Policy
5
Document History:
First Published 09/2016

Policy Review Date:
April 2017

Status:
Live on website ver-1g

Communications
This document explains how Edlumino re-imburses for expenses within the organisation. It applies to all staff and volunteers.

Any queries about this policy should be sent to the document editor identified in 1.1 via contactus@edlumino.org

    
1.1             
This document should be interpreted in line with the standard policy context and definitions. The editor of this document is the CEO. It comes into effect from the 1st June 2016.
 
 
2      The purposes of the policy

2.1             
The purpose of the policy is to ensure good communications which:

2.1.1          avoid the safety or wellbeing of individuals being compromised through inadvertent disclosures,
2.1.2          avoid inappropriate, unclear or untimely communication of information and
2.1.3          avoid confusion between private and organisational viewpoints, which can lead to the reputation or operation of the organisation being damaged.


2.2             
This policy should be read in conjunction with the wider set of policies, including the:
  • Photography and Recording Policy
  • Data Protection Policy
  • The Safeguarding Policy

2.3             
This policy applies to all forms of communication which can be circulated to others and thereby deemed as ‘published’. This includes:

2.3.1         
media contacts (print, broadcast, etc)
2.3.2         

online (or social media) activities, such as social networking sites (Facebook, Instagram, etc) professional networking sites (LinkedIn, etc),                     Blogging sites (Wordsmith, etc), Microblogging sites (Twitter, etc), Video and Podcasts (You tube, etc), discussion forums, online comments and any other form of online communication
2.3.3         

email, texts, chat and other messaging modes or apps.
2.3.4         

The circulation of articles, think pieces, books academic papers or any other expression of views.
 
 
3     Generic principles

3.1             

Authorisation: only staff authorised to do so, may communicate about the organisation or about matters which could negatively influence the perception or credibility of the organisation. Media enquiries, contacts or responses should only take place after the Edlumino media office or CEO has authorised it.

3.2             
Responsibility for identity: each individual is entirely responsible for all activity undertaken by themselves, or in any account names, author alias, stage names, etc. which they use. Users must not permit others to write under their own identification, or share passwords or related security codes which could lead to confusion of identity. Any breaches of security or confusions of identity must be reported to the Edlumino media office and eradicated as quickly as possible.

3.3             

Responsibility as author: Staff communicating in a personal (or non-Edlumino) capacity are responsible for ensuring that recipients do not confuse such communications as official organisational communications. They must also ensure that such communications cannot negatively influence the perception of Edlumino.

3.4             

Acceptable-use: all communication activities must be professional and courteous, whatever the context. Staff should never access inappropriate or controversial materials (such as sexual, violent, racist, extremist, terrorist, gambling, etc). If there is serious organisational need to engage with such material it can only be done so after written authorisation from the CEO has been given.

3.5             
Personal activity: in the work place staff may use personal equipment, personal accounts or engage in personal use of organisational resources in a reasonable way, at times when they are not paid or required to be working.
 
3.6             
Professional appearance: all communications should look professional. This means agreed footers, headers, style sheets, logos, terminology, etc. must be used by all staff in organisational communications.  

3.7             
Contracting and expenditure: can only take place in accordance with the organisation’s financial procedures. Implying otherwise in communications is a serious form of misconduct.

3.8             
Online presence: setting up or using new programs, platforms or online space for carrying out work-related or professional communications can only take place after it has been approved in writing by the CEO.

3.9             
Organisational character: Edlumino is a non-political, non-lobbying and non-religious organisation. All views expressed must safeguard these principles.

3.10          
Communications golden rule: It must be assumed that anything written or photographed could end up “published” to anyone else, anywhere else. Therefore, individuals must take personal responsibility for ensuring that they produce no written views or pictorial images which could be published subsequently (by themselves or someone else) and thus cause controversy or reputational damage.
 
4     Guidelines for authors

4.1             
The organisation encourages staff development through the exchange of ideas, which can happen through online or paper publication in order to facilitate peer review and comment.

