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Caribbean ICT Stakeholders Virtual Community (CIVIC)

Structure and Organization chart


Version adopted by members on January 17th 2003

An updated version of this document will be maintained accessible o­nline at
http://www.dgroups.org/groups/icacaribbean -> resources -> CIVIC organization documents and thematic working groups.

1.  CIVIC Definition and Objectives
2.  CIVIC membership
3.  Moderation
4.  Multilingual support
5.  Facilitation
6.  Diversity Facilitator
7.  Document approval – representation – mandates - votes
8.  Tools available for the CIVIC members
9.   Access - public/private space
10. Thematic working groups
11. Netiquette rules or how to participate in virtual communities


1. CIVIC Definition and Objectives:

The Caribbean ICT Virtual Community (CIVIC) is a permanent virtual forum of Caribbean ICT stakeholders. It is a venue for sharing information, holding discussions, networking and linking ideas, actors, projects or initiatives o­n ICTs and development in the Caribbean.  It also aims to contribute in the building of a common vision/perspective o­n ICTs, and to promote a Caribbean strategy and/or regional Caribbean-wide actions.

It initially gathered the participants of the Caribbean ICT Roundtable held in the Barbados o­n October 28-30 2002, but it is now open to all active Caribbean ICT stakeholders (see “CIVIC membership” below).

The CIVIC is based upon an asynchronic, electronic conferencing platform, the ICAribbean mailing list and its related web tools (currently hosted o­n the Dgroup virtual platform).

It is a Caribbean managed and Caribbean owned virtual community.

Initial support for its organization has provided by Institute of Connectivity for the Americas (ICA).

 

2. CIVIC membership

As agreed by the Barbados Roundtable, the CIVIC membership is open to all Caribbean ICT stakeholders.  “Caribbean” is understood as all the Caribbean islands/countries, including UK/ France/US/Dutch overseas territories, Belize, Guyana and Suriname, and the coastal island of continental countries(*) .

However to subscribe, you are requested to complete (a) a voluntary registration (currently Dgroup registration form) and (b) send a self introduction message (sent to the moderator). Shortly after membership confirmation it is required for the new member to post his/her self introduction to the CIVIC as a whole. Membership requests from candidates whose activities or professional interests are not at all related to the Caribbean and ICTs will be declined with a standard explanatory note.  (Please see the section o­n observer membership below)

All individuals subscribed to the virtual conferencing device/mailing list are considered full members of the CIVIC. Membership is individual rather then institutional, but members can/should indicate when they are presenting personal or institutional views, statements, etc.

All members have equal voice in the discussions and decision making process, equal access to all tools, documents, archives, etc, and have to respect same community approved rules and procedures.

Members who repeatedly do not respect the commonly accepted behavior in virtual communities, called “netiquette” (see below), will have their subscription and membership cancelled with prior notification.

Members can change by themselves their individual default settings (ex: receiving digested messages instead of individual messages). When leaving for vacations, or being unable to read messages for a long period of time, it is recommended to changes the settings to “read posts o­nly through the web interface”. Also, subscribed members can change the email address to receive and post, their password, their user profile, etc., and unsubscribe from the list.

Members are requested to provide and maintain a functional email address. Emails that “bounce” (no longer existing) or present errors for a long period of time will be deleted, and membership will be lost.
 
 

CIVIC Members are expected to: 
Be active participants who share information, ask questions, respond to requests, share answers, approve or disapprove motions and proposal, follow the collectively established discussion agenda, etc.
Maintain a functional email address
Respect the netiquette (see below) and the rules outlined in this document
Respect the cultural, linguistic, political, sexual and religious diversity of CIVIC constituency
Not use the list for political, religious, or commercial propaganda

Observer membership: for interested parties who are not direct Caribbean ICT stakeholders, for example donors and cooperation agencies, can participate in debates and all discussions, and will be expected to follow the same rules. To vote o­n a proposal or sign a CIVIC document, explicit approval from the CIVIC will be requested (by any member) for each decision making process.


 


3. Moderation

The mailing list is moderated, to maintain a “clean” and safe info-environment and to keep a high the signal-to-noise ratio. Also moderation may be technically necessary for formatting and inserting translated versions of the posts.
 
 

The moderator role is to:
Assist, redirect and process administrative requests (subscription, unsubscription, setting changes, etc).
Approve messages and/or requests from senders to reformat their message (attachments, HTML or special encoding) before approving
Avoid the circulation of email attachments, viruses, commercial advertising (“spam,”), email chains and hoaxes, administrative requests, non members submissions, etc.
Redirect/ reject unrelated and/or personal messages, for this, the moderator has to ask the sender to whom the message was intended, and/or if he/she still wants it to be posted to the main list

To avoid information overload, o­nly Caribbean-ICT related posts/discussions will be accepted. Posts related to non ICT/non Caribbean or global ICT issues will be accepted o­nly if the sender relates it, in a short introduction note, to the Caribbean or a group specific interest or o­ngoing discussion.  Personal messages, “flames”, insults, disrespectful posts, o­ne to o­ne discussions will nott be approved.

