IBRO Communications Policy
[approved by the IBRO Executive Committee on 20/11/2020]
The purpose of the IBRO communications policy is to establish basic standards and operational rules to guide the organization’s communications and ensure best practices, transparency of procedures and processes, and protection of information for IBRO and its community members.
branding & endorsements • comments & complaints • confidentiality • crises & emergencies • cybersecurity • data protection • diversity, equity & inclusion • discrimination • embargoes • harassment • messaging • publicity for IBRO community • social media • subtitles • website • annual policy review
I. Branding and Endorsements
a. IBRO Partnerships
All IBRO activities supported by partnerships should have co-branding or other agreed and shared recognition developed in coordination with IBRO before advertising and disseminating announcements.
b. IBRO Logo, Images and Endorsements
Any use of the IBRO logo or images must be approved of by IBRO. Any branded endorsements by third parties of IBRO activities or events must be approved by IBRO. The IBRO logo may not be used for any purpose other than the promotion of IBRO and IBRO-related partnerships and activities and must adhere to IBRO core values. IBRO has the right to refuse the use of the IBRO logo, images and endorsements by third parties at any time.
If IBRO uses images or other items under copyright by external sources, it is necessary to obtain or validate permission from those sources before use. IBRO should recognize the owner or author of any non-IBRO image or content used in support of IBRO through clearly visible citations.
All IBRO-related information not in the public domain is not to be shared to anyone outside of the concerned parties without the explicit consent of IBRO administration. Confidential information includes but is not limited to the following: Award result notification letters, contact information of IBRO administration and volunteer leadership; election nominations and results; and any data, discussions, decisions and documentation of IBRO activities, administration, internal and external business interactions.
IV. Crises and Emergencies
Crises or emergencies impacting IBRO communications, the Director of Communications must be alerted immediately. Depending on the level of severity or risk to IBRO, the Executive Director and current leadership are required to approve final actions. Some examples of this are listed below:
● breach of copyright
● event/situation with the potential to discredit IBRO
● hacking of IBRO accounts and data
● misinformation, misquotes or errors in publications or posts
● natural or health disasters affecting IBRO activities
● staff dismissals
Criminals are increasingly using online measures and mechanisms to target organizations such as IBRO to carry out illicit activities. As soon as IBRO is informed of a community member’s experience with cybercrime, an email alert and incident report is sent to our current community members to increase awareness and serve as a future reference. Some precautionary tips and additional links for more information are also provided. Cybercrime, hacking, phishing, spamming, internet scams, identity theft, computer fraud and social engineering (deceiving people into providing personal information to thieves posing as seemingly trusted contacts) are all increasing in frequency, sophistication, aggression and influence (from individual identity theft to national elections). IBRO remains vigilant and does as much as it can to protect its community by endeavoring to decrease vulnerabilities on a regular basis. IBRO sends out a reminder at least once per year about online safety.
VI. Data Protection
As an organization based in the European Union (EU), IBRO conforms to the EU General Data Protection Regulation (GDPR) that took effect on 25 May 2018. This legislation grants individuals more control over the storage, use and sharing of their personal data and requires us to obtain explicit consent from those of our global community whose data is recorded, stored and processed in our databases for a maximum of four years. After every four-year period, IBRO will ask for permission to renew consent for another four years. IBRO will communicate how we adhere to the GDPR clearly on our website and provide clear information on how to request permanent removal from IBRO’s databases.
IBRO uses the personal data of our community members to disseminate news, meeting announcements, voting ballots, application calls, invitations, press releases, reports and other online and email messages related to our events and activities. We also process information to evaluate and improve our organizational activities, grant programs and strategic planning initiatives.
IBRO respects the privacy of our community members and will not share or provide access to the content of our databases with any person or entity outside of IBRO, unless we obtain explicit consent from those concerned. Our success depends on the contributions and participation of community members in our events and activities, as well as our ability to protect their personal data in order to ensure personal safety.
