These guidelines are intended to promote consistency in AFS's communications and in the presentation of AFS's image as we do more and more of our business over the Internet. They are also intended to assist Partners in developing policies and procedures for their use of the Internet that will ensure that the good name and reputation of AFS is protected and enhanced. The following areas are addressed in the guidelines:

• Protecting and promoting the AFS identity in our internet communications
• Using E-mail and the World Wide Web for effectively for internal and external communications
• Improving information management within the organization
• Protecting intellectual property

The recommendations made in these guidelines have their foundation in the AFS Common Identity initiative and in the AFS Articles of Partnership. As well, they are informed by legal and ethical considerations that are critical to protecting AFS's interests. All of the phrases that are in bold text are guidelines that must be followed, in keeping with the aforementioned areas of consideration. Other sections contain recommendations that should inform the development of your own guidelines.

AFS must communicate in many different ways, in many different cultures, and in many different languages. As a result it is crucial to have a unified identity that embodies one distinct vision and voice. The consistent use of the AFS logo is one part of that voice. Other parts are formed by the experience one has on an AFS Web site or when requesting information from AFS by E-mail. It is important that AFS strike the balance between meeting the needs and expectations of local communities while presenting itself as a unified international organization.

As set out in the Articles of Partnership, Partners have the exclusive right to make use of the AFS name and logo (AFS Marks) in their territories. By using these AFS Marks, Partners identify themselves as part of the AFS family and thereby enjoy the benefits and privileges resulting from the solid reputation AFS has developed over these many years. With these benefits come obligations and each Partner must do its share to protect and enhance the AFS name.

The Internet is the world's largest electronic network, connecting millions of smaller networks and hundreds of millions of computers. It facilitates communications such as electronic mail and the World Wide Web (WWW). At AFS we rely heavily on the Internet to conduct our business and promote our mission. In fact, most of our internal communication is done using the Internet and it is extremely likely that internet communications with participants and host families will expand dramatically in the near future.

Doing business on the Internet presents exciting opportunities but also brings with it a number of challenges. To use it effectively, we must balance increased user choices with the need for consistency and some level of control over information. We must take steps to protect confidentiality while we share information with those who need to know. We must ensure a common image while we promote entrepreneurship.

In short, the Internet is radically changing the way we work together internally and promote AFS externally. These guidelines have been developed to highlight issues of importance to AFS in order to ensure the best use of the new technologies for advancing organizational goals.

Because laws and customs may vary from country to country and the area of communications technology changes rapidly, all possible issues cannot be anticipated and addressed in one document. Accordingly, common sense will often be the best guide and these Guidelines will have to be reviewed and updated frequently. However, AFS International is available to help when needed. You can direct your questions and comments to: icomguide@afs.org.

Within the AFS organization, the majority of information relating to internal AFS affairs, participants and third parties is shared electronically among individual Partners and AFS International. While electronic communications are fast, efficient and low-cost, they raise a number of issues.

E-mail messages, like any paper document, can be used as legal evidence in litigation and can be required to be produced when lawsuits occur. All AFS staff and volunteers conducting business on behalf of AFS must be made aware of the fact that E-mail messages can be used as legal evidence in litigation. Furthermore, staff and volunteers must be advised that all AFS communications are the property of AFS and that E-mail, like other communications may be monitored.

It is easy to accidentally send E-mail messages to unintended recipients and to copy and share E-mail information quickly with a number of people who were not the intended recipients. There are options in Lotus Notes Mail that can help avoid these potentially damaging events from occurring. These options are outlined in the following paragraphs. Keep in mind that these measures are not foolproof. The best way to ensure that the right recipient receives your message is to carefully review your message before sending it.

Now that virtually all AFS Partner offices are using Lotus Notes Mail, it is possible to encrypt individual messages sent between Partner offices and to and from AFS International. Encryption is one of the Delivery Options available in Lotus Notes Mail. Encryption only works internally, messages sent outside of the AFS Lotus Notes network to the Internet will transmit as clear text that may be intercepted by anyone. If you try to do this you will receive a warning message. E-mail that is not encrypted and sent within the AFS Lotus Notes network may be intercepted during transfer by unauthorized third parties. Keep in mind that encrypted E-mails misaddressed to an unintended recipient may be read by that person if they use Lotus Notes Mail on an AFS server, they simply can not be intercepted en rout. Again, the best security is to carefully review e-mail messages and the addresses listed before sending them.

