GSF Policies and Procedures

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====== 20. WhatsApp Groups and other Social Media Message Boards Policy ======

Global Speakers Federation (GSF) Policy on the Creation and Management of WhatsApp and Social Media Message Boards

===== 20.1 Purpose =====

The purpose of this policy is to ensure consistent, secure, and appropriate use of messaging platforms and social media message boards representing or associated with the Global Speakers Federation (GSF). This policy protects the organization’s reputation, ensures alignment with GSF’s mission and governance, and prevents unauthorized or misleading communications.

===== 20.2 Scope =====

This policy applies to all GSF officers, board members, committee members, chapter leaders, staff, contractors, volunteers, and members acting in any capacity on behalf of, or in association with, the Global Speakers Federation.

This policy covers, but is not limited to:
  * WhatsApp groups
  * Telegram, Signal, Slack, Discord, or similar messaging platforms
  * Private or public social media groups (e.g., Facebook, LinkedIn, Instagram, or comparable platforms)
  * Any digital message board or group chat that references, implies, or represents GSF

===== 20.3 Authorization Requirement =====

The creation of any WhatsApp group, social media group, or digital message board that:
  * Uses the name “Global Speakers Federation” or “GSF”
  * References GSF activities, events, leadership, or committees
  * Is intended for GSF members, partners, or stakeholders
  * Could reasonably be perceived as an official or affiliated GSF communication channel

**must receive explicit, prior written authorization from GSF leadership.**

Authorized leadership includes:
  * A member of the GSF Presidential Leadership Team plus approval of the GSF Executive Director, or
  * A designated representative expressly authorized by the Board

===== 20.4 Prohibited Actions =====

Without explicit authorization, individuals may not:
  * Create or administer messaging groups or social media boards representing GSF
  * Use GSF branding, logos, or naming conventions in group titles or descriptions
  * Present unofficial groups as endorsed, official, or sanctioned by GSF
  * Add members to such groups without their consent and without authorization
  * 
Unauthorized groups may be required to be renamed, transferred, or permanently closed at the direction of GSF leadership.

===== 20.5 Approval Process =====

Requests to create a messaging or social media group must include:
  * Purpose and intended audience of the group
  * Platform to be used
  * Proposed administrators/moderators
  * Duration (temporary or ongoing)
  * How the group supports GSF’s mission and objectives

All requests must be submitted in writing to GSF leadership and approved before the group is created.

===== 20.6 Governance and Moderation =====

All authorized groups must:

  * Have the GSF-office added as an administrator
  * Adhere to GSF’s Code of Conduct and communications standards
  * Be moderated to ensure respectful, inclusive, and professional dialogue
  * Avoid political, commercial, or personal promotion unless expressly permitted
  * 
GSF leadership reserves the right to review, monitor, or revoke authorization at any time.

===== 20.7 Disclaimer for Personal Groups =====

Members are free to create personal or informal groups only if:
  * The group does not use the GSF name, branding, or imply affiliation
  * It clearly states that it is not affiliated with or endorsed by GSF

===== 20.8 Enforcement =====

Violations of this policy may result in:
  * Immediate removal or closure of unauthorized groups
  * Removal of administrative privileges
  * Disciplinary action in accordance with GSF governance and ethics policies

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