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E-blast Request (for Non-100% Super Mega Chapters ONLY) 

04-04-2016 18:31

Prior to accessing the request form, please read the following important information and click on the appropriate response.

The E-blast Program for non-100% Super Mega Chapters is a reciprocal agreement. To be eligible for two scheduled quarterly e-blasts to SHRM at-large members, the Super Mega Chapter using this submission form agrees to participate in the reciprocal agreement and to allow two scheduled quarterly e-blasts from SHRM to their chapter members.

To be eligible to participate in this program, a Chapter must be a Chapter in good standing with SHRM.  Chapters may request two emails to be sent on their behalf per quarter.

The Chapter is responsible for providing information regarding your event(s) which will be automatically added to SHRM-provided information promoting the value of Chapter membership. 

 Process:

  • Requests must be made on the designated electronic form.
  • Requests must be submitted by the Chapter President or his/her designee. Your Chapter President should be made aware of the request prior to submission.
  • The Submitter will receive a copy of the email when sent.
  • In addition to information about the event, the text of the email must contain a chapter point of contact, email address or phone number, for questions or additional information.
  • A link to your website is permitted and encouraged. For example, provide a link to the event page on the chapter website vs. linking to a third party registration provider. 
  • Email text is limited 400 words.
  • A minimum of ten (10) business-day lead time is required for all emails requests. Due to scheduling constraints, your email will be sent as closely to the requested date as possible.
  • In this message you are encouraged to promote if the program is eligible for SHRM recertification credits.
  • Blackout Period: SHRM will not send any emails on behalf of Chapters during the period of June 1 – June 30 and December 15 - January 5.

 

CAN-SPAM Act Compliance

In order to be compliant with the CAN-SPAM Act of 2003, SHRM must adhere to the following policy regarding your request for an e-blast to be sent by SHRM.

  1. SHRM will be responsible for handling all opt-out notifications delivered through its subscription management process.
  2. The sender of the e-blast must be SHRM.  The subject line may reference the purpose of the e-blast.
  3. SHRM will add at the bottom of your e-blast a promotion of SHRM (e.g. Annual Conference, SHRM Learning System, Education Seminars, SHRM Certification, etc.). This advertisement will only be 1-3 sentences with the SHRM website address listed. This makes the e-blast a dual promotion which allows SHRM to be the only “sender” with the CAN-SPAM Act sender obligations.
  4. You agree that this e-blast is a dual promotion with SHRM as the “sender”.

In order to be compliant with the CAN-SPAM Act of 2003, the affiliated non-100% Super Mega Chapters must adhere to the following policy regarding requests for an e-blast sent on behalf of SHRM:

  1. The affiliated non-100% Super Mega Chapters will be responsible to handling all opt-out notifications delivered through its subscription management process.
  2. The sender of the e-blast must be the affiliated Super Mega Chapter.  The subject line may reference the purpose of the e-blast.
  3. The affiliated non-100% Super Mega Chapters may add at the bottom of the e-blast a promotion of the chapter (e.g. Chapter Meetings, Chapter Events, Education Sessions, etc.).  This advertisement will only be 1-3 sentences with the affiliated Super Mega Chapter website listed.  This makes the e-blast a dual promotion which allows the affiliated Super Mega Chapter to be the only “sender” with the CAN-SPAM Act sender obligations.
  4. You agree that this e-blast is a dual promotion with the affiliated Super Mega Chapter as the “sender”.

General Guidelines:

A minimum of ten (10) business-day lead time is required for all e-blast requests. The e-blast may not go exactly on the tenth day, but will be scheduled as soon as possible after the required lead time. Blackout Period: SHRM will not send any e-blast on behalf of the Chapter during the period of June 1 – June 30 and during the period of December 15 through January 5.  Please submit your request ten (10) days prior to the start of the stated blackout period. E-blasts are limited to two (2) per non-100% Super Mega Chapters per calendar quarter, for a total of eight (8) per calendar year.

Requests must be submitted (or approved by) the non-100% Super Mega Chapter President, from his/her designee, or from the non-100% Super Mega Chapter Management Professional. The Chapter President and Chapter Management Professional should be made aware of the e-blast request.

The submitter of the request will be included on the list query for the e-blast and should receive a copy when the e-blast is sent.

