FC Moderators Manual - Group Check - Setup From Start to Finish.

Moderator Manual

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Cafe Guidelines
Copyright and Trademark Policy
Promotional Items
Do's & Don'ts
Moderator Oath
Required Files
Rules & Etiquette Guidelines
Moderating Freecycle
Organisational Chart
Instructional Video
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UK Moderators Manual

Group Check - Setup From Start to Finish

Group Check - Setup From Start to Finish!

**NOTE: This section is specifically designed for moderators of EXISTING Freecycle groups only. If you want to create a NEW Freecycle group, you must go through the proper approval process FIRST. New groups will NOT be approved unless established through the Start A Freecycle Group link.

So, do you think you have it all together regarding group description, trademark and copyright issues, headers, footers and other assorted odds and ends that make up your Freecycle™ group? Sometimes it helps to see a group description, a front page setup or other files that meet your needs as moderators.

Here is where it gets all put together for you, in a (hopefully) easy to read, step by step walk through. Check it out and if you have it all together, maybe you can glean some additional ideas for future reference. This section is particularly helpful for navigating through Yahoo, which can be both a challenge and a headache. Items in CAP LETTERS are subject headers, while items in BOLD are either links you click on to navigate through the various web pages required to make changes or reminder instructions to make changes to the instructions.

In this section, the following sets of instructions are addressed:

Front Page Description - example using (Sample Freecycle Site)
Management - Group Settings (Web Tools)
Management - Group Settings (Membership)
Management - Group Settings (Messages)
Files - Adding, Editing and Deleting
VI. Establishing A Backup Co-owner

Front Page Description - example using (Sample Freecycle Site Front Page)

The following section uses the Sample Freecycle List as an example site. Substitute any information applicable to your Freecycle group in place of the Sample information.

Your front page must have a description, complete with trademark and copyright compliant material. Start at the main page of your Freecycle group and click through the following:

Description (edit) > Description (edit). Alternate method: Starting from the main page click Management. Under Group Settings click Description & Appearance then Description (edit).

In the TITLE field, add your CITY, STATE Freecycle(TM).

In the DESCRIPTION field, cut and paste the following information in the box, making appropriate changes to reflect your Freecycle group. This description appears on the front page of your Freecycle Group. The basic descriptor should be TM compliant to include the Freecycle Logo. HTML can be used in this field and cannot exceed 2000 characters.

Example #1

Sample Freecycle(TM) is open to all who want to "recycle" that special something rather than throw it away. Whether it's a chair, a fax machine, piano or an old door, feel free to post it. Please do not post expensive items such as houses and cars. One constraint: everything posted must be 100% FREE. This network is brought to you by The Freecycle Network(TM), a nonprofit organization and a movement of people interested in keeping good stuff out of landfills. Check out <a href="http://freecycle.org/">freecycle.org</a> for other cities and info on the movement! E-mail the <a href="mailto:Samplefreecycle-owner@yahoogroups.com">Moderators</a> for questions or improvement ideas! <center><table style="border-collapse: collapse;" id="AutoNumber1" border="0" bordercolor="#111111" cellpadding="8" cellspacing="1" width="550"><tbody> <tr><td></td> </tr> <tr><td align="center" bgcolor="#c8ebc8"> FREECYCLE(TM) NETWORK MEMBERS USE THE LIST AT THEIR OWN RISK. Please take reasonable measures to protect your safety and privacy when posting to the list or participating in an exchange. By joining the list, you agree to hold neither the list owners and moderators nor anyone affiliated with The Freecycle Network responsible or liable for any circumstance resulting from a Freecycle exchange or communication. </td></tr></object></layer></div></style></noscript></table></script></applet> <hr> (c) 2003 The Freecycle Network (<a href="http://www.freecycle.org">http://www.Freecycle.org</a>). All rights reserved. Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries. <hr>

See how Example 1 looks :-

FREECYCLE(TM) NETWORK MEMBERS USE THE LIST AT THEIR OWN RISK. Please take reasonable measures to protect your safety and privacy when posting to the list or participating in an exchange. By joining the list, you agree to hold neither the list owners and moderators nor anyone affiliated with The Freecycle Network responsible or liable for any circumstance resulting from a Freecycle exchange or communication.

