The District 9790 generic email addresses are onlyfor Rotary business
The District 9790 email system is for Rotary business only. It is not for sending jokes, cartoons, chain letters or hoax "Virus Warnings" even if they have originated from another Rotarian or trusted source. Use an individual email address if you wish to send that person non-Rotary information.
Do not discuss confidential information on email
Sending an email is like sending a postcard. If you do not want your email to be displayed on a public bulletin board, do not send it. Once an email is sent it can be forwarded, wrongly delivered, backed up, intercepted by vandals, broadcast and copied.
Identify as Rotary business
It is a Rotary International protocol that Rotary emails should be identified as such. Use the word ROTARY in your subject line, or other easily identified mark. All messages should have a meaningful title in the Subject Line.
Your Identification - Signature Block
All Rotary email should contain a signature block that includes the name of the sender and the sender's Rotary position and or club, as appropriate, at the end of the message. A contact telephone number may also be included.
| Example: | |
Regards, John Smith |
Use concise, structured text in lower case
Do not make an email message longer than it needs to be. Try to keep sentences to a maximum of 15-20 words. Use of dot points and numbered paragraphs can assist with the information. Do not "SHOUT" by WRITING YOUR ENTIRE MESSAGE IN CAPITALS. When replying delete as much of the irrelevant parts of the message as possible.
Use proper spelling, grammar and punctuation
For accuracy please. Emails with no full stops, commas or line breaks are difficult to read and can change the meaning of the text. And do watch your spelling. Poorly spelt words distract the reader and detract from the message.
Be sparing with attached files
Avoid large attached files, including graphics, especially where the message is being sent to a number of recipients. It is preferred the information is incorporated into the body of the email message. If an attachment is necessary it should be in a widely accepted format such as Adobe™ Portable Data Format (PDF) or Rich Text Format (RTF). As a general rule, a 100 KB file should be the maximum size used for a Rotary attachment. If a large amount of data has to be made available, discuss the matter with the Webmaster <webmaster@rotary9790.org.au> for alternatives.
Use an up to date virus protection system
Computer viruses are a real hazard of the Internet system. Many viruses are transmitted via email. You must have an effective virus protection system and update it frequently.
Do not overuse the high priority option
It is rarely necessary to use the high priority option. If it is overused, it will lose its function when you really need it ("crying wolf"). Moreover, even if a particular message does have high priority, it can come across as aggressive if you flag it as 'high priority'.
Read your message before you send it
Obviously, read all your messages through carefully before they are sent. If the "send" button is pressed accidentally before you are ready to send, or an error is found after the email has been sent; immediately send an amended message.
Multiple Addressees
If you have a regular need to send email to multiple addressees, create a group address in your email client and title it accordingly, i.e., Assistant Governors. If you are sending an email to multiple addressees do not list these, including your groups, addresses in the "To…" box. To do that only displays their addresses to anyone accessing the email and assists those who illicitly 'harvest' email for Spam purposes (see below). Where you need to send multiple emails to a group of individuals, enter the email addresses in the "Bcc…" box. Put your own email address in the "To…" box to ensure its transmission is successful. Use this format to indicate who has been included because it is considered bad manners to send blind carbon copies anonymously - "Local Rotary Clubs" myusername@myisp.com.au. The content between the double quotes should be varied to indicate the group of recipients.
Take care if you use "Reply to All"
Only use "Reply to All" if your reply message needs to be seen by each person who received the original message and the same rule applies as above..
Take care with abbreviations and emoticons
Do not use email jargon or emoticons for your Rotary emails. Some recipients are not aware of their meanings. That can confuse or even offend and the emoticon content is liable to have the message declined by some servers.
Be careful with formatting, colours, rich text and HTML messages
Remember, all email programs do not allow viewing of complex formatting. Do not use complex formatting for Rotary emails. This can slow down the receipt of the message or change the received message.
Do not request delivery and read receipts unnecessarily
Requesting a delivery or read receipt shows before recipients see your message. If used for group messages they can overload the system. Many recipients will over-ride the receipt anyway. So, if there is a delay in an expected reply, it is better to re-send the original message or follow up by telephone or fax.
All emails from the District Governor are to be acknowledged by return email.
Try to keep language gender neutral
In line with the Rotary policy on language use in other forms of communication, please avoid using sexist language.
Don't reply to "spam" - and don't send it!
By replying to "spam" (Spam is junk email), or even by unsubscribing, you are confirming that your email address is 'live'. Confirming this will generate even more spam. So, delete the message or use software that removes spam automatically. Contact your Internet Service provider for assistance if you receive spam regularly. If the problem persists and the source appears to be a Rotary user, please notify the Webmaster.
For more information please click here.
System Management
The District Webmaster is responsible for the daily operations of the District web site and the email system. The District Secretary has the overall responsibility for the management of the system.
Email Guidelines for Rotarians
1. Email pertaining to Rotary should contain "Rotary" in the subject line.
2. All Rotary Email should contain a signature block that includes the name of the person sending the Email and the sender's title or committee designation (if any).
3. No Rotarian should be added to an "e-groups" or other type of bulk mailing list without that person's permission; excepting mailing lists specifically established for RI Directors, Trustees, and Officers (including, but not limited to District Governors, District Governors Elect, District Governors Nominee), as well as RI Committee members, RI Task Force Chairmen and Coordinators, DICOs, CICOs, and Club President.
4. By virtue of having accepted the duties and responsibilities of their positions, Rotarians included in the "exception" list in Guideline #3 shall be presumed to have given permission to receive Email pertaining to their positions.
5. There should be no presumption of delivery of Email, unless the Email is acknowledged by the recipient.
6. E-groups and other bulk mailing lists shall not be used for expressing political views or for the distribution of "spam," such as jokes and the like.
7. All policies and procedures contained in the Rotary International Manual of Procedure pertaining to circularization shall be applicable to all Email communication.
8. E-mail lists shall not be published in any form that is available to the public. Websites containing mailing lists or individual e-mail addresses (other than the e-mail addresses of the webmasters) should be password protected. Such passwords should not be distributed to non-Rotarians.
9. All users of e-mail should be encouraged to maintain an up-to-date version of virus-checking software on their computers.
10. Whenever possible, attachments to e-mails should be avoided. Copy and paste information into the body of the email. If an attachment is absolutely necessary, the attachment should be scanned to ensure that it is virus free before it is sent.
11. Brevity in email messages is encouraged. No Forwarding of email without consent. Copying large numbers of Rotarians is discouraged.
