# WhatsApp Community Guidelines HSSPA’s WhatsApp Community helps members meet people, exchange practical information, and organize activities. It brings our approved groups together in one place, with spaces for different interests and experiences. These guidelines help members and volunteer group leaders keep those spaces welcoming, useful, and safe. ## Joining the community Start through the [HSSPA Join Us page](https://www.hsspa.harvard.edu/join-us). Private WhatsApp spaces are for eligible, verified HSSPA members. This includes spouses and partners of current Harvard students and other recognized Harvard affiliates, as well as former student spouses and partners who remain connected to HSSPA. A student’s graduation does not automatically end their spouse’s or partner’s membership. Please tell HSSPA if your Harvard connection changes so we can confirm any update needed. An invitation to an event does not automatically include access to private chats. Any guest access needs separate approval with a clear purpose and scope. Please do not forward private invitation links or add people without approved access confirmation. ## Keep verification information private HSSPA may ask for an HUID or other suitable information to confirm eligibility. An HUID is a Harvard University identification number. It may belong to your Harvard-affiliated spouse or partner and must be shared with their permission. Send verification information only through HSSPA’s approved private process. Never post HUIDs, identity documents, passwords, or login codes in WhatsApp. Group admins receive confirmation of verification rather than the underlying documents. A new academic year alone does not mean repeating the full verification process. Updated confirmation may be needed when your circumstances change or for a particular opportunity. ## Help everyone feel welcome Our members come from different cultures, languages, and backgrounds. A message that seems straightforward to one person may sound different to another. Use clear, polite language and ask what someone means before assuming their intention. - Treat people with dignity. Harassment, discrimination, threats, bullying, intimidation, and retaliation are not acceptable. - Keep messages relevant to the group’s purpose. Avoid repeated or excessive posts. - Welcome questions and respectful disagreement. - Do not use group chats for personal disputes, pressure, or unwanted direct messages. - Do not knowingly share false or misleading information. Correct important errors when they are identified. - Follow reasonable admin guidance and report suspicious accounts, links, or requests. You do not need perfect English to participate. Patience and kindness help everyone feel more comfortable joining the conversation. ## Respect privacy Ask before sharing another person’s messages, screenshots, photographs, phone number, or personal information outside the group. If you need to report a concern, share only the relevant information privately with the people handling it. Do not circulate sensitive material through other groups or use it to embarrass someone. ## Advertising and buying or selling Advertising, selling, fundraising, client recruitment, and other solicitation are not allowed outside the designated HSSPA Buy & Sell group. Within that group, follow its posting rules. Relevant informational links may be shared when they directly serve a group’s purpose. Use care with private transactions and report suspicious activity. HSSPA does not guarantee transactions between members. Membership and WhatsApp access are free; never pay anyone for access. ## What group admins do Volunteer admins help members take part and keep each group focused. They should: - Welcome newcomers and explain the group’s purpose. - Confirm approved access before adding someone. - Moderate calmly and consistently. - Follow up on questions and concerns. - Keep the group lead and designated current Board members as admins. - Maintain useful records and arrange cover or a handover when needed. No official HSSPA group should depend on one person having sole administrative control. Admins and Board members should acknowledge messages within two calendar days and provide a reply or progress update within one week. If a decision needs more time, they should explain the next step and when you will hear from them again. ## When a concern arises For an ordinary concern, contact the group admin privately. If the issue continues or is serious, contact a designated Board admin, the President, the Governance and Records Lead, or another uninvolved Board member. If your concern involves the usual contact, approach someone else. You do not need to raise a serious concern publicly in the group. A minor issue may need a clear, respectful reminder. Repeated concerns should be referred to the appropriate Board contact. Moderation should protect people and help the group function, not punish someone for asking a question or offering feedback. Serious safety, harassment, discrimination, fraud, impersonation, privacy, or security concerns may require immediate temporary restrictions under the applicable emergency authority. The reason, scope, and review date must be recorded. Temporary protection is not a final finding of misconduct. Final disciplinary restrictions follow the bylaws, including written notice of the proposed action and principal reasons