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Date Approved:

 

Draft Date 11/16/2011

Information Technology (IT) Committee Guidelines


email disclaimer

These are the Guidelines which are currently being used by the IT Committee

 




A. Purpose

The Sun City West IT Committee (SCWITC) was formed to establish a single database design for the storage of information used by the Sun City West Softball Club (SCWSC), the Sun City Senior Softball Club (SCSSC) and the Sun Cities Senior Softball League (SCSSL), eliminating the need for multiple areas/locations of information storage that are not synchronized for optimal data storage and correct data retrieval.  The goal is to eliminate different information being stored, thus producing inconsistent, redundant and erroneous data.  The database design is to aid the American and National leagues in managing their players and provide an electronic method of drafting teams as well as to manage club membership with notification capabilities.  

The SCW IT Committee also maintains the www.azsrsoftball.com website serving the SCWSC, SCSSC, SCSSL, associated leagues and promoting senior softball in our communities.  The SCW IT Committee shall also promote communication by using email to provide updated Field News, Game Results, Event Notifications, League Write-ups, Group Notifications and other information deemed to be beneficial to our membership; and our Newsletter.

The SCW IT Committee serves to support and improve communication for members, family members and visitors within the softball communities. The primary goal of the IT committee is to insure that services are technologically current and continually educate our members on current technology.

Membership information ownership is determined by Club in which the member has current membership.  SC members information is owned by the Sun City Senior Softball Club.  SCW member information is owned by the Sun City West Softball Club.  The use of email and other information may be used by either club when needed.

B. Organization

  1. The Chairman of the SCW IT Committee serves to provide guidance to the SCW and SC softball club boards on all communication issues.  The Chairman reports to the SCW Softball Club Board and coordinates all IT functions with board approval.
  2. The SCW Softball Club Board may remove the IT Chairman at any time by a vote of the board.
  3. The SCW IT Committee Chairman will appoint all members of the IT Committee and is responsible for managing the IT Committee operations.  Members are appointed by the Chairman to serve in specific areas so as to maximize functionality of the IT Committee and eliminate duplicate or redundant operations.  Members of the IT Committee may be added or removed as determined appropriate by the IT Committee Chairman.

C. Database

  1. A single SQL ONLINE database shall be established and maintained by the IT Committee (www.azsrsoftball.sg1.us).
  2. The information stored on the azsrsoftball.sg1.us database is the property of the SCWSC.
  3. The information stored on the azsrsoftball.sg1.us database shall not be used or sold to third parties, and is intended for internal use to promote softball.
  4. No other databases of information storage methods are authorized to store member information.
  5. Database users are required to sign a Confidentiality and Non-Disclosure Agreement before being granted ANY access to the azsrsoftball.sg1.us database.
  6. Violations of the Confidentiality and Non-Disclosure Agreement will result in immediate suspension of access to the azsrsoftball.sg1.us database.
  7. Access to the azsrsoftball.sg1.us database is based on need.
  8. Customization of the database is based on need.
  9. The azsrsoftball.sg1.us database may be used to draft teams, and post team rosters to the azsrsoftball.com website.

D.  Email

  1. Email is the primary method of communication with players and members.
  2. Use of database email addresses is contingent on users using standard email etiquette, refraining from using profanities, slanderous coments, degrading terms or expressing personal views or opinions (except when email is directed to an individual as a "one to one" email [item 3.5]).
  3. Five methods of email are currently being used by the IT Committee.
    1. E-News - which provides players, members and subscribers with general news updates (including game write ups with standings, events and general news updates.
    2. E-News Liberty Field - which provides players, members and subscribers with information about Liberty Field activities.
    3. E-News Angels in the Outfield - which provides players, members and subscribers with information about our sick, injured other health related issues.  Angels E-News is the primary method of notification regarding the passing of our softball family.
    4. E-News (all) and Mail Blasts shall not contain advertising.
    5. Mail Blasts (emails sent to multiple email addresses) group emails sent to you by your AZSRSoftball IT Committee - specific information sent to groups within the azsrsoftball.sg1.us database.  Emails are for members only... messages are informational in nature and are sent from the azsrsit@gmail account. Emails from individuals, either for general knowlege or reflecting personal views must show who wrote them.  All emails are sent with this email notification: "this email is sent to you unedited. The content is provided solely as information.  The content of this email is in no way intended to represent the opinions or views of any member of the IT Committee, Sun City Softball Club Board, Sun City West Softball Club Board or the Rec Centers where the clubs are chartered."
    6. Individual emails where email addresses are obtianed from the azsrsoftball.sg1.us database to specific individuals.
  4. While email address are no longer considered personal information, it is the intent of the IT Committee to treat all email addresses with confidentiality.
    1. Email addresses are intended for use within the softball community for softball purposes only.
    2. Email addresses will not be sold.
    3. Email addresses will not be provided to sponsors or other businesses.

E.  Website

  1. www.azsrsoftball.com is the official website of the Sun City West Softball Club, Sun City Senior Softball Club and the Sun Cities Senior Softball League.
  2. The azsrsoftball.com domain was started by Ken Skinner, but is now the property of the Sun City West Softball club.
  3. The website is designed to allow multiple contributors who are restricted to editing content based on need and approved by the IT Committee.
  4. Contributors to azsrsoftball.com use Adobe Contribute to access and perform modifications and updates to web pages.  The azsrsoftball web master is responsible for the website content.  The IT Committee chairman shall be responsible for assigning contributors and acting as web master when the web master is unavailable.  The web master and IT Committee Chairman are responsible for providing training for web page contributors.
  5. Web Site advertising is sold to sponsors to support the Sun City West and Sun City softball clubs.  Each club shall receive all sponsorship funds that they sell.
  6. The IT Committee shall monitor and recommend current pricing for website advertisers.

F. Technical Support

  1. The SCW IT Committee provides technical support on all communications issues to the Sun City Softball Club, Sun City West Softball Club and the Sun Cities Senior Softball League at no charge.
  2. The SCW IT Committee does not provide technical support to members.  However, individual IT Committee members may provide technical support to members by mutual agreement outside of the guidance or oversight of the SCWSCC.