Webinar on Upcoming Changes to ASME Communications

Transcription

1 Webinar on Upcoming Changes to ASME Communications 30 MAY 2018

2 Welcome! Let s Get Started All attendees will be muted upon entry Make sure your computer speakers are unmuted For questions use the Chat box on the right side of the screen Questions will be answered at the end of the webinar If you need assistance s4b@asme.org or gps@asme.org This webinar is being recorded and will be posted on the GPS Group Page 2

3 Thank you for joining us!» Here s what like to cover with you today: Overview of the new ASME Privacy Policy and Guidelines documents for ASME volunteers. Preview of the new Volunteer Communications Tools 3

4 Webinar Presenters & Assistants» Ty Booker - GPS staff» Mairi Brown GPS staff» Josh Heitsenrether Marketing staff» Christina Johns GPS staff» Andrea Mahoney Marketing staff» Elio Manes GPS staff» Makeda Palmer Technical Project Office staff» Vanessa Valencia GPS staff 4

5 Summary of Policy Impact There are four main aspects to the new ASME Global Privacy Policy : 1. ASME is required to take commercially reasonable steps to protect Personal Information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. 2. Individuals must consent to process Personal Information for a specific purpose. 3. Individuals have the right to be informed about how their Personal Information is used (processed) and to access, correct or amend their Personal Information upon request. 4. Individual must consent to be contacted.

6 Progress to Date» Series of opt-in campaigns, starting in the EU.» Deployment of opt-in widget at points of entry into ASME sites and tools, including third-party vendor sites.» Launch of new ASME Preference Center.» Update to our Global Privacy Statement.» Deployment of Cookie Disclosure on all sites and tools.

7 Progress to Date

8 Progress to Date

9 Progress to Date

10 Main Areas of Responsibility - Staff» Processing of Personal Information» Opt-In Communications and User Consent» Contracts & Procedures for Working with Vendors/Third-Parties» Requirements are captured in the Staff Guidelines for Compliance with Global Privacy Statement and supporting procedures documentation.

11 ASME Volunteers» Notification Upcoming Policy Changes (April 2018)» Policy Change Previews (GLDC Event March; GPS Webcast April; BPVC Meeting May)» Development of Communications Tools to support Policy Compliance» Next up: Guidelines release and ongoing training

12 Summary of Policy Impact What does this mean for you as an ASME volunteer?» You have the same privacy rights under the Policy as a constituent of ASME.» Your participation as a volunteer requires consent for communications for official ASME business.» Action Needed: As a volunteer leader, we request that you read the ASME Privacy Policy and the volunteer guidelines and procedures documents and become familiar with their requirements.

13 ASME Volunteer Rules, Guidelines and Procedures for the ASME Privacy Policy Overview:» Part 1 Designed to help ASME Volunteers understand their responsibilities and the recommended actions (procedures) for compliance with the ASME Privacy Policy.» Parts 2 Focus on the processes and procedures for volunteers in the gathering, use, transfer and storage of Personal Information.» Part 3 Volunteer Guidelines & Procedures for Opt-in Communications.

14 Volunteer Communications Tools The new privacy policy, guidelines and procedures required ASME to implement centralized systems of record to manage the double-opt-in consent to communications and the use of personal information by ASME volunteer groups:» Volunteer Leadership Directory (VLD) for members, volunteers and staff to look up, and communicate with, the volunteer leaders of groups.» Group Mass Console (GMEC) for group volunteers to send mass s to their registered members.

15 Volunteer Leadership Directory (VLD) Overview:» Intended to enable messaging and discovery of Volunteer Leaders without the sharing of Personal Information.» Volunteer Leaders provide consent to be listed in the Directory as part of their onboarding process.» Will be available towards the end of June 2018.» At launch, will list Sections, Technical Chapters, Divisions, Research Committees, Student Sections and the Old Guard Committee.

16 Volunteer Leadership Directory (VLD)

17 Volunteer Leadership Directory (VLD)

18 Volunteer Leadership Directory (VLD)

19 Group Mass Console (GMEC) Overview:» Authorized system by which Volunteers are able to send mass s to their Groups members via consent-based lists generated from: Opt-in through the ASME Preference Center. Opt-in widget deployed when signing into member areas of ASME.org and third-party vendor sites. Group sign-up link on the Volunteer Leadership Directory.» Will be available on June 1, 2018.» At launch, Sections, Divisions and Technical Chapters will have access.

20 Group Mass Console (GMEC) Overview:» Accessible through the GPS Service Portal (being redesigned for improved navigation)» HTML template-driven» Able to send messages in your Group s name» Capable of Membership List Segmentation» Mobile friendly» Feature robust reporting/analytics capabilities

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22 Step 1 Choose the Objective Next Step: Deployment Details 22

23 Step 2 Enter Deployment Details Next Step: Scheduling 23

24 Step 3 Choose the Deployment Date Next Step: Target Audience 24

25 Step 4 Select Your Audience Next Step: Design 25

26 Step 5 Design Your & Submit Next Step: GPS Staff Reviews/Approves 26

27 Next Steps» Week of May 29, 2018 Release of Volunteer policy acceptance memo and Volunteer Guidelines for Compliance with Global Privacy Statement Posting of ASME Volunteer Rules, Guidelines and Procedures for the ASME Privacy Policy»Additional training webinars will be announced

28 Additional Volunteer Resources» Volunteer Communication FAQ (updated bimonthly)» Instructions for Using the Group Mass Console (GMEC)» Instructions for Using Volunteer Leadership Directory (VLD)» Dedicated and phone extension for inquiries regarding the ASME Privacy Policy or any of the Rules, Guidelines and Procedures: Phone: (212)

29 Q&A Session» We will now address the questions submitted through the Chat function» Any questions, we do not get to today will be posted on the GPS page on ASME.org» If you have not created an ASME.org account, please do so now to review and gain access to the abundance of information listed on GPS page! 5

30 Thank You for Participating!» This presentation will be made available on the GPS page within the next few days» If you have any additional questions or comments, please it to us at: For more info and to stay updated, visit/join the GPS group page: 30