall be considered the policy of the Council, and may only be altered by the National Council or another governing body, which is authorized by the Council to do so. These other documents include but are not limited to the “NOP,” and the “Human Resources (Employee) Handbook.”

RESPONSIBILITIES The National Staff shall be responsible for overseeing the distribution of all official communications. 'Official communications' shall include but is not limited to nationally distributed emails, publications, mailings, national website content and online social networking accounts.

The National Council shall be responsible for providing messaging direction for official communication. The Executive Director shall be involved in any messaging discussions.

National Council members may be invited to use any official accounts for individual officer communication purposes.

EMERGENCY COMMUNICATIONS The following guidelines shall be used for communicating emergency related messages: • Fraternal National Events: In the event of an emergency during a National Event, any communication shall adhere to the policies outlined in the National Risk Management Policy. • Fraternal Crisis Management: In the event of an emergency outside of a National Event, any communication shall adhere to the policies outline in the Crisis Management Plan. • Non-Fraternal Emergencies or Requests for Involvement: Due to the potential subjective nature of deciding which non-fraternal events are suitable for the Fraternity's involvement it is recommended that Phi Sigma Pi use extreme discretion when deciding if and/or when official communication sources are used to promote aide or action. In most situations there will be local, national or international organizations who are better qualified to react to these types of situations. Phi Sigma Pi shall not try to duplicate the work of these of organizations.

ELECTRONIC MEDIA COMMUNICATION National Council may engage in discussion by various means, including, but not limited to: e-mail, e-mail listservs, forums, blogs, and social networking utilities ("channels"). When addressing a Member's inquiry related to the operation of the National Fraternity, National Officers shall clarify, via an explicit statement, that their response contains the personal opinion of the National Officer, and does not necessarily reflect the views of the National Council as a whole. Communication sent on behalf of the entire National Council shall be reviewed and approved by all National Council members. The National President is the official representative of the National Council, and may review the content of any official communication sent on behalf of the National Council to ensure consistent messaging and coordination with any communication undertaken by the National Staff.

ACCOUNT OWNERSHIPS The National Staff shall be responsible for overseeing the procurement of official accounts on online networks where possible and relevant. Good faith efforts should be made to have any existing accounts that appear to be official in name, fully transferred over to the National Office for administering and communication.

Phi Sigma Pi Staff shall not sell or release contact information to any non Phi Sigma Pi entities without approval of the National Council. This shall include email, direct mail and online networks. This shall not apply to the sharing of member contact information between the National Office and Chapters or Associations.

Account Management The National Staff shall be responsible for managing any channels. National Staff may establish their own policies for this management and usage of these channels. National Staff shall be tasked with moderating these channels, as outlined in their policies, which may include content and membership review.

National Council Members may utilize these official channels with the permission of the National Council. National Council Members shall not overstep the role of the National Staff outlined in this document, which shall include moderation of members, moderation of content, or communicating in any way that interferes with the National Staff’s work with Members and Chapters. National Council Members shall allow the National Staff to address all questions that fall within the purview of the National Staff’s responsibilities. If there is uncertainty National Council Members should yield to the National Staff.

DELINQUENCY AND DISCIPLINARY COMMUNICATIONS Any communications regarding delinquencies or disciplinary action shall adhere to policies outlined in the Chapter Violations Sanctions section of this document and the National Constitution.

National Policy Documents Changes to any National policy documents shall be uploaded to the Phi Sigma Pi website within 5 business days of approval or amending, when possible. National Staff shall be responsible for uploading or revising approved or amended documents to the national website and wiki (wiki.phisigmapi.org). Once documents have been uploaded, the National President and National Secretary shall be notified. The National Secretary will be responsible for confirming the accuracy of the document within 3 business days, when possible. Once documents have been uploaded and accuracy confirmed by the National Secretary, National Staff shall notify Chapter Presidents within 5 business days.

All documents created by National Council members for the purpose of official business shall be owned by Phi Sigma Pi. Any web based documents (eg Google Drive) shall reside in file structures managed by the National Office organization. Access and ownership rights to these documents shall at least be managed by a National Staff account member ,though National Council members may be granted access as needed. Outgoing National Council members should have all access to internal documents transitioned to either National Staff and/or National Council within 30 days of vacating their respective office.

STORAGE AND AUTHORITY OF DOCUMENTS Governing documents shall be stored and available with the Toolbox and Wiki. Investigation documents and materials shall be kept and archived for a minimum of 5 years. Additional documents should be kept and archived for a minimum 4 years. In regards to National Council members, it shall be the responsibility of the National Council member to transition all documents at the end of his/her term to National Staff or succeeding officer.

DOCUMENT AUDIT The National Secretary will be responsible for performing an annual audit of all governing documents posted online to ensure accuracy.