WhatsApp platform rules

Why these rules exist

The EGSOSA Constitution did not explicitly set out what the platform rules are, how the administrators should apply them, or what action follows a breach. The Executive, through the Global President, set up a five-member committee to recommend rules the Executive could present to the general house. The committee was asked to recommend rules for members' interaction on the platform; to propose how the administrators should apply them, with checks and balances against abuse; and to ensure nothing recommended violates the Constitution. It worked for one week, from 13 to 17 October 2023.

A · The rules

Rule 1Respectful communication

1. Members should engage with respect and courtesy, refraining from offensive language, personal attacks, hate speech, bullying, harassment, unnecessary disputes or derogatory language towards other members.
2. Refrain from sharing explicit, offensive or controversial content (for example nude or pornographic pictures and videos) that may offend others.
3. Every member shall identify himself or herself by indicating names on their display picture or stating their full name after a message.
4. Act as a responsible ambassador of the association, promoting unity and co-operation among all members.
5. No member should insult other members, EXCO or administrators in the name of constructive criticism or politics.
6. Members should respect the administrators' decisions in their communications, which are meant to help enforce order on the platform.

Rule 2Discussion topics

1. Discussions should stay relevant to the group's purpose, as set out in the objectives in the Constitution. Members may raise other topics when association-critical topics are not tabled; unrelated posts made during such discussions will be deleted by the administrators, who will specify how long an important topic is to be discussed before unrelated topics are allowed.
2. Use the platform to foster networking, mentorship and professional development among the alumni.

Rule 3Tagging of members

1. All posts must respect the time and availability of other members by avoiding excessive messaging or unnecessary tagging.

Rule 4Accuracy of messages

1. Ensure that all shared information is accurate, authentic, credible, verifiable and relevant to the association's interests.

Rule 5Polls and surveys

1. Seek approval from the administrators before initiating polls, surveys or large-scale discussions.

Rule 6Consecutive messages

1. Avoid sending multiple consecutive messages; use concise language to convey thoughts effectively.

Rule 7Group profile

1. Members may not change the group name, description or profile picture. Only the administrators may do so.

Rule 8Spam

1. Any form of spam, including promotional content and unrelated links, is prohibited; these are easy ways of compromising members' WhatsApp and the association platforms.

Rule 9Privacy and confidentiality

1. Information shared within the group should stay within the group.
2. Do not share messages or posts from the group on social media without permission from the administrators or the originating member.
3. Do not share any personal or sensitive information about other members without their consent.

Rule 10Promotion of wares

1. Promotion of members' wares is restricted to Wednesdays and Saturdays, subject to prior approval from the administrators.
2. Promotional posts must be short, and may not be repeated more than three times on the approved days.
3. Only members who meet the minimum financial and meeting-attendance requirements that qualify a member to vote under the Constitution may advertise on the platform.
4. Advertised wares should be relevant and add value to members; advertising members must disclose their affiliation with the wares.
5. Members are prohibited from sending unsolicited direct messages with advertisements.
6. Members who rely on these adverts to do business should carry out due diligence; the group is not liable for business misadventure.
7. Members may report any advertisement that violates the rules; the administrators will review and act.

Rule 11Job opportunities

1. Contribute positively by sharing insights, job opportunities and relevant news that add value to members and the alumni network.

Rule 12Constructive feedback

1. Constructive criticism is allowed with proof, and critics should also offer solutions in their submissions.
2. Members should be open to constructive feedback and suggestions from others for the betterment of the association.

Rule 13Religious or political posts

1. Discussions on religion and politics are allowed provided they do not violate the rules on offensive language, personal attacks or hate speech.
2. Political and religious discussions are allowed only on Mondays, Fridays and Sundays.
3. If any discussion becomes too heated, divisive or disrespectful, the intervention of a minimum of three administrators to stop it shall be respected, so that no single administrator ends a discussion out of personal dislike.

Rule 14Members' exit

1. Members who wish to leave the group should do so gracefully, without unnecessary drama.
2. Exiting members should give their reasons when contacted by the administrators, so that legitimate concerns can be addressed and reinstatement considered.

Rule 15Appropriate content

1. Since the association includes members of different age groups and both sexes, content should be appropriate and respectful of everyone's sensibilities. Childhood-gathering posts should not be the sole content of the platform.

Rule 16Reporting

1. Report rule violations to the administrators privately; open confrontations should be avoided.
2. Report technical issues or glitches to the administrators for prompt resolution.

Rule 17Regulation and copyright

1. Abide by all legal regulations and copyright laws when sharing third-party content.
2. Insulting the government on the platform is prohibited, as it could result in enforcement against the association. Policies and actions of government may be criticised without insult and without converting the association into a political group.
3. Posts promoting protests of any form against governments are not allowed. The association is non-political.

Rule 18Protection of the platform

1. All members must activate two-step verification on their WhatsApp.
2. Administrators must ensure that prospective members have two-step verification enabled before being added; evidence of protection is an additional requirement for admitting new members.

Rule 19Conflicting activities

1. The main purpose of the association takes precedence over all other activities on the platform.
2. If a core association activity needs discussion on a day allotted to wares, politics or religion, all other activities wait until the time allotted by the administrators for the core activity is exhausted.

Rule 20Forwarded messages

1. Forwarded messages are discouraged unless relevant and of value to members.
2. Refrain from sending chain messages, memos or irrelevant content that clutters the group.
3. Members may post their achievements and interviews at any time; if political or religious in nature, they follow the Monday, Friday and Sunday rule. No such posts during deliberation on core association topics.
4. All other posts not related to wares, politics and religion, or interviews and achievements are allowed at any time, provided the rules of respectful communication are followed and no core topic is under deliberation.

Which posts on which day

EGSOSA main-objective posts take precedence over all other posts and have first priority for posting and discussion, whatever the day of the week. Interview and achievement posts that are political or religious in nature may be posted only on Mondays, Fridays and Sundays.

B · How the administrators enforce the rules

1. When an administrator identifies a violation, gather evidence — screenshots, timestamps and any relevant information.
2. Before any public warning, contact the member privately, in a direct message.
3. Be respectful and clear about which rule was violated, provide evidence where necessary, and encourage the member to rectify the behaviour.
4. State clearly what is expected going forward: deleting the offending message, refraining from further violations, or apologising to the group.
5. If the member does not respond positively, or continues to violate the rules, issue a concise, firm public warning in the group focused on the rule violation.
6. Record every public warning for future reference.
7. If the violation persists or escalates, follow the escalation policy: multiple warnings, temporary removal from the group, or permanent expulsion, depending on severity.
8. Consult the other administrators to ensure consistency in enforcing the rules and issuing warnings.
9. After a warning or any action, communicate it to the platform; transparency shows members that the rules are enforced.
10. Members are encouraged to report violations and give feedback on the administrators' actions. Complaints are investigated by a group of administrators, who report their findings and decisions back to the platform.

C · Further measures

1. Remembering our purpose. Members receive periodic reminders of the association's primary purpose and the importance of contributing positively to its goals.
2. Revision of the rules. The Executive may revise the rules from time to time; members should check for changes periodically. Changes will always align with the Constitution.
3. Reaching the administrators. Any administrator can be reached by any member with questions or concerns; if one administrator does not resolve them, members may approach another.
4. Platform shutdown. Only the Global President and the Vice President may temporarily shut down the platform, and only in emergencies — where there are threats to the platform, or where specific information must be read and digested by all members while the platform is frozen. During a shutdown only administrators can post.