Policy Statement 1.25: Distribution of Member Contact Details

AUSTRALIAN DENTAL ASSOCIATION VICTORIAN BRANCH INC. BRANCH POLICY STATEMENT 1.25 DISTRIBUTION OF MEMBER CONTACT DETAILS 1. ISSUE 1.1

The Branch regularly receives requests for access to the contact details of members.

1.2

The Branch regularly receives requests to distribute other organisations’ surveys to members for completion.

1.3

This document outlines the Branch policy on providing access to contact details of members.

1.4

The Branch aims to ensure members’ contact details are not disclosed for purposes that do not benefit members professionally.

2. DEFINITIONS 2.1

Contact Details: Any member information, in soft or hard form, that includes name, postal address, email address or any other information that could identify members.

2.2

Mailing List: Electronic worksheet providing contact details of members.

2.3

Mailing Labels: Self adhesive labels with name and postal address of members.

3. GENERAL 3.1

The Branch will not distribute contact details of members to those organisations that intend to contact members for commercial purposes.

3.2

The Branch will not distribute surveys with a commercial focus unless they demonstrate a clear benefit to members. This includes surveys distributed by the Branch itself.

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3.3

Benefits to members could include, for example, an outcome of improved services or the provision of information to support a policy position in the interests of members.

3.4

Proposals to distribute surveys of a commercial nature must be approved by the Policy and Research Officer, who will assess the potential benefits to members as a result of the survey.

3.5

A commercial purpose can be described as an activity that may result in an organisation gaining financially from contact with ADAVB members.

3.6

Where strategic alliances have been formed between the Branch and commercial organisations, in accordance with a referral agreement, the Branch may arrange for a limited number of mailing to members or subsets of members on behalf of the strategic partner. Mailing lists will not be supplied to them.

3.7

The Branch will not distribute contact details of members to non-affiliated organisations except those involved in research activities.

3.8

The Branch mailing list will be made available to those conducting approved projects through eviDent.

3.9

Regional Groups will be provided with contact details of members within their Group once a year, to facilitate liaison within the Group and ensure membership of the Group is offered to all those practising in the region.

3.10 All parties that receive a list of member contact details must acknowledge that the information: 3.10.1 is the property of Branch; 3.10.2 is supplied for one use only; and 3.10.3 must not be distributed further, copied or otherwise reproduced, or used to update alter or improve any other mailing list (with the exception of use by Branch Regional Groups).

4 4.1

REQUESTS FOR ADAVB TO DISTRIBUTE SURVEYS Requests for the ADAVB to distribute other organisations’ surveys for completion by members will be assessed by the Policy and Research Officer in relation to the following criteria: 4.1.1 The survey content – the survey is relevant to dentistry and members are able to offer valuable input; 4.1.2 The time taken to complete the survey – members will be able to complete the survey within a reasonable timeframe; and 4.1.3 The nature of the organisation conducting the survey – the organisation is affiliated with the ADAVB in some way, or the research

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represents an opportunity for members, the ADA and/or the public to benefit from knowledge drawn from the survey results.

4.2

5 5.1

6

The Policy and Research Officer will make a recommendation to the CEO for approval based on an assessment against the criteria outlined above.

ADAVB SURVEYS (EXTERNAL) The Branch may consider conducting surveys that are offered by external organisations, such as broad surveys relating to membership. As there is generally a cost associated with surveys of this kind, approval to administer these surveys will be sought from Council or Executive Committee.

MAILING LIST DISTRIBUTION for RESEARCH

6.1

The Branch actively supports research in the field of dentistry and therefore supports the distribution of research materials (such as surveys) by affiliated organisations.

6.2

Applications for access to Branch mailing lists for research purposes will be subject to the following criteria: 6.2.1 The request must clearly state the objectives of the research and indicate the intended use of the results; 6.2.2 The research project must have received ethics approval from a recognised Human Research Ethics Approval Committee; 6.2.3 The potential results of the research should: 6.2.3.1 significantly add to the body of knowledge in dentistry; 6.2.3.2 have a positive benefit for the members of the Branch; and 6.2.3.3 if results are to be published the participants in the study are to be informed.

6.3

Applications must include all relevant documentation regarding the research, including: 6.3.1 all cover letters and materials inviting members to participate; 6.3.2 final copy of the survey instrument; 6.3.3 evidence of ethics approval; and 6.3.4 any other information that will be received by members on the list.

6.4

Applications for access to Branch mailing lists by external parties will be reviewed by the Policy and Research Officer prior to approval by Branch Council or the Executive Committee.

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6.5

Applications for access to Branch mailing lists by internal committees will be reviewed by the Policy and Research Officer and approved by Council. Further information may also be sought to assist in the approval process.

6.6

Committees wishing to conduct surveys must complete a ‘Committee Research Proposal form’ (Appendix 1). Information provided in the form will be used by the Policy and Research Officer to assist committees in the development of survey questionnaires.

6.7

Researchers involved in approved eviDent projects are not required to complete a ‘Committee Research Proposal form’ in order to gain access to Branch member mailing lists.

6.8

The number of responses sought by the researcher/s (as approved by the Human Research Ethics Committee) will dictate how many members are included on the mailing list provided to the researcher by the Branch.

6.9

The Branch will provide access to mailing lists for a maximum of ten research projects per year.

7 7.1

MAILING LABELS DISTRIBUTION The purchase of Branch member mailing labels is limited to Branch members seeking to contact those in their regional group for: 7.1.1 non commercial purposes, such as establishing study groups; and 7.1.2 notifying others of changes in practice, for example: limited, specialist, relocation or ceased practice.

