Purpose: 

The purpose of this document is to establish clear and effective protocols for the use of Google Workspace for Nonprofits and Slack accounts provided by Esperanto-USA. These accounts are made available to officers, staff, committee chairs, and other individuals performing work on behalf of the organization. By setting these guidelines, Esperanto-USA aims to ensure that these digital tools are utilized in a manner that maximizes their benefits while maintaining security, efficiency, and respect for all users. The Executive Director is responsible for the creation and allocation of these accounts, ensuring they are used strictly for organizational purposes to support the mission and operations of Esperanto-USA.

Requirements: 

To ensure that everyone can fully benefit from these resources, all users are required to adhere to the following guidelines for appropriate account use:

• Accounts must be used exclusively for Esperanto-USA purposes and not for personal or commercial activities.
• Accounts must be kept secure, with passwords kept confidential, unique, and not shared.
• Users must respect the privacy of others and comply with the Social Media Code of Conduct.
• Account holders are prohibited from using Google for Nonprofits or Slack accounts to engage in any illegal or unethical activities.

Accounts will be reviewed at least annually and may be deactivated if it is determined that Esperanto-USA has no need for them. Esperanto-USA reserves the right to review any content created, stored, or used on these services. If you have any questions about these guidelines, please contact the Executive Director at eusa@esperanto-usa.org.

Scope: 

These accounts provide access to a variety of tools and services which can help members of a nonprofit to be more effective in their work. Specifically, Esperanto-USA has access to the following services:

• Slack: A messaging and collaboration platform that allows teams to communicate in real-time through channels, direct messages, and group chats. It also supports voice and video calls, enhancing remote communication and teamwork.
• Gmail: An email service with large storage capacity and integration with other Google services.
• Google Drive: A cloud storage service that allows users to store, access, and share files, including documents, photos, and videos.
• Google Docs: A word processing application for creating and editing documents collaboratively in real-time, similar to Microsoft Word.
• Google Sheets: A spreadsheet application for creating and editing spreadsheets, similar to Microsoft Excel.
• Google Slides: A presentation application for creating and editing slideshows, similar to Microsoft PowerPoint.
• Google Forms: A tool for creating online forms and surveys, with automated response collection and analysis.
• Google Calendar: A calendar tool for scheduling and managing events, meetings, and appointments.
• Google Meet: A video conferencing and online meeting platform for virtual meetings, webinars, and screen sharing.
• Google Chat: A messaging and collaboration platform for team communication and real-time chat.
• Google Contacts: A contact management tool to store and organize contact information.
• Google Sites: A website builder to create simple websites and intranet sites, without coding.
• Google Keep: A note-taking app for creating, organizing, and sharing notes, lists, and reminders.
• Google Jamboard: A virtual whiteboard for visual collaboration and brainstorming.
• Google Vault: An archiving and eDiscovery tool for retaining and searching email and chat messages.

The post Policy for Appropriate Account Use appeared first on Esperanto-USA.

Purpose:

Esperanto-USA values constructive dialogue where all are able to discuss themes related to the international language Esperanto. This code of conduct is established in order to maintain a respectful and safe environment on Esperanto-USA’s social media platforms, ensuring that all members can engage in constructive and respectful discussions. 

Scope:

This policy applies to all members of the organization and visitors to our social media platforms, including but not limited to email, Facebook, Twitter, Instagram, Slack, Telegram, and others.

Definitions:

• Harassment: Includes but is not limited to inflammatory comments, threats, hate speech, spam, intimidation, ridicule, insults, and unreasonable demands. 
• Blocking: Restricting an individual from interacting with the organization’s social media platform(s).
• Spam: Irrelevant and/or duplicated content, such that discussion is disrupted.

Policy:

1. Code of Conduct:
   1. All members are expected to engage respectfully, refraining from making inflammatory or derogatory comments.
   2. Harassment in any form is strictly prohibited.
2. Reporting:
   1. Members and visitors can report harassing behavior to the Board of Esperanto-USA or their delegate.
   2. Reports must include specific examples and, if possible, screenshots of the offending behavior.
3. Assessment and Warnings:
   1. The Board’s delegate will promptly review reported incidents in conjunction with the account manager.
   2. If the behavior is deemed to be harassing, the account manager will issue a formal warning to the individual, explaining the nature of the violation and requesting immediate cessation of the behavior. When appropriate, the offending post or message may be deleted.
4. Blocking Criteria:
   1. If an individual continues harassing behavior after a warning, they may be blocked from the organization’s social media platform(s).
   2. In severe cases, such as threats of violence, hate speech, immediate blocking without prior warning may be warranted at the discretion of the Board of Esperanto-USA or their delegate.
5. Communication of Action:
   1. The individual will be informed of the action taken, detailing the reasons for the decision and any steps they can take to appeal the decision.
6. Review and Adjustment:
   1. This policy will be reviewed at least yearly by the Board of Esperanto-USA and adjusted as necessary to ensure it remains effective and fair.

Procedures:

1. Documenting Incidents: The organization must keep detailed records of all reports, warnings, and actions taken, including dates, descriptions, and screenshots.
2. Awareness: The organization must ensure that all account managers are aware of this policy and understand the importance of fairness and confidentiality. 
3. Transparency: The organization must publish the policy on the organization’s relevant platforms to ensure members are aware of expectations and procedures.

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