WhatsApp Group Policy for Members

1. Introduction

This policy serves as a guide for members of the Upper Kenilworth Improvement District (UKID) Residents Group WhatsApp. It defines the group’s objectives, sets forth standards for member conduct, and details procedures for addressing conflicts and policy breaches. The UKID Directorship expresses its confidence in the group administrators, who volunteer their time to ensure the effective and responsible management of this platform.

2. Group Purpose

The Upper Kenilworth Improvement District (UKID) Residents Group WhatsApp serves as a dedicated forum for residents to engage in discussions pertaining specifically to the UKID area. This includes, but is not limited to:

• Addressing concerns related to service delivery within the UKID.
• Providing feedback and input regarding the management and administration of the UKID.
• Facilitating communication and collaboration among residents on matters affecting the UKID.

3. Content Guidelines   

To ensure the Upper Kenilworth Improvement District (UKID) Residents Group WhatsApp remains a focused and efficient platform, please adhere to the following guidelines:

• Posting Hours: Try and limit posts to the hours of 8:00 AM to 8:00 PM. There are times when posting outside of these hours is necessary, but just try.
• Essential Information Only: Share only information directly relevant to service delivery and community issues within the UKID. Avoid general chat, personal opinions, and non-essential commentary.
• Acknowledgement and Feedback: Refrain from posting acknowledgments or simple “thank you” messages. Utilise the platform’s reaction features instead (the “emojis”). For substantive comments or opinions, please communicate directly with the original poster via private message.
• UKID Area Specificity: Posts must pertain to the entire UKID area. Avoid posting information specific to individual streets or smaller sections of the UKID, as dedicated street groups exist for such discussions.
• Regional Scope: Do not post general Cape Town area updates, such as widespread load shedding or fire alerts. For city-wide information, utilise official resources like the City of Cape Town app or the EskomSePush (ESP) app.

4. Service Delivery Reporting   

• For service-related concerns, use the City of Cape Town App or call 0860 103 089 or email [email protected]. 
• Include service request reference numbers and a clear explanation of the service issue when forwarding it to Naiema, UKID Executive Manager, [email protected] so that she can identify issues that may need to be escalated. 

5. Fostering a Positive Community: Respectful Communication

To ensure the Upper Kenilworth Improvement District (UKID) Residents Group WhatsApp remains a valuable resource, members must commit to:

• Maintaining a consistently polite and civil tone in all interactions.
• Engaging with differing opinions in a respectful and constructive manner, prioritizing understanding over confrontation.
• Actively listening to the perspectives of other residents.
• Remembering that we are all part of the same community and that unity is essential for achieving our shared goals.
• Contributing to a shared sense of community and actively promoting the safety and security of the UKID area.

6. Unacceptable Behaviour and Speech

The following behaviours and speech are considered unacceptable on the Upper Kenilworth Improvement District (UKID) Residents Group WhatsApp:

• Hate speech, personal attacks, insults, obscenity, or any form of discrimination.
• Off-topic, spam, or promotional content.
• Content that promotes or encourages illegal activities.
• Sharing personal information of others without their consent.
• Spreading demonstrably false information or harmful conspiracy theories.

6.1 Consequences

Administrators will delete any messages that violate these guidelines. In cases of repeated offenses or severe violations, administrators may take the following actions:

• Issue a formal warning.
• Temporarily suspend posting privileges.
• Permanently remove the member from the group.

The UKID Directorate and Group Administrators have the final say in interpreting and enforcing these rules.

WhatsApp Group Policy for Administrators

1. Introduction

This policy outlines the guidelines for administrators of the Upper Kenilworth Improvement District Residents Group WhatsApp group. The aim is to foster a respectful, informative, and constructive online environment for all members.  All group administrators are volunteers and their time and efforts are greatly appreciated. The UKID Directorship has full confidence in the administrator’s ability to manage this group effectively and responsibly.

2. Message Deletion Policy

Administrators may delete messages under the following circumstances:

• Offensive Content: Messages containing hate speech, personal attacks, insults, obscenity, or any form of discrimination.
• Irrelevant Content: Messages that are off-topic, spam, or promotional in nature.
• Illegal Content: Messages that promote or encourage illegal activities.
• Privacy Violations: Messages that share personal information of others without their consent.
• Misinformation/Disinformation: Messages that spread demonstrably false information or conspiracy theories that could cause harm.

3. Message Deletion Procedure

Before deleting a message, administrators MUST follow this procedure:

• Take a Screenshot: Capture a screenshot of the message in question for record-keeping.
• Private Message the Poster: Explain to the poster why their message is being deleted, referencing the specific clause in this policy. Offer an opportunity for clarification or rephrasing if appropriate.
• Delete the Message: Remove the message from the group chat.

4. Guiding Discussions

Administrators have a responsibility to facilitate constructive discussions. Here are some guidelines:

• Neutrality: Remain impartial and objective in discussions, even when dissenting opinions are expressed.
• Encourage Respectful Dialogue: Remind members to address each other with respect and courtesy. Discourage personal attacks and inflammatory language.
• Clarify Misunderstandings: If a discussion becomes heated or confusing, try to clarify points of contention and encourage members to find common ground.
• Provide Information: When relevant, share factual information or resources to help inform the discussion.
• Don’t Dominate: Avoid excessive posting or shutting down viewpoints. The goal is to facilitate conversation, not control it.

5. Dissenting Opinions

• Respectful Dissent is Encouraged: Members have the right to express dissenting viewpoints as long as they do so respectfully and within the bounds of this policy.
• Avoid Censorship: Do not delete messages simply because you disagree with the opinion expressed. Focus on managing behaviour, not suppressing viewpoints.
• Mediate When Necessary: If a disagreement becomes unproductive or disrespectful, try to mediate between the parties involved.

6. Transparency and Accountability

• Share this Policy: This policy should be available to all group members, pinned to the top of the chat, published on the website, and shared when asked.
• Be Open to Feedback: Be receptive to feedback from group members about the administration of the group. Any feedback needs to be seen in the context it was given and admins should never feel personally attacked.

7. Trust and Misconduct

Administrators must understand that any abuse of their privileges has serious repercussions. The community places its trust in you to uphold the principles of fairness and impartiality. Misuse of your position erodes this trust, damaging the integrity of the entire group. When members fear unfair treatment or censorship, open communication suffers, and the valuable exchange of ideas is stifled. Bias and the suppression of dissenting voices create a negative environment that can drive away contributing members. Ultimately, abuse of power leads to division and conflict, hindering the progress and well-being of our community.

Therefore, administrators who abuse their privileges or violate this policy may face the following consequences:

• Warning: A formal warning issued by other administrators or group moderators.
• Temporary Suspension of Admin Privileges: Temporary removal from the administrator role.
• Permanent Removal as Administrator: Permanent revocation of admin privileges.
• Removal from the Group: In severe cases, expulsion from the WhatsApp group.

8. Disclaimer

These guidelines are intended to help administrators maintain a positive and productive group environment. The UKID Directorate and Administrators have the final say in interpreting and enforcing these rules.