Policies & Guidelines for Electronic Communications

1. All email sent through this website should contain "Rotary" in the subject line.
2. All Rotary emails should contain a signature block that includes the name of the person sending it, their club, title or committee designation (if any), and a contact telephone number.
3. There should never be a presumption of delivery of email, unless the recipient acknowledges the receipt of said email.
4. Bulk emailing lists shall not be used for non-Rotary commercial messages, for expressing political or religious views or for the distribution of "spam," such as jokes and stories.
5. All policies and procedures contained in the Rotary International Manual of Procedure pertaining to commercialization and circularization shall be applicable to all email communication.
6. E-mail lists shall not be published in any form that is available to the public. Websites containing mailing lists or individual email addresses (other than the email addresses of the webmasters) should be password protected. Such passwords should not be distributed to non-Rotarians.
7. All users of email are encouraged to maintain an up-to-date version of virus scanning software on their computers.
8. Whenever possible, email attachments should be avoided. Copy and paste information into the body of the email. It is preferred that any items which would require attachment be posted on a website and a link provided to them in the body of an email message. If an attachment is absolutely necessary, use of text or Acrobat or MS Word formatted files is recommended.  If photos are emailed for inclusion in the newsletter, they should be at 300dpi resolution or larger and physical size of 4x4 inches or larger or they may appear blurry.
9. Any mailing list collected shall be the property of the District alone and will NOT be released or distributed to any other party regardless of their association with Rotary International or the district.
10. The emailing lists collected by the clubs shall remain the property of each respective club and shall not be released to any other party unless for Rotary business reasons and then only with approval by that club’s Board of Directors.
11. All communications distributed by Rotary District 7250 using any emailing list shall deal with the business of Rotary International, the Rotary district, or district club events or projects unless the district governor specifically approves them.
12. Emailing lists maintained by the district will be compiled from lists provided by the clubs and/or from individual requests for inclusion.
13. All club members who submit their email address to their club shall have agreed to accept email from that club, and if the club approves sharing of the list with the district, the member’s approval for receiving email from the district will also be assumed.
14. Individuals may opt-out of the district or club emailing lists at any time.