POLICY ON CONGREGATIONAL COMMUNICATIONS
Submitted by UUCC Communications Committee: August 26, 2026
Adopted by UUCC Board: August 26, 2026
1.0 RATIONALE/PURPOSE
Effective communication is essential to the ministry, governance, programs, and community life
of the Unitarian Universalist Congregation of Columbia (UUCC). The purpose of this policy is to
establish congregation-wide principles and responsibilities for communications that are accurate,
timely, accessible, respectful, consistent with UUCC’s mission and values, protective of personal
information, and sustainable during changes in staff and volunteer leadership.
This policy applies to official communications issued on behalf of UUCC through its authorized
communication channels.
2.0 DEFINITIONS
Official communication: A message issued on behalf of UUCC, its Board, staff, committees,
teams, or authorized programs through a communication channel owned or authorized by UUCC. Official communication channel: A UUCC-owned or authorized website, email account, church-
management system, social-media account, printed publication, electronic newsletter, calendar, signage, or other communication method. Authorized communicator: A staff member or volunteer who has been assigned responsibility for preparing, approving, publishing, or distributing official UUCC communications. Confidential or restricted information: Personal, pastoral, personnel, financial, security-related, or other information that should not be publicly disclosed or distributed without authorization. Operational authority; The day-to-day authority staff already have within their assigned roles, for example, managing office communications, supervising employees, maintaining records, and
administering communication systems. Pastoral matters: Private information involving pastoral care, such as illness, bereavement, family difficulties, personal crises, or counseling.
Vulnerable persons: Individuals who may require additional privacy or protection because of age,
disability, illness, cognitive impairment, dependency, or a personal crisis.
3.0 POLICY
1. Purpose of UUCC communication channels
Official UUCC communication channels shall be used to advance the congregation’s mission,
ministries, governance, programs, activities, and community life.
Unitarian Universalist Congregation of Columbia (Columbia, SC)
2. Communication standards
Official communications shall be:
a. Accurate and issued through an authorized source.
b. Consistent with UUCC’s mission, values, bylaws, and policies.
c. Respectful, inclusive, and appropriate for the intended audience.
d. Written and presented as clearly and accessibly as reasonably possible.
e. Corrected promptly when a significant error is discovered.
3. Responsibility and oversight
a. The Board of Trustees establishes congregation-wide communications policy.
b. The Communications Committee provides coordination, planning, guidance, and
oversight for UUCC communications.
c. The Minister, Congregational Administrator, and other designated staff members retain
the operational and supervisory authority appropriate to their positions.
d. Committees, teams, program groups, and congregational leaders are responsible for
providing accurate and timely information concerning their activities.
4. Editorial authority
Submission of material does not guarantee publication.
Authorized staff members and volunteers may edit, schedule, shorten, decline, or redirect
submitted material based on relevance, accuracy, available space, timeliness, accessibility,
consistency, and the purposes of the communication channel.
5. Official accounts and ownership
a. Official communication accounts, mailing lists, electronic records, websites, social-media
pages, and related content are the property of UUCC and not of any individual staff
member, volunteer, committee chair, or congregational leader.
b. UUCC shall maintain reasonable continuity of access to important communication
systems during leadership and staffing transitions.
c. Whenever practical, more than one authorized person shall have access to essential
communication accounts.
6. Privacy and protection of information
a. Personal information contained in UUCC directories, databases, mailing lists, and
congregational records shall be used only for authorized congregational purposes.
b. Confidential or restricted information shall be protected from unauthorized access,
disclosure, or publication.
c. Names, photographs, contact information, and identifying information shall be used in
accordance with UUCC procedures, with particular care regarding children, youth,
pastoral matters, personnel matters, and vulnerable persons.
Unitarian Universalist Congregation of Columbia (Columbia, SC)
7. Official positions and public statements
a. No person shall represent a personal opinion as an official position of UUCC.
b. Statements made on behalf of UUCC concerning public controversies, legal matters,
personnel matters, emergencies, or significant institutional concerns shall be issued only
by persons authorized to speak for the congregation.
c. Personal communications and personal social-media activity by members, friends, staff,
or volunteers shall not be presented as official UUCC communications unless
specifically authorized.
8. Records and institutional continuity
Official communications having continuing administrative, historical, financial, legal, or
institutional value shall be retained in accordance with UUCC recordkeeping practices.
9. Communications procedures
a. The Communications Committee, in consultation with the Minister, Congregational
Administrator, and other appropriate leaders, shall maintain written procedures and
guidelines for implementing this policy.
b. Communications procedures may be revised as technology, staffing, communication
systems, and congregational needs change, provided that the procedures remain
consistent with this policy, the UUCC Bylaws, and other applicable UUCC policies.
c. Significant procedural changes shall be communicated to affected staff members,
committee chairs, program leaders, and the Board of Trustees.
10. Review
The Communications Committee shall periodically review this policy and recommend
amendments to the Board of Trustees when necessary.