Email Policies

LMHSC, Inc., Outgoing Announcement Criteria

For use with LMHSC Announcements:

Post on site under “LMHSC Announcements”

• Any event hosted or sponsored by LMHSC, regardless if it is open to public.
• Indicate whether event is open to public or for LMHSC families only. If open to public, post also on Current News using LMHSC contact information.
• If division specific, list division name in TITLE of announcement.
• Add contact information in announcement.
• Set expiration date for announcement.
• Add announcement to “Families Only” calendar if dated event.
•  Alerts are sent out daily at 3:00 p.m.  However, this setting can be changed by individual families at anytime under “My Settings” located in the top right corner of “My LMHSC.”
•  NO POLITICAL CONTENT OF ANY KIND may be used or sent electronically.
• Only send a separate email if announcement absolutely cannot wait until next alert.  (i.e., snow day announcement made on the morning of classes.)  In such cases, only send to enrollees affected.  A phone call would also be warranted in this situation.

For use with FYI Announcements:

Post on site under “FYI Announcements”

• FYI announcements about free local events.
• FYI announcements about home school opportunities run by an LMHSC family.
• Advertisements are:  Services or opportunities being offered that have a fee and are not run by an LMHSC family.  Advertisements cost $5 per month and should be submitted to the LMHSC Board of Directors or through the website form.  Invoice notification will be given to interested advertisers.
• Set expiration date for announcement.
• Alerts are sent out weekly on Fridays at 3:00 p.m.   However, this setting can be changed by individual families at anytime under “My Settings” located in the top right corner of “My LMHSC.”
• NO POLITICAL CONTENT OF ANY KIND may be used or sent electronically.
• Emails are not to be sent for FYI announcements

LMHSC, Inc., EMAIL POLICY for LMHSC-Specific Email Accounts       (i.e., info@lmhsc.org, LMHSCconnections@lmhsc.org, etc.)

• The purpose of LMHSC email accounts is to conduct LMHSC business.
• Personal email addresses that are published by LMHSC may not be used to solicit enrollees for personal gain or profit. In addition, they may not contain any political content. For such announcements, refer to “LMHSC Outgoing Announcement Criteria.”
• Only emails sent via an LMHSC email address are considered official (i.e., any name@lmhsc.org). 
• Messages that are created, sent or received using LMHSC's email system are the property of LMHSC, Inc.
• LMHSC, Inc., reserves the right to access and disclose the contents of all messages created, sent or received using its email system. All email communication must be handled in the same manner as a letter, fax, memo or other official LMHSC communication. No copyrighted or LMHSC proprietary information is to be distributed by an LMHSC email account unless approval has been granted by LMHSC, Inc. E-mail messages may not contain content that may be considered offensive or disruptive.   Offensive content includes but is not limited to obscene or harassing language or images, racial, ethnic, sexual or gender specific comments or images or other comments or images that would offend someone on the basis of their religious or political beliefs, sexual orientation, national origin or age.
• Violation of this policy will result in disciplinary action up to and including termination of enrollment and/or legal action if warranted.
• Volunteers should report any misuse of the LMHSC email system or violations of this policy to the LMHSC Board.
• As in all published conversations, please use proper etiquette and common sense.

Users shall:

• think twice before clicking the "send" button.
• protect the confidentiality of information encountered inadvertently in email or other records.
• respect the privacy of other’s email addresses.
• use personal and professional courtesy and consideration in email.
• check with the sender if there is any doubt about the authenticity of a message.
• ask for advice if unsure what the email policy allows.

OUTGOING Emails to general LMHSC enrollment or Division registrants

• Must be sent via official LMHSC email address.
• Must use “BCC” field, not “To” field for protection from spamming.
• Must follow LMHSC email policy.

INTER-ORGANIZATION (Committee and/or Board) Emails

• Respond to all emails within 48 hours of time sent.
• Consistently use “reply all.”
• Include text of original email in reply.
• All email decisions are to be documented in next meeting minutes.
• Must follow email policy.