VII. Diversity, Equity and Inclusion
IBRO serves the global neuroscience community and is committed to supporting and promoting its diverse members through equitable and inclusive representation. Working at local, regional, national and international scales with a variety of stakeholders of all ages and backgrounds, IBRO aims to promote and support diversity, equity and inclusion in all communications.
IBRO does not tolerate willful discrimination based on sex or gender, gender identity or expression, marital or parental status, sexual orientation, ‘race’, color, ethnic origin, citizenship/nationality, age, genetics, religion, belief, or disability. IBRO will not publish, promote or disseminate communications of this nature, and will remove any communications identified and verified as such.
IBRO encourages anyone to submit comments or report incidences of discrimination regarding IBRO-related issues and activities through the IBRO & YOU form at https://ibro.org/ibroandyou, calling the office directly at +33 (0)1 46 47 92 92 or emailing secretariat[at]ibro[dot]org.
An appropriate amount of time (an embargo period) is needed for IBRO to deliver certain news to its leadership, members, awardees and administration before being made public. All IBRO content, news and information shall therefore be announced by the IBRO Secretariat through the IBRO website, social media and any other communication outlets before being made available through other sources. Embargoed content shall be clearly stated in any associated correspondence and remain in force until public announcements are made by the IBRO Secretariat. Embargoed content includes but is not limited to:
● call for nominations
● election results
● grant winners
● press releases
● staff employment opportunities
IBRO does not tolerate violence, harassment, terrorism, abuse, bullying, intimidation, malicious gossip, victimization or insulting and hateful conduct towards anyone anywhere. IBRO also prohibits threats to expose private information or incentivizing others to do so. IBRO will remove any communications or comments with any of these characteristics in connection with IBRO activities.
IBRO strives to create clear, consistent and relevant messaging. Any public messaging online, in print or in person on behalf of IBRO must be reviewed and approved by IBRO.
When speaking or writing on behalf of any IBRO member, staff, committee, officers, awardee, alumni, or other beneficiary and volunteer of IBRO, explicit consent must be obtained by the party involved.
Individual opinions, comments, posts and statements made in relation to or mentioning IBRO by a third party must clearly state that they are not made on behalf of IBRO.
Members of the public are free to include publicly available IBRO information and announcements on social media, websites and other online applications.
Internal news, information, documents, meetings or other private and confidential correspondence cannot be shared publicly or with people who were not the intended recipients.
XII. Publicity for IBRO Community Members
If IBRO community members would like the secretariat to publicize their work and news, they should inform the IBRO communications team at least a month before the desired publication or dissemination date to ensure timely advertisement.
IBRO is a global organization with diverse community members from many different linguistic and cultural backgrounds. English is not the mother tongue language for most of our constituents so subtitles should be used in any videos or audio recordings to facilitate understanding and accurate representation of the speaker(s).
IBRO is committed to providing a website that is accessible to the broadest possible audience, regardless of technology or ability. IBRO aims to increase the accessibility and usability of its website and to conform to level Double-A of the Web Content Accessibility Guidelines 2.1 of the World Wide Web Consortium (W3C) defined at https://www.w3.org/TR/WCAG20/.
The IBRO website is built in WordPress, an open-source content management system (CMS). IBRO uses its Divi premium theme, adhering to WordPress design standards with structured PHP, valid HTML (HyperText Markup Language), and Cascading Style Sheets (CSS).
If there are any problems or questions related to website access, users should email secretariat[at]ibro[dot]org for assistance.
IBRO does not provide emails on its website of any IBRO volunteer leadership or beneficiaries unless explicitly agreed with the email owner. Administrative emails listed should be published in the following format: username[at]ibro[dot]org.
Only IBRO-supported activities or calls are announced on the IBRO website. Exceptions must have permission from IBRO.
XVI. Annual Policy Review
The Communications Policy is reviewed and approved by the IBRO Executive Committee once per year during its annual meeting.