It is extremely important to protect confidential or sensitive information (see glossary). A number of countries require that personal information be kept confidential and this includes a need to encrypt this information. Furthermore, it is necessary for us to protect all sensitive participant information and confidential business information to safeguard AFS and its constituency. All Partners must encrypt E-mails containing confidential information where possible unless local laws prevent it.

An additional security feature is available in the Delivery Options in Lotus Notes Mail for confidential messages. When transmitting potentially sensitive information, senders are also encouraged to use Prevent Copying in the Delivery Options menu. This option prevents the recipient of the message from forwarding it to others. Such messages cannot be printed out nor can the content be easily copied and pasted into another document.

To promote the safe and efficient transfer of information, Partners are encouraged to develop internal policies and procedures to safeguard the confidentiality of sensitive information and to provide a forum to discuss questions regarding the transfer of information. For example, at AFS International, staff members are advised to consult with their supervisor if they have any concerns regarding the transfer of information through the E-mail system.

Requests for information from third parties such as returnees, former host families, future volunteers, participants, etc. will increasingly come to AFS Partners and AFS International via the Internet. Commonly received inquiries include requests for the contact information of a former host family or participant or requests for information about applying to AFS. Occasionally, more controversial comments will come to AFS regarding the management of a participant situation. How we respond to such inquiries reflects on our organizational image. Each Partner must designate a staff member to be responsible for handling E-mail inquiries from third parties. That staff member must respond to those inquiries in a timely manner (in 48 hours or less). For coordination purposes, the name of that staff member must be given to the Communications Manager at AFS International. This system will facilitate good customer service and reflect well on the Partner as well as AFS as a whole.

Partner staff may refer to the AFS Crisis Communication Plan, and the Program Policy and Support Manual for guidance on responding to participant questions. Should you have any questions, please contact your Partner Liaison at AFS International. Also, a list of Frequently Asked Questions (FAQs) and their answers are available from the Communications Manager at AFS International.

In order to safeguard the confidentiality of sensitive information and maintain privacy it is recommended that E-mail requests for sensitive information from persons outside the organization not be answered without first ascertaining the identity of the person and his or her purpose for requesting the information. If the inquiry is for personal contact information that inquiry should be forwarded to the person the requestor is trying to reach, giving that person the option to respond or not. AFS should not give personal contact information to third parties without the express permission of the person that a third party is trying to reach. Partners are encouraged to discuss requests internally prior to responding. Also, when a third party inadvertently sends an E-mail to an unintended recipient, the sender of the message should notify this person of the mistake.

Staff members and volunteers are representatives of AFS and any messages they send reflect directly on the organization. Partners should take steps to ensure that the content of all E-mail messages reflects appropriately on the organization. This should be addressed in all volunteer and staff training sessions and in all office policy handbooks and manuals. Appropriate internal policies and procedures should be developed regarding staff/volunteer use of E-mail to ensure that the system is properly used. Upon a Partner s request, AFS International will consult with the individual Partner regarding the development and implementation of such policies. Again, staff and volunteers must be advised that all AFS communications are the property of AFS and that E-mail, like other communications, may be monitored.

As mentioned above, E-mail messages may be used as evidence in potential litigation involving AFS. It is important to exercise good judgment when exchanging E-mail within AFS and with people outside the organization. Also, AFS cannot control information sent by E-mail once it has been sent, and messages may be forwarded or sent to unintended recipients. (Note: The Prevent Copying Delivery Option mentioned above can control this to some extent when sending mail to Notes Mail users.) Since it may be possible for unintended recipients to read E-mail messages all comments and materials that may be considered harmful or embarrassing to others should not be sent via E-mail. A good practice is to review potentially damaging or embarrassing messages before sending them. While reviewing the message imagine that everyone involved is also receiving the message. If this would cause significant problems, perhaps a telephone call or a re-worded message would be a better approach.

