Resources Available to Sprints

Finances

There are no financial resources available to a sprint. If the sprint is in the care of a structure that may request travel or childcare funding support then the sponsoring structure may choose to go through the process to request financial support.

Fundraising: Everyone involved in Philadelphia Yearly meeting is asked to be part of our culture of giving. Friends involved in Sprints are asked to be cheerleaders and encourage others to make contributions generously as meetings and as individuals. However, actual fundraising solicitations need to be coordinated with the appropriate staff. No structure may fundraise on behalf of the yearly meeting or for any structure, substructure, program or particular cause in the yearly meeting without explicit permission from the Administrative Council.

Communications

Outbound Communication

News: Sprints may publish stories through all standard PYM communications channels. The channels and the process for submitting content to them are kept current in the Electronic Appendix.

PYM Calendar: Any scheduled Sprint events may, and should be, published on the calendar on the PYM website. It is the responsibility of the Thread to submit the information to be posted. Submission practices are kept current in the Electronic Appendix.

Website: Sprints may be provided space on the PYM website. The details are to be worked out with communications staff, the Sprint and the Quaker Life Council.

Sprints may request a private section of the PYM website (called a “multisite”), accessible only to members of the group. The request is made to the supervising structure and the communications staff. If provided, this multisite can be the container for all logistical information that the group will need to function well. Members may add events to the group’s internal calendar, upload documents, see an archive of Google Group messages, find quick links to recommended external services for internal collaboration (video chat, doodle polls, etc.), and read how-to guides on best practices and rules for use of communications technology.

Social Media: Sprints may set up and use their own social media accounts, but must follow the rules laid out under Guidelines for Appropriate Use of Social Media, which is available in the Electronic Appendix.

Print Materials: Sprints may develop print publications such as flyers for sharing publicly. Print materials need to conform to the PYM visual identity guide and style guide and be reviewed and approved by communications staff. Print communications that do not follow the style guide of PYM may not be distributed. Sprints may work with staff to professionally design brochures, flyers, and publications. Extraordinary requests might require additional budget approval. Sprints need to keep in mind that there is not a Sprint budget for design, copying, printing or mailing and financial support. Those items are under the authority of the Quaker Life Council. Guidelines and procedures for print items will be available in the Electronic Appendix.

Contact Information: Sprints are not given direct access to contact information of Friends in the yearly meeting. All direct communications to broad PYM audiences are managed through the PYM office and its channels.

Internal Communication

Every Sprint that requests it will have access to a private section of the PYM website (called a “multisite”), accessible only to members of the group. This multisite will be the container for all logistical information that the group will need to function well. Members will be able to add events to the group’s internal calendar, upload documents, see an archive of Google Group messages, find quick links to recommended external services for internal collaboration (video chat, doodle polls, etc), and read howto guides on best practices and rules for use of communications technology.

As requested, PYM will create a private Google Group for each Sprint, and will add the initial set of members. Following that, selected members of the Sprint will be added as group managers, and will be responsible for ongoing administrative tasks like approving new requests to join the group. PYM Staff will retain ownership of the Google Group to ensure long-term stability in case of group turnover.

Communication Restrictions

Sprints don’t have the authority to communicate outside of standard PYM communications channels without approval from the Quaker Life Council (which will collaborate with staff).

Sprints may not create independent websites. They may not sign up for any third-party apps or group collaboration tools beyond those recommended in the resources section of their private multisite, and must follow PYM guidelines when using Social Media.

Sensitive or personal identification information may not be stored in the cloud without approval of the Communications Staff.

All communications that are published in any way through PYM:

  • May be reviewed and edited by the PYM Communications staff. See the editing process in the Electronic Appendix online for more information.
  • Must conform to the PYM style guide for graphics and copy.

Logistics Support

The following logistical supports may be requested with prior approval from a council or the substructure which has care for the sprint within the parameters of the resources available to that substructure. Sprints need to request confirmation of the use of these provisional logistics resources from the appropriate staff person prior to expecting their availability:

Details and processes for accessing the support may be found in the Electronic Appendix on the PYM website.

The following are not available to support sprints:

  • reimbursing expenses
  • setting up or managing preparation or follow-up for meetings of sprint members
  • developing agendas
  • communicating with members of the sprint
  • recording minutes or writing news or other documents
  • Programmatic support, such as designing programs, staffing programs, developing or finding content or speakers

Governance Access

Sprints do not have access to the governance structure or leadership of the yearly meeting. Their sponsoring structure may have access and if so, the sponsoring structure may choose to go through its process for access to governance agendas on behalf of the Sprint.

Quaker/PYM identity

Sprints may not represent themselves externally as representatives of PYM or Quakerism, as they are an internal means of getting our work done.