The acting moderator is by no means a censor, but the keeper of a “healthy” working environment. Any doubt about it is to be publicly discussed. All rejected messages are to be kept archived for future reference.   If the CIVIC decides so, any of its members can be included to receive moderation administrative mails and monitor the moderator(s) work.

Initial moderators are:
Yacine Khelladi: yacine@yacine.net
Angelica Ospina: aospina@icamericas.net
(as of January 2003)


 


4. Multilingual support

The CIVIC is open to all Caribbean countries. Postings, messages, discussions and documents are accepted in all the Caribbean languages. Acknowledging the language barrier for regional networking, all reasonable efforts will be made to provide multilingual support as:

  • translation of documents,
  • multilingual web pages
  • automated translation of email messages for French/Spanish/English/Dutch


 



5. Facilitation

To help attain its objective, organize an agenda, guide the o­ngoing discussions, and articulate and document the inputs the virtual community list is facilitated.

The facilitator(s) is (are) mandated by the CIVIC with defined goals and deliverables.

The facilitator is not necessary the same person as the moderator.

Facilitator(s) could be volunteer or sponsored by the CIVIC supporting partners.

Initial facilitator (January-March 2003) is Yacine Khelladi.


 


6. Diversity Facilitator

Among the CIVIC members a specific facilitator is chosen and mandated to:

  • Promote a balanced participation from all Caribbean cultural/linguistic sub regions in the main virtual community (CIVIC) and the thematic working groups (TWGs)
  • Ensure that concerns, views, and interests of all Caribbean cultural/linguistic sub regions are reflected in the CIVIC and TWG outputs
  • Promote actions that formalize collaboration and vision sharing among participants from different Caribbean cultural/linguistic sub regions


He/she will:

  • participate in the facilitators co-ordination group
  • observe all o­ngoing thematic discussions
  • propose and eventually implement, with the facilitators group and all the members, actions and mechanisms to have balanced participation
  • follow up and report to the CIVIC

 

7. Document approval – representation – mandates - votes

  • CIVIC constituency approval is needed to:
  • state that a document, public position or action proposal, is from the CIVIC
  • authorize any of its members to represent the CIVIC in any event or meeting
  • define a mandate for working groups, commissions, negotiators, representatives, project or fund administrator, etc., to enter in any discussion, take any decision or work o­n its behalf
  • approve or modify any chart or organization document.


Any item for decision should be submitted to the main CIVIC list, with a clear subject line including <decision> or <approval request>.

At least five (5) working days should be reserved to receive comments, disapprovals, amendments, alternative proposals, etc. This delay should be respected each time a decision item is rewritten or amended and resubmitted for approval.  Those who do not publicly oppose or amend a decision item are considered approving it.

If there is no opposition, amendment or counter proposition o­n a decision item, then it will be considered approved by consensus.

If no consensus can be reached, a vote has to be organized by the moderator. A mail message with <vote> in the subject line should contain all voting instructions, options, references, etc. The moderator can be helped by a volunteer member for vote scrutiny.  In votes there is no quorum required.


 


8. Tools available for the CIVIC members:
 

  • The mailing list: contribution and posting is allowed both by sending an email to < icacaribbean@dgroups.org> and through the web interface, logging in at http://www.dgroups.org/groups/icacaribbean/
  • The o­nline archive: the CIVIC memory is made up of all the messages that are archived and accessible to all list members through the group web page. The moderators have no right to alter, modify or delete archived messages.
  • The members web page: members may post and modify a short bio including their work, references, etc.
  • Resource page: documents, links and news can be posted by participants. Reorganization of a thematic structure for the references is needed
  • A specific web site may be designed in the next phase


 



9. Access - public/private space – privacy rights

Posting and receiving messages, accessing CIVIC web site, mail archives, resources, etc., is o­nly for registered members. CIVIC membership request or subscription have to be approved (technically by the moderator according to the membership rules above)

Although what is posted in the CIVIC can be considered public, it is preferred, but not madatory, to ask permission to forward any email, partially or totally, to non list member(s).

List owner(s) and moderator(s) cannot erase or modify members archived posts, profile data or posting history without express permission of the concerned members.

No o­ne is authorized to use the members list or email for any other purpose that the CIVIC.


 


10. Thematic working groups

Thematic working groups, mandated by the CIVIC, can be organized to develop specific discussions and action proposals. The outputs of these working groups will be validated by the CIVIC.

A separate document describes the organization and methodology for the TWGs that are organized for January-March 2003. These groups and facilitators as of January 2003 are as follows:
 
 

Organization and Methodology for the TWGs (January - March 2003)
Infrastructure Felipe Noguera
Capacity Building Melody Wong
Content & Applications Vidyaratha Kissoon
Private Sector Role George Nicholson
Civil Society Roosevelt King
Policy & Regulation Sylvester Cadette

The CIVIC is also working in collaboration with a “financing and development partners” virtual group  that gathers development cooperation agencies, development banks and other regional or multilateral funding bodies that do or wish to support regional ICT initiatives.
 


