secretary/policy.md

Secretary Policy/Processes

Author: @ts

Voting

1. Results of votes by BOD or Chapter chairs must be conveyed to affected parties immediately, unless otherwise stated

Date/Time of activities

1. All YEN activities are published on 2 calendars on outlook.com
2. All members are encouraged to refer to the calendars to schedule their time
3. Secretary will text reminders to the group chats with only 1 timezone (the most commonly used) in order to avoid mistakes
   • 9 of 10 chapters are using GMT+8
4. The selected timezone will be based on the most widely used timezone among all chapters

Translation/language of documents

1. All documents by secretary will be in Simplified Mandarin (简体)
   • 8 of 10 chapters are using Simplified Mandarin
2. Documents submitted by chapters can be in Simplified/Traditional Mandarin or English and will be stored as-is
3. Chapters that require translation are encourage to self translate and re-submit these documents
4. Secretary will only translate specific documents such as posters/website, as directed by Secretary Chair

Zoom photo taking

1. There will be a photo taking at the start of every zoom
2. This is to encourage members to attend zoom meetings on time