Communications Policy

Purpose

This policy covers all InternetNZ's communications and is intended to set guidelines in regard to what communications may be made, by what personnel, and in respect of content that is referred to in this policy statement.

Objectives

1. To set a consistent set of policies that will provide guidelines as to who may make communications to non-Councillors and the context in which these communications may be made.
2. To manage the risks that can arise from mis-statements made through inappropriate communications or misunderstandings resulting from such inappropriate communications.
3. To provide information to the outside world in regard to appropriate sources of information on InternetNZ business and related matters.

Scope

This policy applies to presentations, statements and opinions both written and verbal, made in respect of InternetNZ business and other related matters.

It applies to sitting Councillors and paid staff of InternetNZ. It also applies to all staff and directors of the DNC and NZRS.

This policy covers communications made through the media of Council lists, web pages, press releases, interviews, presentations, publications and seminars.

This policy does not apply to communications made by Councillors in a private context where the content of the communications is not directly related to Council business.

Definitions

Council meetings:

This includes general Council meetings, Special general meetings of Council, and the Annual General Meeting of Council. It does not include committee and working group meetings.

Policy

1. All communications must support InternetNZ vision, mission and agreed business, and be in accordance with InternetNZ policies.
2. Statements, interviews and releases to the media will be made only by the Executive Director and Chair of InternetNZ.
   
3. Statements, interviews and releases to the media may be made by other personnel on specific topics or instances where approval and direction has been given by the Executive Director or Chair of InternetNZ.
   
4. The Society's website will be the focus of information dissemination. Each committee will have a page where the work of that committee and its associated working groups can be found. Releases to traditional media (industry journals, radio interviews, television etc) will also be found on the website.
5. Information releases may be made after Council meetings.These releases will cover issues that were discussed in the Council meetings and that will be of interest to the membership and the general Internet public.
6. Releases of information on the web site and in regard to Council meeting business will be made in a timely manner; that is, the information is to be published within the timeframe that the matters reported are of current interest.
7. An annual information dissemination plan will be developed by and confirmed at the first council meeting of the financial year that makes available the specific work of the InternetNZ Council, Committees and working parties. The plan can be updated by the Executive Director, Chair, or other Councillor nominated by the Chair.
8. A specialist communications consultant be engaged to advise on PR releases, and to advise on style and content for website postings for each committee (e.g. minutes, resolutions, forward actions and so on).
9. Printed materials should be created to be web enabled in the first instance and be consistent throughout.
10. The Council should actively seek opportunities to improve PR opportunities for the Council and its achievements. This may be by participating in seminars and other public for a that discuss issues pertinent to, and supportive of, the mission and vision of the society.

Last updated 1 June 2000