The request must only be for SHRM at-large members in the Chapter’s established at-large zip code range. Pursuant to the language in the Chapter charters, SHRM and the non-100% Super Mega Chapter shall be joint owners of the list of names, mailing addresses, email addresses, and phone numbers of those individuals who are members of both SHRM and the Chapter, (Joint Members) without any duty to account to the other for any profits derived from such list. The non-100% Super Mega Chapter is the exclusive owner of the list of names, mailing addresses, email addresses, and telephone numbers of individuals who are members of the Chapter but not of SHRM (Chapter Only Members). SHRM is the exclusive owner of the names, mailing addresses, e-mail addresses and telephone numbers of those individuals working within the non-100% Super Mega Chapter’s geography who are members of SHRM but not members of the Chapter (At-Large Members). The non-100% Super Mega Chapter has the non-exclusive right to use the list of names, and mailing addresses of At-Large Members only for the internal purposes of the Chapter, and (absent SHRM written consent) not for the purpose of licensing any such list to any third parties or offering or advertising the products or services of any third parties to At-Large Members.

Content Guidelines:

  • The non-100% Super Mega Chapter is responsible for developing the 400-word content of the e-blast, which must be approved by the appropriate Field Services Director. If there are questions about the appropriateness of the content, the Field Services Director will forward the proposed content to the Manager of Volunteer Communications (MVC) for review, feedback, and approval. All content must be submitted for approval on the appropriate electronic request form.
    1. Content/purpose is limited to a Chapter membership drive, to promote/raise Chapter awareness, or to promote Chapter activities only.
    2. The e-blast should be text only and may not include any type of attachments, images/graphics or third party links – this includes Social Media sites. Hyperlinks within the text directing the reader to the Super Mega Chapter’s web site are allowed and encouraged. Tables and forms should be avoided as their outcome on the viewer’s end cannot be ensured.
    3. Links to sites other than the non-100% Super Mega Chapter or their state council are not permitted.
    4. The e-mail must close with a point of contact, email address and/or a telephone number within the non-100% Super Mega Chapter for questions or further information.
    5. Promotion or links of third-party activities, even if endorsed or sponsored by the non-100% Super Mega Chapter, is not allowed, unless the third-party the State Council.
  • By requesting SHRM to send an e-mail blast on its behalf, a non-100% Super Mega Chapter agrees to indemnify SHRM against any and all liability and expenses which SHRM may incur as a result of claims made against SHRM based upon the fact that such e-mail violates the intellectual property rights or any other rights of any third parties.
  • It must be clear that the e-mail is being sent by SHRM on behalf of a SHRM non-100% Super Mega Chapter. The language contained in the e-blast must be clearly stated and must NOT create confusion on behalf of the recipient as to who is authoring the e-blast. For example, a chapter must include the chapter's official name, rather than simply indicating “SHRM”.
  • An e-blast may not promote a membership, service or product in direct competition with SHRM membership or an SHRM product under any circumstances. For example:
    1. No e-blasts are permitted promoting memberships in non-SHRM affiliated HR associations.
    2. No e-blasts are permitted promoting a certification preparation process using a product other than the SHRM Learning System as the basis for the process.

The e-mail must close with a point of contact, email address and/or a telephone number within the non-100% Super Mega Chapter for questions or further information.

Reciprocal E-Blast Guidelines for SHRM to Super Mega Chapter Members:

To participate in the non-100% Super Mega Chapter E-blast program, the chapter agrees to E-blast SHRM-provided content to Local Members Only (LMOs) twice (2) per calendar quarter, for a total of eight (8) per calendar year.  SHRM-developed content will be developed according to the following guidelines:

  1. Requests will be submitted electronically to the Chapter President or their designee with a copy to the President.
  2. The e-blast request text is limited to up to 400
  3. Requests will be limited to SHRM-affiliated non-100% Super Mega Chapter Local Members only if such members can be accurately identified. If unable to separate, e-blast should be sent to all chapter members.
  4. E-blasts are limited to two (2) per calendar quarter –for a total of eight (8) per calendar year.
  5. Content/purpose is limited to SHRM membership or to promote SHRM activities and programs only.
  6. The e-blast will not include any type of attachments, images/graphics or third party links – this includes Social Media sites. Hyperlinks within the text directing the reader to SHRM’s web site are allowed and encouraged.
  7. Links to sites other than SHRM is not permitted.
  8. The e-mail must close with a point of contact, email address and/or a telephone number within SHRM for questions or further information.
  9. Promotion or links of third-party activities, even if endorsed or sponsored by SHRM, is not allowed, unless the third-party is another SHRM Chapter or State Council.
  10. A copy of the e-blast will be sent to the respective Field Services Director.

I have read and understand the policy and guidelines. 

Agree       Disagree



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