|
Administrative Policy
Website and Email Listings
Summary
The internet provides members with opportunities to promote their services and communicate rapidly with the Association. Participation in the Association-s internet programs is voluntary, through the members' own request when they submit information and possibly payments, and by the Association's policy that every guide member automatically opts-in to have at least their name, address and license categories listed on the website as a basic part of their membership. Members may choose to have additional information listed, or may also choose not to be listed at all.
All guide members are listed on the website when they join, showing their name, business name, guide license categories, address, phone number and email address (if provided by the member) so potential customers may contact the member. Guide members may also submit a 25 word description of their services, and may have their website address shown as a clickable link.
The Association's use of emails is limited to communicating news, events and information with officers, directors, members, partner organizations, and non-member volunteers. Lists of email addresses are 100% opt-in. All email addresses are voluntarily provided by these individuals so that they may receive these communications. Anyone not wanting to receive emails from the Association may send a letter, email or phone call to the Association requesting removal from these mailings.
Website Listings
1. Member Listings
- Basic Member Listing - All guide members will be listed in the online database. The basic listing shows their name, business name, guide license categories, address, phone number and email address (if provided by the member). Associate, Corporate and non-licensed members are not listed.
- Service Description - Guide members may submit a 25 word description of their services. Descriptions over 25 words may simply be cut short, or the request may be returned to the member for revisions. This helps maintain fairness and uniformity, and limits the web pages size so visitors can easily retrieve the page and search engines can index the entire content.
- Website Link - Guide members may also have their own personal website address shown in a clickable link format (Update - This benefit was included in the basic membership dues when the Board voted in 2006 to increase dues to $100.00).
- Adding Members - Guide members are added to the listings as they join by filling out an application form and paying the membership dues. Service descriptions and website links are added when the member submits the information and payment when necessary.
- Removing Members - Members are removed on written request or when their membership expires.
- Corrections and Modifying Listings - Members may submit corrections such as address changes, license changes, and service description changes as needed. Listings will be updated periodically, typically once a month. Dead email addresses and links will be removed as soon as practical.
2. Special Page Listings
Special pages have been created in order to promote the Association and its members on the internet. In addition to being able to search for guides by Name, Town, Business Name, activity and license category, individual pages are provides for specific activities based on searches for terms contained in the member�s description of services. Whether or not a member's listing appears on a particular page depends totally on what the member has included in their own description, as limited to 25 words. Therefore, the Association can and will not place or remove a member on any of these certain pages, except by the site's search function.
Email
The Association's purpose for using email is to communicate news, events and information with the officers, directors, members, partner organizations, and non-member volunteers of the Association. Email address lists are created for these purposes. All email addresses are voluntarily provided by these individuals (opt-in) so that they may receive these communications. Lists are not shared with or sold to other organizations.
1. Distribution Lists
- Administrative - Officers, Directors and any staff or parties involved an administrative activity.
- Membership - All members (may include non-guide members) who have provided their email addresses so that they may receive notices of meetings and events, news and timely information not possible with the Association�s printed newsletter.
- Partners - Various other organizations that coordinate with the Association on events, news, public education programs and legislation. These organizations request participation by voluntarily providing their email address and contact persons.
- Non-Member Volunteers - From time to time there are various projects that involve non-members, such as fundraising, legislation, events, etc. These persons provide their email addresses to the Association so that they can keep involved and coordinated on these projects. These lists are used only as long as the original project is active.
2. Adding Names (Opting-In)
- Names and addresses are added to the appropriate lists as the individuals voluntarily provide their information.
3. Removing Names (Opting-Out)
- Individuals who want to be omitted from mailings may send a written request to the Association by email or US mail.
- Members will also be omitted when their membership period or renewal grace period ends, and whenever addresses produce permanent delivery errors.
4. Addressing Email Messages
- Small mailings for administrative and coordination purposes where all recipients are known to one another, or where it is important for each person to know who else will receive the information, may use the "TO" address field.
- Large mailings to the general membership or to non-member volunteers shall place the addresses in the "BCC" address field in order to maintain individual privacy.
Complaints
All written complaints must be directed to the Association via email or US mail. Requests for corrections, additions and omissions on an individual member's listing will be honored. Complaints from one member about another member will be reviewed.
|