© 2003 The Freecycle Network (http://www.Freecycle.org). All rights reserved.

Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries.

Example #2

<img src="http://freecycle.org/images/logo.jpg" alt="Copyright 2003 The Freecycle Network (http://www.Freecycle.org). All rights reserved. Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries." alt='Freecycle Logo' style='border: 0px'> The samplefreecycle Freecycle(TM) group is open to all who want to "recycle" that special something rather than throw it away. Whether it's a chair, a fax machine, piano or an old door, feel free to post it. Or maybe you're looking to acquire something yourself! Nonprofit groups are also welcome to participate too! One main rule: everything posted must be FREE. This group is part of The Freecycle Network(TM), a nonprofit organization and a movement of people interested in keeping good stuff out of landfills. Check out <a href="http://freecycle.org" title='Freecycle'>freecycle.org</a> for other cities and info on the movement! E-mail sampleFreecycle-owner@yahoogroups.com for questions or improvement ideas! So pull up a seat, grab a drink, and join right on in! For questions or concerns contact Info@Freecycle.org <center><table border='1' cellspacing='0' cellpadding='6px'> <tr><th colspan='2' bgcolor='#DDEEDD' align='center'> Freecycle Group Information </th></tr> <tr> <td align='right'>Group Name:</td> <td>SampleFreecycle</td> </tr> <tr> <td align='right'>Location:</td> <td>US Central : Colorado</td> </tr><tr> <td colspan='2' align='center'>More info: <a href='http://freecycle.org' title='Freecycle'>freecycle.org</a></td></center> </tr> </table> <center><hr width="700">© 2003 The Freecycle Network (<a href="http://www.freecycle.org">http://www.Freecycle.org</a>). All rights reserved. Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries.<hr width="700">

See how Example 2 looks :-

The samplefreecycle Freecycle(TM) group is open to all who want to "recycle" that special something rather than throw it away. Whether it's a chair, a fax machine, piano or an old door, feel free to post it. Or maybe you're looking to acquire something yourself! Nonprofit groups are also welcome to participate too!

One main rule: everything posted must be FREE. This group is part of The Freecycle Network(TM), a nonprofit organization and a movement of people interested in keeping good stuff out of landfills. Check out freecycle.org for other cities and info on the movement! E-mail SampleFreecycle-owner@yahoogroups.com for questions or improvement ideas!

So pull up a seat, grab a drink, and join right on in!

For questions or concerns contact Info@Freecycle.org

Freecycle Group Information
Group Name:	SampleFreecycle
Location:	US Central : Colorado
More info: freecycle.org

© 2003 The Freecycle Network (http://www.Freecycle.org). All rights reserved.
Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries.

In RELATED LINK field, type http://www.freecycle.org to indicate the Freecycle home page.
The PRIMARY LANGUAGE is English (applies to English speaking groups).
The LISTING TYPE should be clicked to read "Listed in Yahoo! Groups directory".
Click SAVE CHANGES and you will be returned to the previous screen.
To change the site colors, under COLORS AND PHOTO next to your current site color click COLOR (edit) and make the necessary changes. SAVE CHANGES to lock in your selection.
To add a photo to your main page, click Photos (edit). Browse to the location of your photo and click the Upload button. SAVE CHANGES when you are finished.

**NOTE** To give your web page that Official Freecycle look, please make sure the Freecycle Logo is a part of your front page description. The HTML code is as follows for the logo without the trademark information:

See how this looks :-

The following HTML code is for the Freecycle Logo that includes the trademark information beneath it. This trademark logo works well for groups that have long front page descriptions and need to conserve space:

Don't forget to Save Changes at the bottom, and you're done!

Congratulations! You have finished your front page description!

Management - Group Settings (Web Tools)

This section sets preferences on member access to upload files and photos, add links to the links folder, and view member lists, etc. The following are recommended settings and can vary from group to group. Click the appropriate radio buttons and don't forget to SAVE CHANGES. Depending on how strict you want to be, or if you have troublesome issues or members, changes can be made accordingly.

