Key List Policies
From SI Exco News
Keylist keeps track for each country of the following informations:
Keylist is composed by the following connected entities:
- Countries (Including a general country named SI: Servas International)
- Key Persons
- Indicators (structured data about countries)
- Hostlist storage
Link between persons and countries are given by
- Offices (i.e. NS, Deputy, Keylist helper)
- Permissions (a list of possibilities of each persons in the keylist and website)
Each new person needs to be "activated" following the procedure:
- An already established keyperson inform keylist group of the new people and offices via email or other.
- Activation Group creates a new user, connecting with an office to the country and giving needing permissions
- Activation Group send an email to country and the new person must then complete all the missing data.
- Keylist has an initial section dedicated to an "International Country" listing all the SI officers.
- elected persons in the GA
- elected persons in areas (like some AC's)
- appointed persons by EXCO in important helping roles
Decision on who is in the SI structure is decided by exco following recommendations and constraint possibly voted in GA.
- A list of the keypeople in that country.
- National Secretary
- Peace Secretary
- Possible other key-persons
For each of these we must know
- Full names and addresses
- Phone numbers + emails + other contacts
Whenever a country changes its references it is a duty of THE country to keep informed:
- the exco,
- the keylist group,
- area coordinators
of the changes, providing full information on new references. Whenever a keyperson has direct access to the website thru a login/password, they MUST be responsible of keeping their data up to date. While the offices, the permissions, and the firstname.lastname@example.org connection is handled directly by the keylist group (or the Activation group if present).
- A list of emails connected to email@example.com
- Date of last hostlists produced
- Number of hosts
- Treasurer status (# of stamps received)
- Other statistics
- Language spoken
- Indication if country IS member or not
- annotations on host list reliability
- any annotations on communication difficulties
These information will be in the future structured per year allowing collection of specific data helping and easing the task of the Treasurer, Hostlist Coordinator, Secretary in handling country data.
These information should be set up by the countries themselves either directly (I'm studying a way so that each keylist people of a specific country can modify data of their country) or sending
New additions (planned in the close future)
- Authorized key persons in each country can modify easily most of the data of their country without relying on emails, or pushing to area coordinators or keylist or exco.
- Year reports
- HLRF (requested + provided information) x year
- Stamps (requested + provided) x year
- Various Statistics on travelling
- Pollings on various matters
- A mailing list tool for enabling an effective outreach and tracking of mass mailing communications
READING PERMISSIONS AND KEYLIST POLICIES
Keylist has a great value in providing people with contacts data like:
- phone numbers,
These data Keylist is currently disclosed via internet to all people listed in it and having a related activation.
Only them have read access to its content. Each person having read access to the keylist MUST sign an oath of office. Click that link to download the proper one and send via snail mail to exco, as instructed in the document.
Allowed usage of the keylist
Information in the keylist is reserved and particularly important, it can be shared with people not in the list only for esplicit Servas related tasks, such as:
- Countries with no host list produced or with not fully reliable data
- Contacts among countries and officers for Servas related activities
These kind of keylist usage are more on the one-to-one or one-group pattern. When you are sending an email to ALL people of the keylist you might actually be very prudent, since this might be considered spamming.
Inacceptable Usage of the keylist data
Keylist must not be used for spamming (spamming=overwhelm recipients with unwanted and unrelated messages), it is quite difficult to set up clear criteria for expressing this, but anyway you should avoid doing the following:
- Mass email contact should be used very cautiously (prefer publishing messages on www.servas.org, make it published on siexco or post on the forum area)
- In case "mass mailing" is still needed, messages should be "drafted" and accepted by originating country or committee. Don't make any "personal" mass mailing. Issues can be better discussed in forum, or via organized publications area.
- Email should be clearly signed and should not be inflamatory (concept of inflamatory is quite difficult, however the presence of insults, or non cooperative and hostile attitudes are quite surely easy to spot),
WHO CAN CHANGE DATA IN THE KEYLIST
Exco and Hostlist Coordinator
By Statutes the keylist information is responsibility of the Secretary. Exco did in the past assign this task to the hostlist coordinator (Laura Ragucci in last exco, and Claudio Pacchiega in the new one),
Task of keeping the keylist uptodate is quite difficult, due to the difficulties in contacting each countries and the world differences and distances (Time Zones create for example some very difficult frame of operation that might make quite impossible to be in touch in different zones). Claudio decided then to modify old policies of changing keylist (only 1 person in all the world), and proposing the following structuration:
- A Team: the keylist group (firstname.lastname@example.org) had been established, currently members are the HLC, Uwe Federer, Laura Ragucci, Omer Ozkan
- Area Coordinators, Caretakers, and helpers. For their related area. Either officially elected or appointed by the exco (according to current statutes).
- Caretakers are officers that following the statutes have finished their service term, but since we haven't find any replacement they accept to guarantee that ordinary tasks are fullfilled.
- Area coordination is important to share the workload to different people who share timezone, and as much as it can be possible, the culture, being coordinated by exco.
Area coordinators should be able to Activate key persons, assigning permissions, and edit key persons data whenever local key people cannot do by theiselves.
(SELF CHANGE: Local Countries and keypersons) Planned
Each keyperson should be responsible for their data on the keylist. Each person can change their contact data on the keylist so this should be primarily done by them.
Each country also should notify changes, errors or inconsistencies to keylist team.
I'm trying to setup a way by which each country will be allowed to change data on their country profile.