Policy & Terms

INTRODUCTION

This policy outlines the standards for communicating when using social media platforms on behalf
of the Al-Mahdi Islamic Community Centre, London Ontario, Canada. This policy includes
Endowment Council members, Board of directors, staff, or volunteers, and community members at
large. This policy is a “living document” and should evolve with new incidents and learnings.

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RESPONSIBILITY OF THE POLICY

1. The Board of Al-Mahdi Centre has the sole responsibility for editorial policies governing Al
   Mahdi communications and the content posted.
2. Only those persons authorized by the Al-Mahdi Centre Board are permitted to post material
   on social media.
3. Only authorized spokespersons such as Social Media Officer or the liaison for the Board
   of Directors may coordinate communications with members of the media.
4. The Al-Mahdi Centre holds in regard all the Marjaas of Shia Ithna-Asheri, Ja’afari Islamic
   School of Thought and respects our diverse culture. Therefore, no posts or communications
   against any personality or values will be tolerated.

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STRUCTURE & PROCEDURES

The liaison for the Board of Directors of Al-Mahdi Centre will work with the Social Media Officer
who will oversee the posts. The Social Media Officer can form a team to divide the work internally
or share these tasks with a Board of Directors (such as the Secretary).

I. Internal communication:

1. All posts that are suggested by a community member, or director(s) for the
consumption of the whole community should be approved by the Board liaison for
social media (e.g. the Secretary). Endowment Council member(s), if for any reason,
would like to use social media would coordinate with the sitting President of the
Board.

2. Privacy and security of members of the Al Mahdi Islamic Centre is to be maintained
at all times.

3. Email and WhatsApp will be the primary sources of internal communication:

i. Email Announcements types:

a) Program announcement: AMAMU events that Al-Mahdi is responsible
for.
i. Frequency: May be sent any day of the week.
ii. Time: Sent by email a week prior to the event; the reminders sent
on WhatsApp a day prior to the day of the event.

b) Community announcement: email announcements sent on request of
community members. AMAMU does not take responsibility for the event
and the content (non-AMAMU events).
i. Includes
▪ Home programs/ Majalis
▪ Private programs at Al-Mahdi Islamic Centre
▪ Business ads for AMAMU members
▪ Excludes businesses of non-community members, as we
do not provide a free ad platform for non-members (to
avoid spamming community members)
▪ Religious events in the GTA area or elsewhere that can be
useful and within the bounds of our principles.
ii. Frequency: sent on Thursdays or Fridays, if requested by
community members.
iii. Criteria:
▪ Announcements have to adhere to our center’s policies
(e.g., unity among all Maraj’e)
▪ The time of the private event must not conflict with the
Centre’s programming schedule.

c) Death announcements: sent on request of community member(s), or family.
Typically sent through the secretariat.
i. Frequency and Time: Email can be sent any day of the week.
Secretariat to notify Burial/Funeral Group on WhatsApp regarding any
assistance required for Burial.

Isolated events:
a) Events that only include our girls and daughters will not be advertised on social
media platforms, including email, WhatsApp. That is because we do not have any
control on the forwarding of our messages to others. For girls’ sleepovers, the
details should be coordinated informally by project leaders on the personal
WhatsApp group. This is strictly for security reasons.

b) Some of our outreach programs will only be informally coordinated with the Board
with no public ad for community members or social media posts.

II. External communication:

1.All posts must be initially screened by the social media officer for his/her comments
and passed on to the Board liaison for social media (e.g., the Secretary) for onward
transmission.

2.Any external communication regarding unexpected events or serious incidents must
be coordinated with the President of the Board.

3.The Secretary is in charge of formal responses on social media (e.g., responding to
a FB comment), interview requests, etc.

4.Formal press releases are written by the Secretary and are coordinated with the
President.

5.Website:
a) An informative website should be maintained, abiding by all the above social
media guidelines.
b) Only a comment box or Contact Us form should be used for communicating with
the board.
c) No email of the Board Member or Secretariat should be made public on the
website as it has been used for phishing emails in the past.

Facebook (FB):
a) Facebook can be used to maintain a presence of a Shia Ithna-Ashe’ri Centre in
London, ON for the larger Community.
b) Can be used to advertise outreach projects and events that seek publicity and
encourage a positive image of the community.
c) May include posters of the programs.
d) Try to exclude any private or identifying information of children and families of the
Community to prevent future harm. However, if shared, permission is to be
received by the Board or Board representative and steps should be taken to
ensure that participants are aware of the inherent risks.

7.Live programs: (YouTube and Zoom)
a) The social media officer (or an appointee) will be assigned to oversee the live
program.
b) In case of any concern (e.g., inappropriate content, violation of federal and/or
provincial laws, or a Zoom-bomb), the social media officer will immediately
terminate the transmission and stop the live feed.
c) For programs broadcasted via Zoom, the live content should be linked to the Al
Mahdi Centre’s “programs” website page. This provides the social media team
with the ability to update the Zoom link at the last minute should this be required.
The Zoom link should not be shared with community members as it provides
potential hackers time to know the link and plan for Zoom bombs.

d) Assistance helpline during live functions:
i. The Social media officer may identify a list of people who can assist
community members during live programs. This can include sharing their
phone numbers with the community. Where possible, these should be
shared with internal communications only to ensure privacy.
ii. Use of Vo-IP numbers should be researched in more detail if COVID-19
restrictions remain in place long term, as this alternative method may
ensure the privacy and security of the volunteers.

8. Paper/Flier distribution
a) Distribution of any paper or brochure by the community members requires the
approval by the Board of Directors by submitting through the Contact Us form
through the website. This can include personal invites to a private function (e.g.
majlis/mulood event).

b) Individuals or organizations must take advance approval from the Al-Mahdi Centre
Board. Other Shia Ithna-Ashe’ri entities, groups, or organizations may use Al
Mahdi Centre for verbal or written announcements.

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THE RIGHT TO RECORD AND SHARE CONTENT

● Only the Board of Al-Mahdi Centre has the right to record events and post content about the
organization and events that take place on the premises.
● Without written or electronic permission from the Board in advance:
o Individuals are not permitted to take and/or share photographs, and/or video record
events (of those other than the speaker or reciters). This does not include events
taking place at a public location such as park etc.
o Individuals cannot live broadcast Al-Mahdi events on Facebook.
● To ensure informed consent, before taking any photographs or video, an announcement will
be made of the intent to do so. Those who do not wish to be photographed or video
recorded as part of a group in attendance can either remove themselves or take steps to
avoid the camera. If an attendee would like their photograph or video recording removed
from any of the communication channels of Al-Mahdi, they are to contact the Board of
Members or Secretariat through the website Contact Us form requesting this.
● For specific, formal events at the Centre where sharing pictures and videos of identifiable
individuals is concerned, prior authorization from the individuals in the video/picture is to be
obtained by the Board. If the person(s) in question are minors (under 18), the consent of
parents needs to be obtained via registration forms etc.
● No personal information of a member should be used on internal and external social media
channels unless consent is obtained.
● All consent forms are to be maintained by the Secretariat.
ACCOUNT PASSWORDS
● The passwords for all social media accounts will be kept with the Social media Officer and
the Secretary for the Al Mahdi Board of Directors.
● Passwords will be reset every 6 months to ensure that they are kept secure.
✔ All communication posts should meet Islamic ethical and religious values. The Board or
appointee will refrain from taking a position or making a statement against any Islamic
values.
✔ All communication should abide by Canadian federal and provincial laws.
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✔ No copyright, or trademark material is to be shared, unless permission of the authorized
party is received in writing.