From any page, click on Management > under GROUP SETTINGS click Web Tools > Web Tools (edit)
1. CHAT > Moderator's Only (This feature may not be available on all groups)
2. FILES/PHOTOS > Members - or Limited if your group is having issues with posters uploading questionable files or else restrict the membership settings on the individual member to accomplish the same thing (**Click the check box if Moderators are to approve all photo submissions**)
3. LINKS > Members - or Limited if your group is having issues with posters uploading questionable links
4. DATABASE > Limited or Moderators Only - depending on the data entered into the database, restricting this file is preferable
5. POLLS > Limited
6. MEMBERS > Moderators Only - this disallows members from viewing other members and moderators on the group
7. CALENDAR > Limited
8. PROMOTE > Members
SAVE CHANGES when you are finished. That completes this section!

Management - Group Settings (Membership)

This section changes management options for new membership, email address display for posted messages through email and the welcome message for new members.

From any page click Management > under GROUP SETTINGS click Membership > Membership Type and Welcome Message (edit)

MEMBERSHIP TYPE can be either Open or Restricted.
EMAIL ADDRESS DISPLAY box is NOT checked.
The WELCOME MESSAGE can be customized to your group. Add a greeting to let your members know they have joined your group and/or provide information regarding contact info, etc. A few examples are provided below for comparison. Make sure if you copy and paste, you change the information to reflect your particular group

Example #1

Hello Freecycle(TM) Newbie,

Welcome to the SampleFreecycle Freecycle Group:
http://groups.yahoo.com/group/SampleFreecycle

You will receive an additional e-mail with the Freecycle Etiquette & Guidelines. Give it a good read BEFORE you post so you know what's what. It'll save you much grief. Also look up the file section on the group's home page for other important information.

When you are ready to start sending messages to members of this group, simply send an email to SampleFreecycle@yahoogroups.com.

To unsubscribe send an email to SampleFreecycle-unsubscribe@yahoogroups.com.

NOTE: Check out our web page, http://freecycle.org for info on other cities, etc. Have fun & keep on recycling with Freecycle!

Regards,
Your SampleFreecycle Freecycle Group Moderators

Example #2

Hello Freecycle(TM) Newbie,

Welcome to the Tampa Freecycle Group! (http://groups.yahoo.com/group/freecycletampa)

To start sending messages to members of this group, simply send an email to freecycletampa@yahoogroups.com.
To unsubscribe send an email to freecycletampa-unsubscribe@yahoogroups.com.

NOTE: Check out our Web site, http://freecycle.org for info on other cities, etc. You will also receive an additional e-mail about Freecycle etiquette. Give it a good read so you know what's what. It'll save you much grief.

Have fun & welcome aboard!

Your Tampa Freecycle Moderators

Example #3

Hello Freecycle(TM) Newbie,

Welcome to the Arlington Freecycle Group (http://groups.yahoo.com/group/ArlingtonTXFreecycle).

You will receive an additional e-mail with the Freecycle Etiquette & Guidelines. Give it a good read BEFORE you post so you know what's what. It'll save you much grief. Also look up the file section on the group's home page for other important information.

When you are ready to start sending messages to members of this group, simply send an email to ArlingtonTXFreecycle@yahoogroups.com.

To unsubscribe send an email to ArlingtonTXFreecycle-unsubscribe@yahoogroups.com.

NOTE: Check out our web page, http://freecycle.org for info on other cities, etc.
Have fun & keep on recycling with Freecycle!

Moderator,
Arlington TX Freecycle Group

SAVE CHANGES when you are finished. That completes this section!

Management - Group Settings (Messages)

From any page, click on MANAGEMENT (from the main page) and then under GROUP SETTINGS click Messages.

From any page click Management > under GROUP SETTINGS click Messages > Membership Type and Welcome Message (edit)

The EMAIL ADDRESS is automatically set when the group is created. Do NOT make changes.

The SUBJECT TAG AND FOOTER is attached to all outgoing mail messages sent to the group whether they originate from the group page or via e-mail. Make sure the copyright footer is put in at a minimum.

Click SUBJECT TAG AND FOOTER (edit) to get started:

SUBJECT TAG identifies the name of your group. You can put [ ] around the group name to keep it neat, i.e. [SampleFreecycle].