Staff and volunteers must not send copies of the same message to a group or groups of E-mail addressees within the AFS E-mail system, unless it is for official AFS business. This practice, referred to as "spamming" (see glossary), is considered highly inappropriate within AFS as well as in the internet environment as a whole. This guideline includes messages regarding specific political issues or religious matters.

At AFS International, staff members are advised to properly identify themselves when sending E-mail and to be aware that they are responsible for the content of all of the messages they send, and are subject to any litigation that may arise therefrom. International staff are also encouraged to discuss any concerns that they may have regarding E-mail messages with their supervisor or the staff person responsible for the area involved.

Access to the AFS E-mail system is a privilege granted to all of us for the benefit of the AFS worldwide system, and it should be used efficiently to perform the business of the organization. Therefore personal use of E-mail should be kept to an absolute minimum during your office s hours.

Internet-based forums for sharing information, ideas and experience such as Mailing Lists, Bulletin Boards, Chat Rooms and News Groups can be dynamic and highly educational. They can also be a good way to further the interests of AFS by sharing information and networking.

Before participating in such forums it is important to consider the pros and cons of doing so. Mailing Lists, for example, can produce a lot of messages to individual E-mail addresses. Accordingly, it is important that Partner staff members use discretion when enrolling in or contacting such lists to ensure that their office s E-mail system continues to perform efficiently and is not overwhelmed by incoming messages. Also, when leaving AFS it is important that staff un-subscribe to any lists they are members of.

Partners are encouraged to designate a staff person to answer any questions raised about AFS in such forums. If particular questions arise, Partners can consult with the appropriate person at AFS International for assistance in their response (e.g., program questions may be referred to the Director of Program Policy and Support, legal questions may be referred to the General Counsel, etc.) Also, staff and volunteers who participate in such forums should remember that they are representatives of AFS and any messages or information they send reflects directly on the organization.

One of the most significant challenges facing AFS is connecting people to people and people to the information they need. This is the challenge of information management and one of AFS's most powerful tools in this effort is the use of Lotus Notes databases for sharing information. Using Lotus Notes gives us the capacity to connect not only more than 50 Partner offices but tens of thousands of volunteers around the world, and to protect information that should be shared among limited constituencies within this larger group.

These databases will be most successful in fulfilling their purpose when Partners who develop their own databases also develop policies and procedures regarding which staff members are to have access and publishing rights to them. At AFS International, for example, it is the responsibility of Management to approve the development of new databases as well as to establish who has reader and author rights to particular International databases.

Record Retention and Archiving of Electronic Information

The AFS Records Retention Policy for AFS International mandates that "all records received or created in the course of business are AFS property and do not belong to Service Areas or individuals." It is anticipated that a record retention policy will be developed for AFS worldwide, which will address local and national legal requirements and the business needs of AFS. In the interim, Partners should comply with all legal requirements applicable to them in the area of record retention. Partners who want to begin work in this area may request a copy of the AFS International Records Retention Policy from the leader of the Records Retention Team.

Consideration should also be given to the historical relevance of certain information (documents, letters, photos, art) created by Partners and volunteers. Any materials deemed to have potential historical relevance should be appropriately archived either by the Partner or by the AFS Archives at AFS International. Guidance on archiving is available from the Archivist at AFS International.

The family of AFS Web sites forms an increasingly important part of the image we present to the public. Visiting an AFS Web site is more like walking into an AFS office than opening an AFS brochure. The better we anticipate the needs and expectations of our guests and respond to their inquiries with professionalism the more likely they are to return. The Web site is a critical point at which we can further engage our visitors who may one day become participants, volunteers, host families, and donors or simply share the goals of our mission.

The number of public Web sites created by AFS International, Partners, Chapters and individuals associated with AFS is rapidly expanding. The content of all AFS Web sites should be closely monitored to ensure that the image presented is consistent with our corporate identity and culture and is one in which we can take pride.

