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Communications

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There are several methods of communication open to Member Network Committees. Below you will find details of each one, who it is available to and what it is for. 


Communicating with the Secretariat
Member Networks webpages
In Practice
eNewsletter
Committee News email
LinkedIn Groups
Twitter
Event photographs

Annual Convenors' Meeting
Advisory Forum
Member Network emails
External events
CIEEM leaflets

Members Surveys
Data protection


 

Communicating with Secretariat

CIEEM’s Members Networks are run by around 170 dedicated volunteers whose time is very much appreciated.  Your main point of contact at the Secretariat will generally be the Member Networks Coordinator or your Country Project Officer (for Ireland, Wales and Scotland).  Supporting so many active volunteers effectively is a big task and we have provided some useful tools in the form of this Committee Toolkit (including a handy FAQ page), your Microsoft 365 committee subsite and a bi-monthly Committee News email to keep you up to date. These resources should provide most of what you need to effectively run your committee and they are continually updated to make sure they remain relevant and useful.

Please remember to make use of these resources as a first port of call, but don’t hesitate to make contact with the Member Networks Coordinator, Country Project Officer, or other relevant member of CIEEM staff should you need to do so. It is helpful if you can be mindful of who you are copying into your emails when you use ‘Reply All’ as it is not possible to keep up with the email traffic going on amongst so many hard working committees. Key channels for you to keep in touch with the Secretariat include:

  • Your online event submission forms and related articles;
  • Committee meeting minutes, which should always be copied to the Member Networks Coordinator;
  • The Annual Convenors’ Meeting;
  • The Advisory Forum; and
  • Your Annual Activity Report, which will be due each January for consideration by the Governing Board in March.

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Member Network webpages

Available to: Members, non-members, public.

The Member Network webpages give information about each Section/SIG, including the committee structure, upcoming events listings and news on past events and other activities. This is the 'public face' of your committee and provides a central repository for news of all your activities so that members can get a sense of what each committee is up to on their behalf. 

There are no word limits for items being published here and committees are encouraged to send in articles and reports for inclusion – even if this is just a few photos of an event with captions to explain what is going on.  Don’t forget to include a photo or two with your articles where possible.

Items will be published on your News page on an ad hoc basis as they are recieved (no deadlines or word limit) and a short abstract of each will be included in the next available edition of In Practice. This abstract may be in the form of snippets taken from your full article. However, if your article is longer than 500 words it would be appreciated if you could also supply a short abstract for this purpose.

You should also aim to publish committee member profiles to strengthen your web presence and give a 'human face' to your committee.

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In Practice

Available to: All CIEEM members and non-member subscribers

In Practice is a quarterly journal and is a great place for Member Networks to publicise their activities. 

The main hub for all your news items and events write-ups is your Member Networks News webpage.  Each issue of In Practice will feature (where possible) a round-up of all news items published since the previous edition.  This will be produced by the Member Networks Coordinator using snippets or captions from your news items, or a short abstract prepared by you for longer articles.

If there are other specific items you would like to include please contact the Member Networks Coordinator to discuss.

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eNewsletter

Available to:  CIEEM members and non-member subscribers.

The eNewsletter is produced every two months and is emailed out to all members, plus non-member subscribers and made available on the public area of the CIEEM website.  The eNewsletter is not suitable for longer articles, but will include a link to all your upcoming events and other relevant news, such as elections.  If there is an item you would particularly like to highlight in the eNewsletter please contact the Member Networks Coordinator.

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Committee News email

Available to: All Member Network Committee members.

The Committee News email is sent out every two months to all Member Network committee members providing updates from the Secretariat and sharing of good practice and experiences between committees.  You are welcome to include items here that may be of interest to members of other Member Network committees, or request that matters of relevance to all comittees be clarified or expanded upon. 

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LinkedIn groups

Available to: LinkedIn Group members who may or may not also be CIEEM members.

The central CIEEM LinkedIn group is a great place to network and share news about what is happening in your Member Network.  Country Sections also have their own LinkedIn subgroup where they can talk about issues of particular relevance to them. You can nominate a member of your committee to be set up with the appropriate permissions to act as moderator for your LinkedIn group.

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Twitter

Available to: All followers of our Twitter feed, who may or may not also be CIEEM members.

Twitter is a great way to promote events and other activities to raise awareness of CIEEM and can be particularly useful in engaging with a student audience.  CIEEM has a central Twitter account, so if there is anything you would like us to Tweet about please email text to the Member Networks Coordinator.

If tweeting from your own account please remember to use our handle @CIEEMnet and your Section hashtag, which can be found on your Section's public webpage.

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Event Photographs

For use in connection with committee activities on the CIEEM website, In PracticeeNewsletter and Twitter.

Providing a few photographs of participants enjoying your events for use on your committee webpage and in other CIEEM promotional materials is a great way to give that ‘human’ touch to your activities. Photos should generally show a group of people engaging in an activity (rather than focussing on anyone in particular), but do make sure that anyone who is obviously recognisable in the picture (such as the event leader) is happy for their picture to be used before you send them in. This can be a simple verbal consent on the day, but do please remember to ask the question.