The FOOTER is placed at the end of every message sent to the group. Some examples follow. At a minimum, the copyright should be displayed. Straight text is used with a maximum of 2000 characters. Some cut and paste examples follow. Be sure to replace information pertinent to your site.

Example #1

~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~

QUICK GUIDE TO CORRECT SUBJECT LINE FORMAT:
(Use ONLY one of these four)

OFFER: couch - location
TAKEN: couch - location (even if it is pending)
WANTED: garden hose - location
RECEIVED: garden hose - location
~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~

Freecycle and the Freecycle logo are trademarks of
The Freecycle Network in the United States and/or
other countries.
~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~*~

COMMENTS AND QUESTIONS: email SampleFreecycle-owner@yahoogroups.com

Example #2

Contact the group moderator: SampleFreecycle-owner@yahoogroups.com

Example #3

-----------
(c) 2003 The Freecycle Network http://www.Freecycle.org). All rights reserved.
Freecycle and the Freecycle logo are trademarks of The Freecycle Network in the United States and/or other countries.
-----------

POSTING AND ARCHIVES (edit) sets up responses to emails, group moderation, and both attachment and archive options. The following settings are standard for ALL Freecycle groups.

WHO CAN POST - Members
REPLY-TO - Sender
MODERATION - New Members
ATTACHMENTS - Remove
ARCHIVE OPTIONS - Members (can be edited for moderators only, though archives are read only for everyone)

Don't forget to SAVE CHANGES. You are almost finished!

SCHEDULED MESSAGES lists your files that are automatically sent to members using time intervals. You can add, edit, or delete these files and their options by accessing the Files which is discussed in the following section V.

Click Files to Onto the Files section so you can properly educate and inform your membership of the rules and guidelines, in addition to saying hello to new members and getting feedback from leaving members.

Files - Adding, Editing and Deleting

From any page click Files. This section allows you to edit existing files, add new files, and/or delete old files.

To edit an existing file, click Edit under the sub-heading ACTIONS.
1. Under FILE ATTRIBUTES, edit the File Name and the appropriate Description as applicable
2. AUTO-SEND TO MEMBERS will vary depending on what type of file you have. Some files can be sent on a monthly recurring basis while other files are sent on a one time only basis, such as new membership or leaving the group. Edit the File Content accordingly. This is straight text only. Do not use HTML or PDF formats in this section as these files go directly to the members.
3. SAVE CHANGES to complete this process.
To ADD a file, click on Create Text File.

Create Text File allows you to add text from Word or Notepad, or else you can simply type in your message. FILE CONTENT can be edited once the file has been saved. The AUTO-SEND TO MEMBERS can be added to each newly created file depending on the type of file and how often you want to send them.

In addition to that, new files have the option of having a NOTIFICATION sent to the group using the check box at the bottom of the page. Don't forget to SAVE CHANGES or CREATE FILE depending on how you are editing/making your new file.

The following files and suggested auto-send settings are provided for reference. These are the standard files that are usually added to a site when it's created. Examples are shown through accompanying links! Files marked with an *** are required files, no exceptions! Additional files can be referenced under Section 3 of this Mod Manual.
- E-mail Organization Tips (Upon joining group, Every month)
- E-mail Delivery Options (Upon Joining, Every Month)
- Freecycle™ Etiquette*** (Upon joining group, Every 2 weeks or Every month)
- Farewell*** (Upon leaving group)
- Message Sent To New Members (Upon Joining)
- Pending Membership Letter (Upon pending membership)
- Disclaimer*** (Upon joining group, Every 2 weeks or Every month)
Establishing A Backup CO-owner

*** IT IS STRONGLY ENCOURAGED THAT YOU MAKE SURE THAT YOU HAVE A BACKUP CO-OWNER OF SOME KIND LOCALLY. Either have someone not living in your own household locally be a Co-owner or, organizationally, you may also use ersatzfriend@freecycle.org as a neutral backup Co-owner A backup Co-owner is highly recommended in the event that an owner goes missing or otherwise abandons the group either on purpose or due to a profile glitch.

And that concludes your Freecycle web site set up! In addition to this reference guide, be sure that Copyright & Trademark guidelines are followed throughout the site. Thank you!