 


11. Netiquette rules or how to participate in virtual communities
 
 

Some common recommendations:
  • Don't send attachments (place them in our resource center or send a web link)
  • Do send Plain Text (change the settings of your mailer)
  • Write a good subject line (change it if necessary)
  • Make it readable
  • If replying, don’t leave the whole previous message below your answer, just specific parts you are answering
  • Include contact information- Mention the source(s), web links., copyrights, etc.- Be careful don't spread viruses and don't "spam" people
The following was written byt Shady Kanfi  Senior Program Officer - Bellanet  
 
  • Be aware that whenever you post you always have two options: you can sendto the list, or you can send to individuals. When your message veers awayfrom the purpose of the list, or from the principle discussions, or when itgets personal, send your message to an individual and not the whole group.
  • Follow the norms set by your community and/or facilitator. Everyone hasfreedom of speech o­n the Internet, but nobody has the right to say anythingthey want *anywhere* they want. If you join a group, and then don't followgroup norms, that group has the right to kick you out.
  • If you feel the need to flame, send hate mail, or otherwise reprimandanother list member, do it off-list. Such messages destroy the tenuous senseof trust and community that group facilitators try so hard to encourage.
  • Be courteous to other list members. It's OK to disagree, but always berespectful of the person even while you debate the issues. Sometimes whatyou say is lost when the way you say it is seen as disrespectful.
  • Be cautious when responding to messages that make you passionate. Emaillacks the other cues and clues that convey the sense in which what you sayis to be taken, and you can easily convey the wrong impression. It is goodpractice to wait before responding, or to draft your message and review itsome time later before posting. It is always easier to edit a message youdrafted earlier in the day, than it is to compose a new message withexplanations for those who misunderstood the intent of your original post.
  • If you meant something in jest, use a 'smiley'  :-)  to convey that meaning. The subtleties of sarcasm are different from culture to culture,and it may inadvertently cause offence.
  • If you engage in a debate, try not to debate in order to change a person'smind, it happens less frequently than you might expect. Be satisfied withpresenting your point of view clearly and thoroughly, so that others inthe group understand what you are saying.

The content following was partially taken and then modified from:  Good practices for newcomers
  • Consult the list archives or FAQ, if available, before posting a question. This is also a good way to become familiar with a list's acceptable topics, etc.
  • Lurk, listen and learn what's acceptable before posting to the list.
The Art of the Subject Line
  • Make sure that the 'subject' field of your email message is meaningful.  It can be very frustrating to others not to be able to judge the content of a message from its subject. When you use the 'reply' option, ensure that the subject still accurately reflects the content of your message (like the title of a book). If it doesn't, change it.
  • Try to restrict yourself to o­ne subject per message, sending multiple messages if you have multiple subjects. This helps recipients to use the 'subject' field to judge the importance of the messages they have received.
  • Sometimes groups develop code words to make it even easier to identify the purpose or content of messages. Prepending the words [News], [FYI], [URGENT], [Update] etc. to your subject line can help people judge the importance/relevance of your message.
Message Formatting
  • Whenever possible, keep posts to the list brief. o­ne or two screens is a good upper limit to use. It's always better to give people the option of reading more with a link or attachment, rather than forcing them to read a lot in your message.
  • Do not send HTML, rich text, or stylised email, or messages in "quoted-printable" format. Not all email programs of list members will recognize such formats. Send messages in plain text aka: ASCII.
  • Sending attachments to mailing lists is not advisable, especially large o­nes. The majority of Internet users (even in the "North") have relatively slow modem connections. Consider including a link instead.- Sign your name. Sometimes, your name will not available in the "From:" field.
  • If you are quoting someone else's message, quote sparingly, and try to eliminate any leftover or unnecessary headers. If responding to many parts of a single message, alternate between original quotes and your responses.
  • DON'T SHOUT! WHEN YOU TYPE IN UPPER CASE, IT SOUNDS LIKE YOU'RE YELLING o­nLINE. When you want someone's attention, hard-hitting and lowercase words are more effective than simple but uppercase words.
Other
  • If you are forwarding an email from someone to a mailing list, always ask first for permission to make their thoughts public.
  • If you do use information not your own, give proper credit.

We highly recommend you to consult this other sources

Mailing List Manners 101
http://db.tidbits.com/getbits.acgi?tbart=05386

E-mail Tips & Techniques  how to send e-mail without burning bridges or closing doors
http://www.planetfriendly.net/emailtips.html

General Rules and Procedures  Inside the MISTICA Virtual Community
http://funredes.org/mistica/english/emec/rules/proceedings.html

How To Participate In o­nline Forums
http://www.planeta.com/ecotravel/tour/onlinetips.html
This guide is also available in Spanish:
http://www.planeta.com/ecotravel/tour/onlinetips2.html

From Workplace to Workspace: Using Email Lists to Work Together - by Maureen James
http://www.idrc.ca/en/ev-9369-201-1-DO_TOPIC.html

CarISnet :
www.carisnet.org
2005-2006