7.2

8

The use of mailing labels is subject to the use of mailing list criteria outlined under item 2.5.

PROCESS FOR SUPPLY OF MAILING LISTS/LABELS

8.1

To request either a mailing list or a set of mailing labels, applicants must complete the ‘Request for mailing list/labels’ form (Appendix 2).

8.2

Mailing LABELS will be provided to approved applicants at the cost specified in Appendix 2, as updated annually and approved by the CEO.

8.3

The provision of mailing LISTS to approved applicants shall be free.

8.4

Where mailings have been arranged in accordance with a referral agreement, a cost recovery fee will be charged.

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Branch Policy Statement Number Adopted by Council

3 December 2012

Reviewed by Constitution &

22 October 2013

Policy Committee Amended by Council

24 March 2014

Relevant Rules Relevant By-Laws See also

Branch Policy Statement 1.17 – Privacy

Appendix 1 – Committee Research Proposal Form Appendix 2 – Request for ADAVB Member Mailing List/Labels

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BPS 1.25 Appendix 1

COMMITTEE RESEARCH PROPOSAL FORM Section A i)

Committee details

Name of Committee

ii) Nominated contact from the Committee Name: Section B

Phone:

Email:

Motivation for the research

iii) Please describe the objective of the research.

Give context for your research objective i.e. why is this an important area to conduct research?

Please provide references to relevant documentation, for example, policy documents (attached to completed form).

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BPS 1.25 Appendix 1

Section C i)

Research questions and format

Please attach the draft survey instrument.

ii) Please tick the preferred research method a. Simple mail out survey (less than 10 questions) b. Simple online survey (less than 10 questions) c. Extended mail out survey (more than 10 questions) d. Extended online survey (more than 10 questions) e. Mail out poll f. Online poll iii) Please provide a timeframe for the proposed research activities.

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BPS 1.25 Appendix 1

Section D i)

Research results

Please describe how the research results will be analysed and interpreted.

ii) Please describe the anticipated results of the research (based on existing knowledge of issues).

iii) Please indicate the intended use of the research results.

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BPS 1.25 Appendix 1

Section E i)

Significance of the proposed research

Please describe how the research will have a positive benefit for the members of the Branch.

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BPS 1.25 Appendix 2

REQUEST FOR ADAVB MEMBER MAILING LIST/ LABELS A) I am requesting a: (please tick)

 Mailing list  Set of mailing labels (please complete Section E – label order)

B) I am a (please tick):  Researcher (please complete Section C – lists/labels for research)  ADAVB Member  Regional Group representative C) Lists/labels for research a. Please describe the objectives of the research and indicate the intended use of the results

b. Please describe how the research will: i. add to the body of knowledge in the dental field ii. have a positive benefit for the membership of the ADAVB

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BPS 1.25 Appendix 2

c. The number of members included on the mailing list/labels must be the number agreed in an ethics approval. The number of participants agreed in the attached ethics approval is:

d. I have attached:

 An ethics approval form that states how many participants have been approved for the study  All cover letters/materials inviting members to participate  A final copy of the survey instrument

e. I will inform study participants and the ADAVB how and where the research results are to be published, including in electronic media  Agree  Disagree f.

I agree to provide ADAVB with a copy of the survey results.

D) Agreement In contracting for the supply of mailing lists/labels to be provided by the Branch from its membership file, I agree to abide by those requirements set out in the ADAVB Branch Policy Statement on Distribution of Mailing Lists and Labels.

Signed: ________________________________________

Date: ___________________________

NAME: _________________________________________

Phone: __________________________

ORGANISATION (if applicable):_______________________________________________________ EMAIL: _________________________________________

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BPS 1.25 Appendix 2

E) LABEL ORDER NAME: __________________________________________________

MEMBERSHIP NO: ____________

ADDRESS: _______________________________________________________________________________ PHONE NO: _________________________________

FAX NO: ________________________________

DATE REQUIRED: _________________________________________ DELIVERY:

MAIL

COURIER (**) 



** If a courier is required, the ADAVB will advise by phone when labels are ready. Please organise your own courier for collection.

Please find enclosed $__________being full payment for the supply of Mailing Labels as indicated.

Payment preference:

Cheque



Please make cheques payable to “ADAVB Inc.”

Credit Card



Card type: Amex  MasterCard 

Visa 

I authorise ADAVB Inc. to debit my credit card with details as follows: Card Number:

Expiry Date:

Signature:

I__I__I__I__I I__I__I__I__I I__I__I__I__I I__I__I__I__I

____I____

_____________________

TYPE OF LABELS: *Prices effective from 1 August 2012. 

ALL MEMBERSHIP LABELS



GROUP LABELS (please indicate group/s required)

All Suburban



....... x @$250.00 (Inc GST)

 ..… x $175.00 (Inc GST)

Selected Groups:

All Country

$…………

 .…x @$130.00 (Inc GST) $…………

..…. x @ $45.00 (Inc GST) per group

$…………

Group ABC 

Group L



Northern



Group D



Group P



North Eastern



Group E



Group Q



North Western



Group H



Group R



Southern



Group J



South Eastern



South Western



Mid Western



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BPS 1.25 Appendix 2



POSTCODES (please indicate postcode range) .…. x @ $25.00 (Inc GST) per postcode $…………

Type of Labels All Membership Labels All Suburban Groups All Country Groups Per ADAVB Group Per Postcode

ADAVB Branch Policy Statement 1.25

Price Incl. P & H $ 227.27 159.09 118.18 40.90 22.73

Plus GST $ 22.73 15.91 11.82 4.10 2.27

Total Price $ 250.00 175.00 130.00 45.00 25.00

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