4.2             
All publication must follow the principles in this document. Staff new to publishing, or staff publishing occasional pieces (ie less than once a month) should send proposed pieces to the media office at least 2 weeks before a publication date, so that the organisation is aware of the views expressed and can comment if requested to do so. Established authors (who have been publishing for more than 1 year) or authors of regular pieces (ie more frequently than once a month) should send copies of published material, or links to such material, to the media office, as it is published.

4.3             
The use of profile descriptions, or other text, which identifies the author of a communication as an Edlumino employee must be agreed in advance with the media office.
 
5     Conclusion

5.1             
This Policy has been Impact Assessed for Environment and Equality considerations. Policy review follows the Review cycle.
    

Impact Assessment  : Edlumino Communications Policy
Equality Impact Assessment : Race & Ethnicity, Gender, Age, Religion, Disability, Sexuality, Maternity, Gender Reassignment, Marriage & Civil Partnership, Deprivation

Concerns arising after control measures added : NONE

Further Action : NONE
Environmental Impact Assessment : Waste & Recycling, Pollution of water, land, air, noise, light or odour. Flooding, Energy or materials use.

Concerns arising after control measures added : NONE

Further Action : NONE


See Also :  General assessments and general control measures within the Meta Policy

Assessment carried out by : RF March 2016

Appendix  : Definitions of words used in Policies and Procedures
In general, English words are assumed to have the meaning and reference contained within the Oxford English Dictionary. Specialist terminology relating to Education is taken as having the meaning given to it in the appropriate English parliamentary legislation or English Government documents (especially those from the Department for Education).

Within the organisation we give our own additional definitions as follows:

‘associate volunteers’: are individuals who volunteer and work alongside organisational staff, but are not formally enrolled within the organisation. These individuals may belong to other charities (such as Save the Children, etc), in which case they are ‘corporate associate volunteers,’ or they may be self sponsoring and working on their own behalf, in which case they are ‘sole associate volunteers.”’
‘directors’: are the trustees.

‘Editor’: the member of staff who is deemed to ‘own’ a document and is responsible for ensuring that it is published, reviewed, amended and kept accurate and up to date

‘member’:  the individuals in charity law responsible for appointing the trustees. In Edlumino Education Aid the trustees are the members, and they are a self-regulating body.

‘Organisation’:    The organisation is Edlumino Educational Aid

‘school’: refers to any place where learning is delivered by a member of staff to pupils, as a corporate act of the organisation. This could be a school, an academy or some other formal or informal setting.

‘staff’:  refers principally to employed members of the organisation. However the word ‘staff’ is used in organisational documents as a simple way of referring to all who work on behalf of the organisation, so it includes ‘trustees’, ‘members’, ‘volunteers,’ ‘visitors,’ etc.

‘student’: there is a customary distinction between ‘pupils’ who are learners up to the age of 16 and ‘students’ who are post 16 learners. We use the word ‘student’ to refer to all learners, regardless of age.

‘Studium’: is an Edlumino centre where education, or emergency education is provided. This term is used for centres where words such as ‘school’ or
‘education’ could be misconstrued or mistakenly viewed as having political connotations.

‘Supporter’: this is a person who undertakes to fund raise or carry out other activities which support the organisation. Supporters are not formally part of the organisation and have no formal rights or responsibilities within the organisation.

‘teacher’: a member of staff responsible for ensuring that students learn. This could include those who are formally qualified as teachers, those who are experienced as teachers, or it could include individuals who are delivering aspects of a role which could otherwise be done by teachers.

‘trustees’: those appointed by trustee vote to the body of trustees responsible for the organisation

‘volunteer’:  an individual who donates time to work for the organisation. Individuals only become ‘volunteers’ from the point that they complete their induction and are enrolled as a volunteer. Volunteers have no contractual rights as there is no contract between the organisation and a volunteer.

‘visitor’: an individual who is visiting an organisational site or activity, potentially doing so in order to make a decision about whether to ask to become a volunteer.