Home » Membership » Contact person guidelines

Contact person duties

The CGIN contact person plays a vital role in the relationship between CGIN and its mem­bers. In addition to the typical communications role, the CGIN contact person is responsible for helping CGIN manage the security of its site to protect the proprietary interests of the materials shared by members.

As per CGIN’s policies, the CGIN contact person must be a paid co-op staff member. In the event that your co-op does not have a paid staff person, you will need to complete the exemption form.

CGIN members have the following responsibilities:

1. Manage communications between CGIN and the member. The contact person serves as the primary communications link between CGIN and its member. In this regard, CGIN expects that all contact people will:

  • remain informed about CGIN through direct contact with the CGIN office
  • subscribe to and monitor messages on the CGIN basic listserve
  • pass along messages from CGIN or information about CGIN to appropriate individuals at the member co-op
  • keep CGIN informed of any address or contact information change for the member (especially changes in e-mail addresses or telephone/fax numbers), and
  • respond to requests for information or input from CGIN

2. Control access to members-only portion of CGIN site. Maintaining the security of CGIN’s webpages is vital to CGIN’s effectiveness. If the materials shared by members via the CGIN site become available to non-member co-ops, CGIN’s membership structure is eroded. If the materials shared by members via the CGIN site become available to privately owned, compe­titor stores, then CGIN’s ability to help co-ops thrive and succeed will be damaged and the competitive position of all food co-ops will be weakened.

CGIN expects all contact people to:

  • clearly understand and respect the need for maintaining the security of the CGIN site
  • explain the need for security and the system used on the CGIN site to all other users
  • maintain the list of users associated with your account so that the users are current and authorized users of CGIN
  • handle all communications regarding the logins and passwords for the CGIN site (CGIN will only verify a member’s master login and password to the contact person)
  • change the password at least every January and July or when required by CGIN
  • provide CGIN access only to appropriate and authorized users (e.g. staff) of the member
  • remain aware of events that may require changes to the members’ user accounts login and passwords (e.g. when a staff member terminates his/her employment — especially if s/he goes to work for a competitor) and change passwords at those times
  • read the copyright information in the Submit an Item section of the site and honor the copyright rules
  • understand appropriate use of materials from the CGIN site and explain to other users
  • if your board is subscribed to CGIN’s Board listserve, you are responsible for updating the list when there’s board turnover

As of January 2005, CGIN provides a way for board members to access selected materials on the site. Specifically, board members have a special login and password (the same for the directors of all CGIN members) that allows them to review the materials in the following areas of the CGIN site: basic resource library — items in the board of directors, CCMA workshops, and member relations & governance sections only; photo gallery exhibits; and “special topics” section.

Members will see a reminder of the special login and password for co-op board members after logging onto the site. Using this special login, directors can access those portions of the site. The special board member login and password is a general one for use by all co-op directors. It will be changed every three months but will always be retriev­able by a co-op staff member from the index page. Directors may not “purchase” items with this login.

3. Ensure appropriate use of materials from the CGIN site. On the membership application, all CGIN members sign the following statement:

I certify that this organization is eligible to join the Cooperative Grocers’ Information Network. With this application, this organization agrees to abide by the bylaws and policies of CGIN, by decisions made at board and membership meetings, to support and uphold the purpose of the organization, to keep CGIN apprised of a current mailing address for the organization, and to pay CGIN the dues and fees set for all materials taken from CGIN sites. We agree that materials obtained from the CGIN site will only be used for the benefit of the CGIN member co-op. We agree to hold CGIN harmless for the use of materials gained through CGIN; we will consult our own legal or other professionals regarding use of materials obtained from the CGIN website.

The CGIN contact person is the individual entrusted with making sure that the member lives up to the letter and the spirit of this agreement. As noted, CGIN members are also expected to be familiar with and honor basic copyright protection for all materials on the site. For an overview of copyright provisions, see the copyright section of the site.

Finally

If you have any questions on how CGIN works or the duties of the CGIN contact person, feel free to contact the CGIN office.

Thanks for serving as the CGIN contact person and for your help in making CGIN successful.