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PURPOSE
This procedure sets the Discord access tiers that follow each status, how access to the club AI subscription is granted, how quickly access changes, and how both are audited.
1. DISCORD ACCESS TIERS
1.1 Discord access follows status on the register. Each tier includes the access of the tiers above it:
| Tier | Who | Access |
|---|---|---|
| Visitor | Anyone on the server with no status | Welcome, rules, public announcements, how to join, open chat |
| Candidate | Applicants | Read-only applicants area |
| General Member | Constitution §3.4 | Member announcements, general chat, voting, events, private thread with Internal Affairs |
| Probation or Active Member | Constitution §3.1 to §3.2 | Own subteam channels (post), other subteams (read), technical resources, lab channels once cleared for lab access |
| Team Lead | Executive leading a subteam | Management of own subteam channels |
| Executive | Constitution §5.1 | Executive channel |
| Administrator | President and at least one other executive | Server settings, roles, invites, audit log |
1.2 Members on Leave keep their access. Alumni Advisors have an alumni channel and announcements. Departing members become Visitors. Expelled members are removed from the server.
1.3 No role, colour or tag shall show why a person holds a status.
1.4 Internal Affairs assigns roles. The President or a team lead may do so when Internal Affairs is unavailable, and shall tell Internal Affairs. Operations administers server settings and invites.
2. AI ACCESS
2.1 Access to the club AI subscription under POL-05 §8 is of two kinds:
| Access | Who | How |
|---|---|---|
| Administrative | Executives | Web interface, signed in with the club Google account |
| Technical | Active and Probation Members approved by their team lead | Remote login to a club device on which the command-line tool is signed in |
2.2 The team lead approves technical access in writing. Operations provisions it within seven days and records the member’s name, status, the date, the device and the approver.
2.3 The member shall be briefed on POL-05 §7 and §8 before first use.
2.4 No member shall be given the club Google password to obtain technical access.
3. TIMING OF CHANGES
3.1 Access changes on each event as follows:
| Event | Discord | AI access |
|---|---|---|
| Registers as a candidate | Candidate within 3 days | - |
| Passes interview | Probation and subteam within 2 days | On approval |
| Cleared for lab access (POL-03 §4.1) | Lab channels within 2 days | - |
| Confirmed Active | Active within 7 days | - |
| Becomes a General Member (inactivity, performance, conduct, end of leave) | Adjusted the same day | Removed the same day |
| Placement ends or leaves subteam | Adjusted the same day | Removed within 7 days |
| Leave beyond one term | Unchanged | Removed within 7 days |
| Returns to Active | Restored within 2 days | Fresh grant |
| Joins or leaves executive office | Within 7 days; administrator access removed the same day on leaving | Within 7 days |
| Resigns | Visitor within 7 days | Removed within 7 days |
| Expelled | Removed the same day | Removed the same day |
3.2 Access changes are administrative, are never announced, and are not delayed by an appeal. Access is restored within two days of a decision being reversed.
4. AUDIT
4.1 Each semester, Internal Affairs reconciles roles against the register, and Operations reviews administrator access, active invites and AI access. Mismatches are corrected and the review is recorded.
REVISION HISTORY
| Version | Date | Summary |
|---|---|---|
| 4.0 | October 11, 2026 | Merged with SOP-ADM-07 (AI access provisioning). Lab channels follow POL-03 §4.1 clearance. |
| 2.1 | September 2026 | Previous version. |