Welcome to the board
Here is some key information and links that every board member and officers should have.
Board member handbook (closest we have): "Welcome to the Suck”
This document is a must read for new board members. Name inherited from the board members who created it.
Google Groups (email archives & discussion forums): https://groups.google.com/a/apogaea.com/forum/#!myforums
Contains ONLY current board members. Access is limited to only them also.
Contains current and mentoring officers (President, Vice President, Secretary, & Treasurer). Access limited to group members.
Contains current and mentoring board members and officers. Access limited to group members.
Q&A between candidates (http://bit.ly/ApoCandidates) and the public
Open to anyone who request to join it
Where to submit suggestions and questions about policy and bylaws
Open to anyone who request to join it
All users with an @apogaea.com account are automatically members of this group, which means over 180 people get messages sent to it.
Just recently enabled archiving on it to go here, so only stuff from 1/16/15 on here. This group will be renamed soon, since it contains both Ignition and Spark members; which is mislead given its name.
This group contains the external communications (website, social media, etc) team.
There are others too, but if you aren’t a member of the group you won’t see them. Most groups don’t have the archive\discussion feature turned on currently
User List: http://apourl.co/Users
Contains a list of all Apogaea users, Ignition and Spark members
Used by ticketing to send ticket codes to members
Used by all departments to update and share contact info and role
Used by Secretary to maintain official organization membership list
Addition and updates requested by emailing above or going to http://apourl.co/UserInfo
Anyone with an @apogaea.com account can access and update pages, if needed we can lock down certain pages. I had hoped the Wiki lead appointed in Oct would work out and start contacting depts to get their pages updated, but sadly he has been MIA since then and I haven’t seen him make any updates I’m communicating with Birthday (IT Lead) on how to move forward with this.
I just added your info to it
Short URLs list
Click here to view and add to your Google Calendar
HTML version: http://bit.ly/ApoCalendar
Must be logged in with @apogaea.com account to view events
This is a Google calendar that Mission Control has edit rights to and any event added can be seen by all Apogaea account holders
Event marked Private can only be seen by Mission Control
See the Calendar wiki page for more details
Apo User List: http://apourl.co/Users
Board On-line voting: http://apourl.co/Votes
Viewable to all @apogaea.com account holders
Email Usage Tips:
Don't put it in digital form what you wouldn't want posted in the newspaper
If you really have something sensitive to say pick up the phone or setup a meeting
Always check the TO & CC lines and RARELY use the BCC (great for sending mass one-way emails out)
When adding or removing people to a sensitive thread, use the 1st line of the email to indicate this with a "+<Group\person>" format
So "+Ticketing -Gate" would mean Ticketing was added to the thread and the Gate group was removed
If it's a sensitive topic you could put DO NOT FORWARD or something like that at the top also, but again see #1 & 4
Assume all emails are archived and can be accessed for future reference, there is no guaranteed delete button in the digital world
All of our emails at @apogaea.com are being saved for reference and education of future organization members, so see #1
Don't use your personal e-mail for Apogaea business, if something does come up in the future all of your personal mail may be subject to litigation
This is a big reason why IT recommend people do not forward their e-mail to personal account, reply to, or send from their personal accounts
Board members really shouldn't be doing this, we are the most susceptible to legal discovery
In addition, it best to separate your personal communications from your work or volunteer ones for many other reasons
Past User Files:
When a user leaves the org their files should be transferred to zBoardData, unless they have an XXXO or replacement that should have access to all of their files.
IT MUST BE TOLD to disable accounts and to have their data transferred. Once firstname.lastname@example.org is notified they will disable accounts and transfer files to whomever they are requested to.
Only the board has read access to this folder and the zBoardData account owns it, which the IT lead and president should know the password too.
Folder that shared data should be created in: https://drive.google.com/a/apogaea.com/folderview?id=0B53KJBg1O_q5U2RKLTFjWDkyYms
Only board member and officers have edit rights to this folder, Mission Control group has just view rights. So mentoring officers and board members will be limited to view rights by default. The Minutes sub-folder allows view access to all Apogaea account holders.
Public Historical Data
Folder that contains data that all account holders can access: https://drive.google.com/a/apogaea.com/folderview?id=0B53KJBg1O_q5UWQ3dmMtdkR3RUU