At AFS International, information must be approved by the Web Site Manager prior to publication on, or linkage to, http://www.afs.org, the public AFS International Web site. The Web Site Manager oversees services offered on the AFS International Web site that are provided by staff at AFS International. Centralizing management of the site and its services ensures that a consistent, accurate and appropriate organizational image is displayed to the public.

Partners with Web sites should designate a staff member or informed volunteer as the Web Site Manager (also known as Webmaster). The Web Site Manager should be responsible for developing the site as well as monitoring information published on, and linked to and from it. Volunteer chapters and individuals wishing to develop their own AFS related Web sites must register with the Partner office and allow the Web Site Manager to review the content of the information to be posted to ensure that it is consistent with AFS s corporate identity and these guidelines. Further, it should be made clear to the volunteer chapters and individuals who wish to create AFS Web sites that the information contained therein is copyrighted and becomes the property of AFS. Web pages created for http://www.afs.org by AFS International staff are designed with this copyright information. Partners are encouraged to include this information with any Web pages created by Partner staff.

• AFS Web sites should professionally, ethically, and accurately reflect our mission, programs and culture.
• AFS sites must be consistent with AFS's common identity, i.e. properly use the AFS logo on the homepage, in accordance with specifications stated in the AFS Identity Standards Manual (available from your office or the Communications Manager at IP).
• Old AFS logos must be removed from the site.
• AFS volunteer Web sites should be approved by the AFS Partner in their territory and be linked to and from the national AFS Web site. We recommend that volunteer sites should be sub-domains of Partner sites.
• AFS sites should have a link to the homepage of the AFS International site.
• Links to and from Web sites with the intent of commercial gain are discouraged. Links to other Web sites may be seen as an endorsement by AFS of those companies. There are some .com sites that may be advantageous to link to such as sites with travel information about a host country. We suggest using discretion when selecting .com links or links to potential competitors.
• AFS sites should not be hosted by providers that require their advertising be posted on the AFS site.
• AFS sites must not contain offensive or potentially offensive material, i.e. references to sex, drugs, guns, etc. and cannot be linked to a site containing such material.
• AFS sites must respect applicable data protection and privacy laws.
• Personal contact information gathered on AFS sites should not be given or sold to any other organization or company.
• AFS sites must include AFS copyright information.
• AFS sites must not use text, graphics and photos for which the appropriate rights and permissions have not been secured. All areas of an AFS Web site that collect information or solicit postings from visitors should be preceded with appropriate disclaimers.
• AFS sites must not contain images of individuals who may be visually identified unless they have the express permission of the individual, and if appropriate, the individual s parents or guardians.
• Web Site Managers are responsible for monitoring their site and the sites to which it has links and maintaining a high level of quality and accuracy.

Please contact the Web Site Manager at AFS International for more information on or help with any of the above recommendations. E-mail address: webmaster@afs.org.

Publishing AFS Information on the Internet

Partners may want to set up such forums as chat rooms, mailing lists or bulletin boards on their public or secured Web sites. It is important to note that AFS cannot control who will have access to information published or stored by these if they are hosted by an Internet Service Provider (ISP). Sensitive AFS information (see appendix) should not be discussed by AFS staff or volunteers in such forums unless the sites are secured, and even then discretion is advised. Due to the increased recognition of personal privacy rights in certain countries, AFS may face legal consequences if the general public accesses certain information. Therefore, Partners must develop internal policies and procedures for the publication of sensitive information on the Internet. AFS International has developed its own internal policies for internet publication, which are available for Partners who wish to refer to them when developing their own guidelines.

Partners must strictly monitor the content of any bulletin boards, mailing lists, chat rooms, etc. posted on their Web sites. Partners are encouraged not to post such discussion forums when a staff member is not available to review its contents. The protection of the AFS image in these forums is vital to the health of the organization.

Lotus Notes databases put on a Web server can provide the same functionality as a Web page but with the added security of a user name and password to screen access to this information. National Chairs and Board members are encouraged to register with AFS International to obtain these user names and passwords so that they may directly access information published by AFS International from Lotus Notes on the Web. Because the user name and password can be easily given to others and used by anyone knowing them, Partners are asked to regularly review security concerns with their Board members and to request password and ID changes whenever new Board members are elected.

