IEEE Canada Policies
1) Recording Policy
Adopted February, 2021
SteerCom Meetings, in full or in part, shall never be recorded as the meetings typically address topics reserved for Executive Session.
ExCom Meetings shall never be recorded in full as many topics are often of a sensitive nature and/or reserved for Executive Session. Portions thereof, such as a presentation that should be reviewed by all ExCom members, may be recorded upon a successful vote of the ExCom. Any such recordings shall be deleted after 30 days and shall only be available to ExCom members unless a successful vote to make them more widely available is passed.
Region 7 Board Meetings, including the Caucus Meeting, including the portions open to the membership, shall never be recorded in full as they are always advertised in advance and all interested parties can attend.
General member and public presentations held as part of the meetings may be recorded for the benefit of the membership upon a 3P designation, and will be available for a minimum of 30 days but not more than one year, as designated by the 3P.
Other parts of the Caucus meeting may be recorded upon a successful vote that will specify the part of the meeting to record, how long to maintain the recording, and who the recording will be made available to.
The business session and executive sessions of the Board meeting shall never be recorded.
Group, Area, and CONAC Meetings
Group, Area and CONAC Meetings that precede the board meetings will be recorded and made available to Region 7 volunteers for 30 days, at which time they shall be deleted, provided those meetings do not cover any topics that should be reserved for an Executive Session (as such discussions cannot be recorded under Region 7 policy).
Groups, Areas, and Conac may choose to record their regular meetings and make them available to their members, Region 7 volunteers, or the membership at large for a duration of their choosing, not to exceed one year without 3P permission, provided those meetings do not cover any topics that should be reserved for an Executive Session (as such discussions cannot be recorded under Region 7 policy).
Group (ERG, ESG, MSG, OSG, PCG) Committee Meetings
Committees in Region 7’s formal groups may record their meetings and make them available to Region 7 volunteers for up to 30 days, at which time they shall be deleted, provided those meetings do not cover any topics that should be reserved for an Executive Session (as such discussions cannot be recorded under Region 7 policy).
Audit, N&A, and Awards Meetings
Audit, N&A, and Awards Committee Meetings, in full or in part, shall never be recorded.
Training sessions WILL be recorded by default and made available to Region 7 volunteers for one year by default. Each year, the Training Committee shall review the training videos and decide which to keep for another year and which to delete.
If you wish to record a meeting not included on this list, please contact the SteerCom for guidance. This policy will be reviewed annually and updated as required.
Please be sure to respect privacy and get consent for recording from all those present before recording a meeting even after receiving SteerCom approval.
In IEEE Region 7 we encourage open discussion, including discussions of privacy.
2) Social Media Policy
Adopted March 2021
- Region 7’s Social Media Accounts (Facebook, Twitter, etc.) will be managed by the (Acting) Publicity Chair and/or the Region Administrator. Approval will be required by a voting SteerCom member.
- To request a posting to one or more of the Region’s Social Media Accounts (Facebook, Twitter, etc.), please send your request to “firstname.lastname@example.org” with a subject line starting with “Social Media Posting Request” along with the complete content you want posted.
- As soon as a (voting) Steering Committee Member reviews it, s/he will then forward it to the Publicity Chair and Administrator (with corrections) for posting if it is approved, or s/he will return it to you if it is not approved (with a reason).
3) Volunteer Contact Information Policy
Adopted March 2021
Due to a surge of global regulations around privacy, including PIPEDA and GDPR, we need to be careful with what private information we disclose with regards to our members. As such, we have formulated a policy which is undergoing review by IEEE Compliance.
- No IEEE Member or Volunteer will give out the personal contact information of another IEEE Member who is not an active IEEE Volunteer without the personal consent of the member.
- Furthermore, an IEEE Member or Volunteer may only give out the contact information of an active IEEE Volunteer to another active IEEE Member who needs to contact the active IEEE Volunteer with respect to the position that member holds provided such disclosure is limited to the contact information the active IEEE Volunteer has chosen to share through Collabratec or another IEEE portal.
- In addition, an IEEE Member or Volunteer may always give out the contact information of an active IEEE Volunteer to another active IEEE Member where that contact information corresponds to the information available through the IEEE Rosters, in response to a query pertaining to the position that Volunteer holds as this contact information is available to all active Members.
- Furthermore, in our Region, by default Section, Group, Committee, and Area chairs are to give out their respective Region 7 position aliases as the default, and primary, means of electronic communication. This will ensure that future inquiries will go to the appropriate Section, Group, Committee, or Area chair as these aliases will be remapped every year to the proper person.