Email, Communications and Discord Joining

PURPOSE

This procedure sets how club email accounts and signatures are used, how official accounts post publicly, and how people join the Racerbot Discord server.

1. CLUB EMAIL

1.1 All email on Racerbot business, whether new or a reply, and to any recipient, shall be sent from a club email account. Personal and SFU student accounts shall not be used.

1.2 The club accounts are the sfuracerbot Gmail accounts listed in the password vault, including sfuracerbot@gmail.com (general) and sfuracerbotpresident@gmail.com. The President may add role accounts. The Marketing Coordinator keeps the list.

1.3 Every club account shall have its credentials in the vault, multi-factor authentication enabled, and two executives with access. An account may be added to a personal mail application, but shall never forward automatically to a personal account.

1.4 An executive contacted at a personal address shall reply from a club account and continue the correspondence there.

1.5 sfuracerbot@gmail.com shall be copied on correspondence with sponsors, funders, the University and competition organizers.

1.6 Club email shall be answered within three business days. The Marketing Coordinator monitors the general inbox.

2. SIGNATURES

2.1 Every club account uses a signature copied from the “SFU Racerbot Email Signature” template in the club Drive: https://docs.google.com/document/d/107orkt7FOJhrvK2COscYxRTJVnyLvR2VRM8DmHgRg60/edit

2.2 The template is copied into the Gmail signature settings and completed with: name; pronouns (optional); exact title (the Constitution §5.1 office, or the actual role); “SFU Racerbot”; the account address; and the standard address line.

2.3 The layout, logo, colours, fonts, organization name and address shall not be changed. Only an optional telephone number may be added.

2.4 A signature shall be updated within seven days of a change of role. Only the Marketing Coordinator edits the template, and shall tell the executives when it changes.

3. PUBLIC POSTS

3.1 Posts on official accounts are made or approved by the Marketing Coordinator or the President.

3.2 Every public invitation to the Discord server, including posts, posters, emails, slides and QR codes, shall use sfuracerbot.ca/discord.

4. DISCORD JOINING

4.1 The server is joined only through sfuracerbot.ca/discord. No discord.gg or discord.com/invite link shall be shared anywhere else.

4.2 The page shall require a human check before revealing the invite, once the check is available on the site. The invite is held as a server-side setting and shall not appear in any page.

4.3 One non-expiring invite sits behind the page and is the only active invite on the server. Any other invite found is revoked.

4.4 Operations keeps the Create Invite permission removed from every role except Administrator, the verification level at High or above, and new joiners at Visitor until onboarding is complete.

4.5 The invite is rotated each semester, when it leaks, and during bot waves: a new invite is created, the server-side setting updated, the page confirmed to work, and the old invite revoked.

4.6 In a bot wave, Operations revokes the invite, removes the accounts, and issues a new invite once the problem is resolved.

4.7 The Marketing Coordinator owns the page, and Operations owns the server settings and the invite. Either may rotate the invite, and shall tell the other.

5. COMPLIANCE

5.1 Use of personal email, a non-standard signature or a direct invite link by an executive is a failure to operate an office to standard (POL-06 §1.1), and Constitution §4.12 applies.

REVISION HISTORY