At this time, the domain name "afs.org" has been registered with the appropriate authorities as the official AFS International Web site. Several Partners have already reserved easily identifiable domain names such as "afs.ch" for Switzerland or "afs.org.gt" for Guatemala. This has not seemed to cause a problem and at this point is encouraged. Partners with volunteer chapters wishing to create their own Web sites, however, are encouraged to register volunteer chapter sites as sub-domains of the Partner s domain name. Though it will not stem the proliferation of unofficial sites, it will ensure that only "official sites" carry the official Partner domain name. Sites that are not an AFS Web site should not have AFS in its domain name or be hosted by an AFS server.

Steps are being taken internationally to register the domain names in all countries (e.g., "afs.dk" for Denmark) where this has not already been done.

Despite copyright or patents, intellectual property is easy to copy and use illegally. The following suggestions are intended to define the boundaries of and protect AFS s intellectual property as well as protect AFS from infringing on the copyrights of other s intellectual property.

Unless explicitly noted otherwise, all information developed by AFS International staff and consultants in the course of their duties for AFS is and remains the exclusive property of the AFS organization.

Partners who develop software internally must take precautions to ensure that the software is and remains the exclusive property of the Partner. At AFS International, this is accomplished by giving notice to staff and third parties that assist in the software development that the work will remain the property of AFS International. It is also recommended that Partners make it clear to third parties who may request permission to download or copy such software that it will remain the property of the Partner and that the third parties are required to comply with appropriate licensing agreements. While the software is the property of the Partner responsible for its development, all Partners are encouraged to share this information within the AFS system where appropriate and possible.

If information developed by a Partner is authorized for publication on the Internet, Partners retain certain rights to the materials even after publication. Currently, AFS International makes it clear to third parties that such information is copyrighted and remains the property of AFS, and that unauthorized use of such information is forbidden. Partners must develop a similar policy to protect their property rights to information that is published electronically, consistent with applicable laws.

Framing is a more sophisticated form of linking. The difference is that you do not leave the first Web site, when following the link to the next. Instead, the first Web site will create a frame surrounding the new Web site. The problem is that the headlines and advertisements of the first Web site (if any) will be visible, which may be seen as a violation by the owner of the second Web site.

It is possible to write text in a Web site that can not be seen directly by the reader, but which search engines will be able to register. This corresponds to "writing with invisible ink". As regards trademarks it has occurred that some site designers hide trademarks belonging to a third party in their Web site in order to tempt readers to visit their Web site. A competitor, a religious movement or a pornographic homepage could do this for example. This practice is regarded as a clear trademark violation. You can find violators simply by conducting a Web search using key words from your own Web site.

AFS Web sites must avoid violating laws in countries where their site is viewed. Determining which laws are applicable is challenging when working with an international and relatively new medium such as the Internet. Web sites are not only obliged to comply to local laws where the site is hosted. There have been cases where a person posting something on a Web site hosted in one country was indicted in a different country for that posting. For example, Kelloggs, an American company, received a complaint from the Danish Consumer ombudsman that www.kelloggs.com, which was marketed in Denmark, was in contravention of Danish rules about advertising to children. Anything posted on an AFS Web site must be consistent with the laws in the country where the site is hosted and in any country where that Web site is marketed. For example, Web sites with information directed at inbound participants should comply with the laws of the countries of those participants. To the best of your ability, AFS Web sites should also be sensitive to the laws of countries from which those sites may be viewed. Following the AFS Guidelines and Recommendations for Partner and Volunteer Web Sites will help you to achieve this guideline. In particular, the Guidelines regarding professional and ethical sites free of offensive or potentially offensive material should be carefully considered in the broader context of an international audience when viewers of the site are expected from other countries.

The Internet and on-line services can be a great tool for gathering information to assist the AFS organization in improving performance. Partners should be aware that much of the information on the Internet is subject to copyright or other intellectual property protection, and that the information may not always be accurate. Therefore, before downloading or using any of this information, it is important to ensure that the rights of the publisher are respected and that all requirements have been complied with, such as obtaining the express permission of the publisher prior to downloading items.

