FC Moderators Manual - ZIP Code Based Membership Instructions.

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ZIP Code Based Membership Instructions

Freecycle™ ZIP Code Based Membership List

Some list owners/moderators might want to consider setting up a ZIP Code or cross-roads based approval system for new members. This method eliminates the need to moderate new members entirely, as spammers don't typically go to great lengths to check out local crossroads or ZIP Codes. This method also limits membership to the immediate local area, which benefits givers and receivers within your group.

This method works best with two co-moderators. Membership can be handled as it comes in by both mods or set up so that the first moderator does two weeks on and the second member takes over on a specified date of switchover. Use whatever system works for your group. Make sure that each mod doing membership approval has the click box checked for Notify this moderator when there are pending messages and/or memberships which require approval so that both will receive a new members pending email notification for each member who joins the group.

Two excellent online resources for ZIP Code lookup are the USPS Zip Code Lookup and Langenberg.com. The latter site also gave additional information on Area Code, City, County & Time Zone Cross Refs, ZIP Code Maps & Surrounding ZIP Codes. Your local telephone book is another reference though not as technically inclined as the World Wide Web. There are usually state, county and city maps listed along with ZIP Code boundaries. Being precise with ZIP codes isn't such an important detail. As long as you recognize the ZIP Code or crossroad, you probably don't need an official list.

Approval Process:

When a new member joins the group, two Pending Membership letters will be emailed to them. The first is a descriptive letter advising the member that the group is ZIP Code based. The second letter has a short questionnaire that needs to be returned to the group mods to either approve or deny membership. If the member falls within specified ZIP Code guidelines, approve membership. If not, deny membership. In either case, an automated email should be generated to advise of membership status. Set that up like you would any other file.

If the member has an email address that indicates a local or state connection (i.e. university or city address), or if their ZIP Code is in the email address, then they can be immediately approved without waiting for the return of the questionnaire. Otherwise, wait for them to respond before approval or denial.

Give pending members a reasonable window to return the questionnaire. Not everyone is a web junkie. Seven to ten days is an appropriate time frame If you receive no response to the email during the set time frame, send them a canned response saying it's been a week or so since their request to join Freecycle XXX, which exceeds the guidelines, and their application is being canceled. They are free to join again at a later date and repeat the process. There is a Denied Membership letter that addresses all issues and can be set up as an automated email. If you do not set up the automatic response for denied membership, you will have to send each and every denied member a canned response for the reasons why. I do not recommend that method. It's a very time consuming and tedious process.

You should already have an automatic response set up for approved memberships along with the required files that get sent upon membership.

Here are a few examples you can use for your files regarding ZIP Code Based Membership. Simply copy and paste... and feel free to edit as necessary!

***Replace all XXX references with your local group name***

Files - Initial Membership Letter (Upon Pending Membership)

Dear Prospective XXX Freecycle(TM) Member:

Thank you for your interest in joining our group. Our Freecycle group serves the ________, ________, etc., areas within the _________ region. The purpose of our group is to help keep good, unwanted items from ending up in landfills, while building community awareness and togetherness, by offering these items FREE to others who may need or want them, especially to those who may not otherwise be able to afford these items.

While XXX Freecycle focuses on a specific, local area, we are actually part of a global network that began as a grassroots movement to save our environment and help those in need by giving away our unwanted, no-longer-needed items for FREE.

While the choice is ultimately up to the Giver as to which responder will receive each item, in an effort to ensure that those within our local community who truly need the items do not end up doing without while those outside of our community take all the good stuff, we must request that you send us your ZIP Code and the name of the town you live in before we can approve your membership. If you live outside of our service area and still wish to join, then please provide us with a detailed reason why you wish to join our group. This request is also made in an effort to help keep down potential abuse of the Freecycle vision.

NOTE: Once we receive the name of the town you live in and/or ZIP Code, plus a valid, detailed reason why you wish to join our group if you live and work outside of our area, we will either approve your membership or let you know why we have denied it.

If we deny your membership, the reason will likely fall into one of these categories:

(1) You're a known Spammer. We do NOT accept SPAM of any kind.

(2) You've earned a reputation through the Freecycle community (local, state, or national) as someone who habitually breaks the rules and/or the spirit of Freecycle (i.e. taking items to resale without letting the Giver know of your intent; trying to hog all the 'good stuff' so that those who may really need it must do without; repeatedly trying to sell items instead of offering them for Free; etc.)... yes, word does get around.

(3) You live so far away that we feel your -- and our community's -- needs would be better served if you joined a group closer to you. If this is the case, you can locate the group closest to you by going to: http://www.freecycle.org/

Again, thank you for your interest in joining our great recycling community.

Sincerely,
XXX Freecycle Moderators

Files - Questionnaire to be Returned to List Owners/Mods (Upon Pending Membership)

Thank you for signing up with XXX Freecycle(TM).

Since we get many registrations that should have been for Freecycle groups in other regions, we ask that you provide your ZIP Code to show that you can participate locally. If you aren't near XXX but just want to monitor our list, just let us know by providing a brief explanation. This requirement also helps us keep spammers off the list.

Simply reply to this email with the following information and your registration will be confirmed:

ZIP Code:
Township or Local Community:

To find Freecycle groups in other areas visit http://www.freecycle.org/

Sincerely,
XXX Freecycle Moderators

Files - Member Falls Outside of Local Area (Membership Denied)

Hello,

This is just a quick note to let you know that your pending membership to XXX Freecycle(TM) was denied.

XXX Freecycle is a ZIP Code based group. Upon reviewing your membership application, we noted your ZIP Code falls outside our local area. You live so far away that we feel your -- and our community's -- needs would be better served if you joined a group closer to you. If this is the case, you can locate the group closest to you by going to: http://www.freecycle.org/.

If you think your membership was denied in error, please contact the group owners at XXX-owner@yahoogroups.com. If you have any further questions, please feel free to email us with your concerns. Thank you.

Your XXX Freecycle Moderators
XXX-owner@yahoogroups.com

Files - Member Failed to Respond in a Timely Manner (Membership Denied)

Greetings:

About a week ago, you requested a subscription for XXX Freecycle)TM). You should have received an email requesting a response from you with your ZIP Code and City/Township. We did not receive this from you and have canceled your subscription request.

If you are still interested in joining the XXX Freecycle list, please send a message to XXX-subscribe@yahoogroups.com or click Join This Group on the main page.

If you are outside the XXX Freecycle area, please feel free to visit http://www.freecycle.org/ to find a local group in your area. Thank you!

Your XXX Freecycle Moderators
XXX-owner@yahoogroups.com

Files - Member Falls Outside of Local Area/Failed to Respond in a Timely Manner/Other (Membership Denied)

Hello,

This is just a quick note to let you know that your pending membership to XXX Freecycle(TM) was denied.

There could be a few different reasons for having your membership denied:

1. XXX Freecycle is a ZIP Code based group and your ZIP Code falls outside our local area. You live so far away that we feel your -- and our community's -- needs would be better served if you joined a group closer to you. If this is the case, you can locate the group closest to you by going to: http://www.freecycle.org/.
2. You failed to respond within the specified time frame allotted by XXX Freecycle. If this is the case, please feel free to reapply and we will reconsider your application.
3. For some other reason, a moderator felt that you may have caused a problem in our Freecycle group or an adjacent group. If that is the case you should receive a private e-mail with the reason(s) why.

If you think your membership was denied in error, please contact the group owners at XXX-owner@yahoogroups.com. If you have any further questions, please feel free to email us with your concerns. Thank you.

Your XXX Freecycle Moderators
XXX-owner@yahoogroups.com