Event images may also be used in connection with other related CIEEM activities, such as promoting events and training, or Member Networks in general. If you have any concern about images being re-used please make this clear when submitting them. Please also confirm if images should have any specific attribution when used.

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Annual Convenors’ Meeting

Available to: Member Network Convenors or other nominated representative from the committee.

The annual meeting for Convenors is an opportunity to share good practice and hear from the Secretariat about the direction of the Chartered Institute so we can all be working together as one body for the benefit of members and the profession. This is generally held in Birmingham (being fairly central) in November or December and all committees are strongly encouraged to send a representive. If the Convenor is unable to attend, another committee member is welcome to come in their place and there is usually space for up to two people from each committee.

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Advisory Forum

Available to:  Section Convenors or other nominated representative from the committee, President, Vice Presidents, Chairs of Standing Committees plus nine additional elected members.

The Advisory Forum meets twice a year to provide strategic advice to the Governing Board on key matters. As such it has been constituted so as to provide a line of communication from the members to the Governing Board and vice versa.  All Sections are encouraged to consult with members in their network and send a representative to feedback on matters of concern to their members.

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Member Network emails

All Geographic Sections have been provided with a cieem.net email account to enable members to contact their committees direct. Special Interest Groups can request this facility if needed.

Monitoring: Your account must be regularly monitored by a nominated committee member to ensure that enquiries are responded to appropriately. This could be achieved by logging into the account regularly, or by setting an auto forward to another email address so you can see when new mail has arrived. There is unlikely to be a lot of email traffic to these accounts, so the time requirement should not be too onerous.

Security: The log in details may be shared with other committee members to facilitate handling of emails via the account, but must not be shared with anyone outside the committee. If a committee member who knew the password leaves the committee, or if the password becomes known by anyone outside of the committee, the password should be reset immediately. Your password will also be reset occasionally by the Secretariat for security purposes and to enable routine account maintenance. You will be notified when this happens and the new password will be provided promptly to your nominated point of contact for the account. Should you have any difficulty accessing your account please contact the Member Networks Coordinator or Office and Finance Manager.

Formatting: All emails should be formatted in Calibri 12pt (which is set as the default) and it is good practice for email subject lines to begin with ‘CIEEM ** Section:  …‘.  Please leave the Autosignature and Auto Reply messages as set.  You can add information to the Auto Reply from time to time as needed, but please leave the basic information already entered to ensure enquirers understand who they have emailed and how to get hold of CIEEM staff if needed.

Usage:  All CIEEM communications reflect on the Institute and its members. Accordingly, your committee email account must not be used for anything other than legitimate CIEEM Member Network business, such as dealing with routine enquiries or requests for information. You should not use it to advertise external events that CIEEM are not a part of, express any kind of policy position on behalf of CIEEM or do anything to bring CIEEM into disrepute. Any misuse could lead to the account being suspended whilst an investigation takes place. Should you receive any emails that you feel could be considered inappropriate (e.g. inflammatory or abusive), could have legal implications or give you any other cause for concern, please forward to the membernetworks@cieem.net in the first instance.

Mass mailings: If you would like to send a mass email to all members, or a subset of members (eg of a particular membership grade), in your network, please send this request to the Member Networks Coordinator or Country Project Officer who will be able to do that on your behalf. Event mailings will routinely be sent to all members who have subscribed to hear from your committee by the Secretariat and copied to your committee email account.

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External events

CIEEM is a non-profit making organisation and our training, conferences and events represent an important source of income. We are therefore unable to promote external courses and events that CIEEM is not a part of.

The only exceptions to this are:

  1. Joint events where CIEEM is a partner or collaborator.
  2. External events organised by statutory or government agencies that are relevant to CIEEM members and do not compete with CIEEM.

Whilst we may be able to promote some external events via our website, we can never email CIEEM members directly about external events and activities that CIEEM are not a part of, as we do not have our members’ permission to use their contact details for third party advertising.

For further details please see www.cieem.net/external-events-policy

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CIEEM leaflets

A selection of printed materials are available for you to use at both your own events and when attending external events with a CIEEM stand. These leaflets will be reissued from time to time, so if you would like to request a restock of any of these items please email enquiries@cieem.net. New items will be announced in Committee News email as they become available.

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Members Surveys

Available to:  CIEEM members.

CIEEM has a central Survey Monkey account.  If you wish to survey the members in your network, please send a list of questions to the Member Networks Coordinator or Country Project Officer so that a survey can be constructed and sent out on your behalf.  Please remember to keep surveys short and to the point to encourage participation, and do not send them out too often to avoid ‘survey fatigue’.  It is also a good idea to feed back to members what has happened as a result of their participation in a survey, e.g. at your next Annual Members' Meeting or through an article on your News webpage.

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Data protection

The importance of data protection cannot be over emphasised for the protection of our members and for the reputation and legal protection of CIEEM.  If you are in possession of any member contact details, you must only use these for routine CIEEM business, such as promoting your events and activities, and not for any other form of external advertising or mailing.  You should always use the Bcc field in emails to protect contact details where multiple members are emailed at the same time.

Please see the CIEEM Best Practice Guidance on Data Protection, updated to include the provisions of GDPR and designed for both staff and volunteers.

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