Downloading an executable file (.exe file) from the Internet may result in predefined configurations being changed, viruses being introduced into the system, and or other serious problems requiring repair or replacement of a machine or its software. Therefore, in order to safeguard the integrity of AFS computers and computer systems, it is recommended that Partners designate a knowledgeable staff person to review downloading requests.

In addition, all Partner offices must have up-to-date anti-virus protection on their servers and workstations to correct on an automatic basis any documents infected with computer viruses and to avoid passing these documents around the system.

Partners are encouraged not to download free software that contains advertisements for other companies as these do not enhance and may in fact detract from the image of AFS.

While access to the Internet and on-line services can be of significant benefit on a personal level, access through the AFS system is intended for official AFS use. Personal use should not interfere with AFS job responsibilities, or increase the cost to AFS. Also, there are a wide variety of materials available from these sources, and staff members should use discretion and good sense when accessing different sites and downloading materials. For example, any materials that AFS would not include in publications or post at the office should not be distributed or obtained from the Internet or on-line services. Staff should not participate in chat rooms or other discussion forums that do not further the AFS purpose using their AFS E-mail address as this can be perceived as a communication from AFS and not the individual involved. Partners are encouraged to address these issues in their staff HR manuals.

• All AFS staff and volunteers conducting business on behalf of AFS must be made aware of the fact that E-mail messages can be used as legal evidence in litigation. Furthermore, staff and volunteers must be advised that all AFS communications are the property of AFS and that E-mail, like other communications may be monitored.

• Each Partner must designate a staff member(s) to be responsible for handling E-mail inquiries from third parties. That staff member(s) must respond to those inquiries in a timely manner (in 48 hours or less).

• AFS should not give personal contact information to third parties without the express permission of the person that a third party is trying to reach.

• Partners with Web sites should designate a staff member or volunteer as the Web Site Manager. The Web Site Manager should be responsible for developing the site as well as monitoring information published on, and linked to and from it.

• Partners must develop internal policies and procedures for the publication of sensitive information on the Internet.

• AFS sites must be consistent with AFS's common identity, i.e. properly use the AFS logo on the homepage, in accordance with specifications stated in the AFS Identity Standards Manual (available from your office or the Communications Manager at IP).
• Old AFS logos must be removed from the site.
• AFS sites should not be hosted by providers that require their advertising be posted on the AFS site.
• AFS sites must not contain offensive or potentially offensive material, i.e. references to sex, drugs, guns, etc. and cannot be linked to a site containing such material.
• AFS sites must respect applicable data protection and privacy laws.
• AFS sites must include AFS copyright information.
• AFS sites must not use text, graphics and photos for which the appropriate rights and permissions have not been secured. All areas of an AFS Web site that collect information or solicit postings from visitors should be preceded with appropriate disclaimers.
• AFS sites must not contain images of individuals who may be visually identified unless they have the express permission of the individual, and if appropriate, the individual s parents or guardians.

A computer program that provides tools for searching out information on a network, such as the WWW, by reading and interpreting HTML files. Popular browsers include Netscape Navigator and Microsoft® Internet Explorer.

The official name of a computer, or service, on the Internet. The domain name is the part of an Internet address that identifies the specific organization being communicated with. For example, "president@whitehouse.gov" is the online address of the President of the United States. The domain name is everything after the @ symbol, that is, "whitehouse.gov" The "gov" stands for government.

The tangible expression of ideas that uniquely derive from an individual or group s painstaking intellectual efforts. [As a note, ideas can t be protected only tangible expressions of ideas] Software, texts, manuals and databases are all examples of intellectual property.

In the World Wide Web a URL is a string of characters that precisely identifies an Internet resource s type and location. For example http://www.afs.org is the URL of AFS International s Web site. Synonymous with address.

In the World Wide Web a collection of related and linked Web pages that is developed by one organization, company or individual. Typically a Web site has a home page that directs browsers to other pages within the site using hyperlinks.

NOTE: THE ABOVE IS A PUBLICATION BY AFS-INTERNATIONAL AND NOT THE MISS TENNKY AREA TEAM. IT IS SHARED FOR INFORMATION PURPOSES ONLY.