WeVysya
Social Media Policy & Standard Operating Procedure
A unified framework enabling every City and House to run its own social presence — while protecting the WeVysya brand, identity, and organizational control.
Version: 1.0 Scope: Global · City · House Owner: Global Social Media Team
Purpose
To allow Cities and Houses to run their own social media presence while protecting the WeVysya brand, ensuring consistency, preventing misuse, and keeping all accounts under organizational control. No official-looking WeVysya account should exist outside this policy.
1. Scope
Applies to every social media account — Instagram, Facebook, YouTube, X, LinkedIn, WhatsApp Channels, and any future platform — that uses the WeVysya name, logo, or identity at any level: Global, City, or House.
2. Account Tiers & Permissions
• Global (National) — owns the master brand handles, sets policy, issues approvals, and publishes national-level content.
• City — may run one official account per platform, focused on local events, members, and activities.
• House — may run one official account per platform, focused on ground-level member activities, aligned to City and Global messaging.
A unit should open an account on a platform only if it can genuinely keep it active.
3. Approval & Registration
No City or House creates an account on its own. Each unit must:
1. Apply to the Global social media team before creating any handle.
2. Obtain written approval, including the approved handle name.
3. Register the account in the Global Registry — the master record of every official account, platform, admin, and credential.
This single gatekeeping step prevents impersonation, duplicate accounts, and orphaned handles.
4. Naming & Branding Standards
• Consistent handle format — e.g. “WeVysya Bangalore”, “WeVysya <House>” — so members instantly recognize genuine accounts.
• Standard logo, profile image, cover image, and bio template supplied by the Global Office.
• Bio must state the unit clearly and link back to the Global page or website.
5. Ownership & Access Control
• All accounts are organizational assets, not personal property. Volunteers manage them; they do not own them.
• Every account uses a dedicated Gmail ID created by the Global Office (see Annexure A).
• The Global Office holds backup admin access and credentials for every account.
• Minimum of two admins per account — never a single point of failure.
• On leadership change, accounts are formally handed over. No volunteer leaves with the login.
6. Content Guidelines
• Post community events, achievements, member spotlights, cultural and welfare activities, and announcements.
• Maintain a respectful, unifying, and apolitical tone.
• Off-limits: party politics, religious controversy, caste disputes, personal attacks, unverified claims, and any defamatory or communal content.
• Respect member privacy — obtain consent before posting individuals’ photos or personal details.
7. Roles & Responsibilities
• Global Social Media Team — policy, approvals, registry, brand assets, monitoring, escalation.
• City / House Admins (named individuals) — daily posting, community responses, SOP compliance.
• Each unit names an accountable owner. “Everyone manages it” means no one does.
8. Do’s & Don’ts
ALWAYS DO | NEVER DO |
Stay active and on-brand | Create unapproved accounts |
Credit sources | Share logins over open chats |
Escalate issues promptly | Post opinions as official statements |
Keep credentials secure | Delete an account without sign-off |
9. Compliance & Legal
Follow copyright (use only owned or licensed images and music), data-privacy norms, and applicable IT / social media regulations. The unit and its admins are responsible for what they post.
10. Monitoring, Audit & Inactive Accounts
• The Global Office periodically reviews all registered accounts for activity and compliance.
• Accounts inactive beyond a set period (e.g. 90 days) may be flagged, paused, or reclaimed.
• Unapproved or impersonating accounts are reported and taken down.
11. Escalation & Crisis Handling
Any sensitive comment, controversy, legal notice, or PR issue is escalated to the Global Office immediately. Admins do not argue publicly or respond on their own during a crisis.
12. Consequences of Violation
Breaches may lead to warnings, removal of admin rights, suspension of the unit’s account, or closure — depending on severity.
13. Review
This policy is reviewed by the Global Office periodically and updated as the organization grows.
ANNEXURE A
Platform Account & Email Structure
A. The Core Principle
Separate who owns and controls an account (Global) from who logs in day-to-day (the House). Every account runs on a dedicated free Gmail ID created by the Global Office — one Gmail per House, never one email spun into many accounts (e.g. 20 Instagram handles), which triggers spam detection and risks mass bans.
Rule: The Global Office creates and owns every Gmail ID, holds the master password list, and sets each account’s recovery email and phone to a Global-controlled inbox and number — never a volunteer’s personal one. The House receives the login to operate the account; ownership always stays with Global.
B. Email Naming Scheme
One dedicated Gmail ID per account, created by the Global Office and mirroring the handle naming standard:
wevysya.athreya@gmail.com — House account (Bangalore WeVysya Athreya)
wevysya.bangalore@gmail.com — City account
wevysya.global@gmail.com — Global / National account
Keep the format consistent: wevysya.<unit>@gmail.com. If a name is already taken, add a short region tag (e.g. wevysya.athreya.blr@gmail.com) rather than breaking the pattern.
C. Model per Platform
PLATFORM | RECOMMENDED MODEL |
One dedicated Gmail (created by Global) per account. Use in-app account linking (max 5 per group) only for admin convenience — never one email for many accounts. | |
YouTube | One Global Google account → multiple Brand Account channels. Delegate manager access per House without sharing passwords. |
Facebook Pages | Use Meta Business Suite — one business account holds all Pages; assign House admins per Page. |
WhatsApp Channels | Tied to a phone number, not email. Track numbers in the Global Registry. |
X / LinkedIn | One Gmail ID each, same as Instagram. |
D. Rollout Steps
1. Global Office creates the House Gmail (wevysya.<unit>@gmail.com) and records the password in the master list.
2. Set the account’s recovery email and phone to a Global-controlled inbox and number — not the volunteer’s personal contact.
3. Hand the login to the House admins; keep every platform’s business / manager tools for delegation where available.
4. Store members’ data in a Global-owned Drive folder shared to the House — never a folder the House Gmail owns outright — so data stays with the organization on handover.
5. Record every Gmail ID, phone number, and admin in the Global Registry.
WeVysya · Social Media Policy & SOP · Version 1.0
Maintained by the Global Social Media Team · Confidential — Internal Use
