eGroup Policy

IAAP Web Community and eGroup Policy


The IAAP Web Community offers a variety of eGroup (or discussion) groups and media libraries (collectively known as “Communities”), which allow IAAP members to communicate with each other via IAAP’s private social network (located at http://community.iaap-hq.org). In order to help make these groups easier to use, IAAP has created the following guidelines for online groups:


Message Posting Guidelines

A complete breakdown of rules and etiquette can be found on the Code Of Conduct page, which describes in detail what the IAAP Web Community can and cannot be used for. Any member in violation of these rules or the Code of Conduct policy may be subject to suspension or expulsion from the IAAP Web Community. Below are some guidelines that we expect every member to adhere to before posting information to any discussion group:


  1. Messages about fundraisers, chapter and educational events should not be posted to the General IAAP Discussion group. All event notices, meeting invites, etc. should be posted to the Educational Seminars group. Any postings in violation of this guideline will be deleted without prior notice.


  1. Any message serving solely as advertising a service or promoting a product will be deleted immediately. Repeatedly posting links to your business or personal website is considered spam and will not be tolerated. However, sharing a variety of links to multiple sources is not considered spam. Members are welcome to recommend products and services within the context of a discussion but should do so in a helpful manner and not to simply promote a business or service.


Chapter and Division Groups

Any chapter or division that hosts its website on the IAAP Web Community will automatically have its own discussion group (eGroup) and media library, which is, by default, restricted to only members of that chapter or division. All members are automatically added to each group, and members have direct access to these groups from their member profile or their chapter/division website.


Members, however, will not receive email notification for new discussion messages unless the chapter or division opts in to auto-subscribe functionality using the online opt-in form. When a group is auto-subscribed, members will automatically be added to the “Daily Digest” subscription, which sends a maximum of one email per day summarizing all of that day’s discussions. Members retain the ability to control their subscription options individually in the “My Subscriptions” section of the member site.


Chapters and divisions that have paid to host their website on the IAAP Web Community may create additional groups for their board or other committees, but setup and management of these groups is the responsibility of the chapter or division. IAAP headquarters can assist in helping create additional groups but cannot assist in adding or removing members from these groups. In addition, any groups created that have not had any activity, including discussion posts or file uploads, in 3 months will be removed automatically and without prior notice.


Groups whose websites are not hosted on the IAAP Web Community may NOT create groups for the purpose of communicating with their members about chapter or division business or other events (see here for more information on website hosting for chapters and divisions).


Auto-Populated Groups

Only groups approved by headquarters staff, in cooperation with the International Board, will be auto-populated. Division and chapter board groups must be populated by members involved in those groups. This includes groups for various leadership and committee positions. Any groups created that become inactive for more than 3 months will be considered for removal without prior notice.


Auto-Subscribed Groups

Chapters and divisions may auto-subscribe members to their discussion group by submitting the opt-in form on the IAAP Web Community. Doing so will automatically subscribe members to the Daily Digest, which will send a maximum of one email per day to members summarizing that day’s discussions. Members retain the ability to control their subscription options individually in the “My Subscriptions” section of the member site, which will override all auto-subscribe settings.


In addition, members who register for IAAP events will automatically be subscribed to a discussion group (eGroup) specifically for that event. This is to ensure that attendees are able to communicate with each other before, during and after the event and to assure attendees receive any important updates or handouts about the event. Following each event, the discussion group will be deactivated after 90 days and any handouts/presentations will be relocated to the IAAP Library in a separate folder for each event.


In order to help protect our members from receiving an overabundance of unsolicited emails, all other auto-subscribed groups will be approved first by IAAP staff with input from the International Board (if necessary).


Member-Created Groups

All IAAP members are allowed to create their own discussion groups/media libraries. However, we ask that members first contact IAAP headquarters to make sure a similar group doesn’t already exist and to ensure that the group meets the guidelines outlined herein.


Member-created groups may not be auto-populated or auto-subscribed, and it is the responsibility of the group’s creator to invite members and ensure that the group is actively used. IAAP headquarters cannot assist in adding or removing members to these groups. In addition, any groups created that have not had any activity, including discussion posts or file uploads, in 3 or more months will be removed automatically and without prior notice.


If you have any questions about the above guidelines, please contact Internet Communications Specialist Ben McClanahan at ben.mcclanahan@iaap-hq.org.