Communications, Digital Resources and AI

PURPOSE

This Policy governs Racerbot’s official channels and accounts, who speaks for the club, how member data is handled, how platform access follows status, what subteams may decide for themselves, and the use of AI, including the club AI subscription.

1. CONTINUITY

1.1 Every club-critical account, service and record shall be accessible to at least two executives.

1.2 The domain, code organization, social media accounts, club email accounts and AI subscription shall be held under club-controlled accounts. Governance, financial, membership, safety and sponsor records, and communication templates, shall be owned by a club Google account.

1.3 Working documents and individual work may be owned by personal accounts.

1.4 Credentials shall be kept in the club password vault, with multi-factor authentication enabled wherever possible.

1.5 The Operations Coordinator shall back up club files each year and record the date.

2. OFFICIAL CHANNELS

2.1 The official channels are the club Discord server and the club email accounts listed under SOP-ADM-10. Decisions and notices take effect when given through them.

2.2 All email on Racerbot business shall be sent from a club email account, with a signature under SOP-ADM-10. Personal email shall not be used for club communication.

2.3 Performance and disciplinary matters shall be handled privately and never in shared channels.

2.4 Candidates are contacted through the applicants area and club email.

3. PUBLIC REPRESENTATION

3.1 Only the President, the Marketing Coordinator and people they designate speak publicly for Racerbot. Members may speak about their own work.

3.2 Racerbot is not an agent of SFU or of any body that recognizes it, and shall not claim to be.

3.3 Members shall be told when photographs or video are being taken, and may ask not to be identifiable. Such a request shall be honoured.

3.4 The website roster lists Active Members and Members on Leave. Removal from it is not announced.

4. MEMBER DATA

4.1 Racerbot collects only names, contact details, program, status and participation records, and the student number and lab access details that FAS requires for the lab access list.

4.2 Member data is seen only by Internal Affairs, the President, the Operations Coordinator for lab access, and the member’s team lead, and is not shared outside Racerbot except with FAS for lab access or where otherwise required.

4.3 Members may see and correct their own data.

5. PLATFORM ACCESS

5.1 Joining the Discord server does not make a person a member. Server roles follow the register.

5.2 The server is joined only through sfuracerbot.ca/discord (SOP-ADM-10).

5.3 Access to channels and resources follows status and office under SOP-ADM-06. General Members keep what they need for notices, appeals and voting.

6. SUBTEAM AUTONOMY

6.1 The executive leading a subteam may set its technical and quality standards, conventions, tooling and workflows. Subteam rules take effect once written, dated and shared with the subteam, and shall be kept in one place.

6.2 A subteam rule shall not conflict with a higher instrument, change any person’s status, create a sanction, weaken safety, commit funds, bind another subteam, or add a knowledge test to intake.

7. USE OF AI

7.1 Members may use AI for club work where the result meets the normal standard, others can understand and maintain it, and the member can fully explain it.

7.2 Work that a member cannot explain shall not be submitted. Doing so is a performance matter under POL-01; presenting it as understood work is a misrepresentation under POL-02 §4.

7.3 AI-generated material shall be identified where a reader would otherwise assume it to be original. The member remains responsible for defects, safety and licences.

7.4 AI output is never a safety authority. POL-03 and the SOPs govern.

7.5 The licence of generated code shall be checked before it enters a club repository.

8. CLUB AI SUBSCRIPTION

8.1 The AI subscription is club property, held under the club Google account, and shall be used only for club administration and technical work. Coursework, personal projects and job applications are not permitted uses.

8.2 Executives may use the subscription for administration. Active Members and Probation Members may be granted technical access by their team lead under SOP-ADM-06. Access is personal and shall never be shared.

8.3 No person shall enter into an AI tool another member’s personal data, credentials, confidential sponsor or funder material, or complaint records.

8.4 No person shall change the account’s password, recovery details, billing or plan.

8.5 If usage threatens the budget, the President may limit access and shall explain why.

8.6 Misuse is dealt with under POL-02.

REVISION HISTORY