at least seven calendar days before the decision, an opportunity to respond, and consideration by people who are not involved. Decisions and reasons must be recorded and communicated. Removing chat access must not be used to bypass the required process. A member may request reconsideration within fourteen calendar days of a final disciplinary decision because of important new information, a procedural error, or a disproportionate outcome. Good-faith reporting must not lead to retaliation. For immediate danger, call 911. Serious concerns may also be taken directly to an appropriate Harvard resource. ## Suggest a new group Any eligible, verified HSSPA member can propose a group, offer to lead or co-lead, or suggest an activity. First, check the [existing groups](https://www.hsspa.harvard.edu/groups). If a group already serves the same purpose, speak with its leader about working together. Send your proposal to HSSPA and ask for the Groups Manager. Include: - Your name and contact details. - The proposed group name and purpose. - Who the group would serve. - How it differs from existing groups. - The activities you have in mind and how often you would meet. - A volunteer lead and backup. - Any accessibility, language, privacy, moderation, or safety needs. - Any funding, publicity, or other support requested. - Any personal or business interests relevant to the proposal. Do not include an HUID or identity documents in the proposal. Verification is handled separately through the approved process. ## How group proposals are reviewed The Groups Manager helps develop the idea. The Communications Manager or a designated Board admin coordinates intake and updates. The Board decides whether to approve the group. Requests should be acknowledged within two calendar days, with a reply or progress update within one week. A complete request received at least seven calendar days before the monthly Board meeting should normally be placed on that meeting’s agenda. HSSPA aims to provide a clear decision within thirty calendar days of receiving a complete request, and a written decision or next step within seven calendar days after the meeting. These are targets rather than guarantees. If more time is needed, the person handling your request should explain why and give the next review date. The Board may: - **Approve:** confirm the lead, backup, Board admins, conditions, and launch arrangements. - **Request revisions:** explain what needs to change before approval. - **Suggest a merger:** connect the proposal with an existing group. - **Defer:** explain what information, timing, or capacity is needed and when it will be reviewed. - **Decline:** give a short, respectful reason and suggest an alternative where practical. You may request reconsideration within fourteen calendar days if you have important new information or have addressed the reasons for the decision. ## Before launching a group Wait for approval before using HSSPA branding or presenting a group as an official HSSPA group. An authorized Community admin adds approved groups to the WhatsApp Community. Before launch, confirm the group description, conduct reminder, verified lead, backup, and designated Board admins. Do not create a separate or duplicate official HSSPA group outside this process. Approval to start a group does not include approval for spending. Funding requests follow the Group Funding Guide and require the appropriate written approval. ## Keeping groups active and supported Group leaders should check in with the Board about sixty days after launch and every six months thereafter. These conversations help confirm that the group remains useful, the lead and backup are available, and any concerns are being addressed. After sixty days without meaningful activity, HSSPA should contact the lead and offer support. After ninety days without activity or responsible coverage, the Board may pause, merge, or close the group after communicating with the lead where practical. Keep the approved shared folder updated with plans, activity summaries, approvals, and handover notes. Sensitive records need restricted access. Record significant concerns and follow-up without copying entire chats or collecting unnecessary personal information. ## When a group leader steps down Thank you for the time and care you have given. If you need to leave or pause, let your Board contact know early and help arrange a handover. Give fourteen calendar days’ notice where possible. Complete the handover before leaving when practical; admin transfer and access updates should normally be completed within seven calendar days of the transition date. Role access must be removed promptly when a role ends or security requires it. Confirm a successor or interim lead, transfer the relevant admin controls, and pass on pending activities, useful records, and unresolved questions. Update the group description and joining instructions where needed. Do not delete the group, remove official records, or retain sole control. Leaving an admin role does not automatically end ordinary membership; member access is considered separately. ## Questions and suggestions Email if you need help finding the right contact or would like to suggest an improvement. These guidelines support everyday community life. The bylaws govern eligibility, authority, and formal decisions. We welcome thoughtful feedback as HSSPA’s needs change.