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Volunteer Policy Manual

These Documents are provided for the strict use of Wings Foundation Volunteers who have signed Confidentiality Agreement on file with Wings Secretary.

Wings Foundation, Inc

Microsoft Office 365

and Email Correspondence Guidelines

I) The WINGS Webmaster Advisory Director is responsible for maintaining the Microsoft Office 365 account as the Global Administrator.

 

II) The responsibility for maintaining the Microsoft Office 365 account will be, but not limited to, the following activities:

  1. Creating @wingsfoundation.com email accounts and sending temporary passwords for Wings Foundation, Inc volunteers.

  2. Creating and maintaining any and all contact lists in the global email directory.

  3. Provide training and assistance to volunteers who have access to a MS 365 account.

  4. Creating and maintaining any and all shared email accounts.

  5. Assisting the WINGS National Vice President with creating shared folders and documents in a OneDrive cloud to be distributed to active Case Workers.

  6. Assisting the WINGS National Vice President with updating training for new Case Workers to incorporate MS 365 training including any new updates to MS 365.

  7. Creating and maintaining any and all MS 365 training handouts that will be provided via OneDrive shared folder and on the WINGS website.

  8. Maintaining the Sensitive Documents Folder that will be in an administration account which the folder will be shared to selected WINGS volunteers.

  9. Deactivating any MS 365 accounts for those volunteers which resign from WINGS.

  10. Assisting the WINGS Vice President with gathering necessary case work information from a volunteer’s account once they resign. (Please see bullet point IV)

 

III) All volunteers who have a MS 365 account created for them, will need to sign and submit an Email Service Agreement (ESA) in collaboration with their Volunteer Policy Manual Signature Page.  A copy of the ESA will be on file with the WINGS National Secretary.

IV) When a Case Worker resigns from WINGS and have any open cases, the Webmaster will reset the volunteer’s password and hand over the account to the Vice President.  The Vice President will be able to gain access to the emails and any other files in order to gather any necessary information to be handed over to the next Case Worker.  Once the Vice President is finished, the Webmaster will deactivate the account.

V) If the Webmaster seat becomes available, the WINGS Communications Advisory Director will assist with maintaining the MS 365 account until a new Webmaster has been elected.

VI) If at any time the Webmaster needs to take a temporary leave of absence, the Communications Director or a responsible WINGS volunteer assigned by the Webmaster will maintain the MS 365 account until upon his or her return.

VII) The WINGS National Treasurer will handle all financial obligations to the MS 365 account.

VIII) The Webmaster cannot deactivate any MS 365 accounts without the approval of the WINGS President and/or Vice President.

IX) The Webmaster or any other users who have administrative access to MS 365 can not create an account for any persons who is not a WINGS Volunteer that is an active flight attendant or retired flight attendant.  Some exceptions may apply with the approval from the WINGS President.

X) There are many kinds of Administrator Roles.  A list of these roles is located at the bottom of these procedures for reference. The follow list are those who will have any type of administration access:

  1. Webmaster – Global Administrator

  2. Communications Advisory Director – Global Administrator

  3. President – User Management Administrator & Service Administrator

  4. Vice President – User Management Administrator

  5. Treasurer – Billing Administrator (Only for accounting purposes)

  6. Volunteer appointed by Webmaster/Email Advisor – User Management Administrator

 

XI) If at anytime the Webmaster feels that the duties of maintaining MS 365 is overbearing, the Webmaster must communicate with the President and Vice President in order to have another WINGS Volunteer be appointed to maintaining the MS 365 account as the Email Advisor.

XII) If the Webmaster does give up his or her rights to maintaining the MS 365 account, all mention of Webmaster will be voided and changed to Email Advisor.

XIII) Only the WINGS National President has authorization to cancel the MS 365 account.  A meeting among the Executive Committee must accrue prior to the account’s cancellation.

Administration Roles (direct from Microsoft Office):

This list is to help understand understand some of the roles that can be assigned to a volunteer in any particular role within the organization.

Global Admin:

Global Administrator - Has all admin permissions to all products and services.  Global admins can also assign admin roles to others.  To reduce risk to your organization, limit the number of global admins and assign custom admin role instead. (Global Admin will only be assigned to the Webmaster and Communications Director)

Users and Groups:

Helpdesk Administrator - Can reset passwords for non-admin users, manage support tickets, and monitor service health.  Can't reset passwords for anyone with an admin role.

Service Administrator - Can open and view support tickets with Microsoft, monitor service health, and view message center posts.  Recommended for people who also have a specialist admin role; so they can view the health of the service they administer.

User Management Administrator - Can reset passwords for most users, manager support tickets, monitor service health, and add or delete most users from the organization and from Office 365 groups.  Can't reset passwords for global, billing, Exchange, SharePoint, Compliance, and Skype for Business admins.  Can't delete global admins or assign admin roles.

Billing:

Billing Administrator - Can buy licenses and subscriptions, cancel subscriptions, remove licenses from subscriptions, manage support tickets, and monitor service health.  Can't assign licenses to users, or change license assignments.

Common Specialist Roles:

Exchange Administrator - Can manage all aspects of Exchange Online except license assignment.  This includes recovering deleted emails, changing mailbox settings, and managing antispam policies.  They can also view activity reports and manage Office 365 groups.

SharePoint Administrator - Can manage all aspects of SharePoint and OneDrive except license assignment.  This includes deleting and restoring sites and Office 365 groups, and changing sharing and access control policies.  SharePoint admins can change the ownership for every site, Office 365 group, and OneDrive in the organization.  They can also view activity and usage reports.

Teams Service Administrator - Can manage all aspects of Microsoft Teams except license assignment.  This includes policies for calling, messaging, and meetings, use of call analytics tools to troubleshoot issues, and management of users and their telephony settings.  They can also manage Office 365 groups.

Additional Roles (without descriptions):

  • Compliance Administor

  • Customer Lockbox Access Approver

  • Dynamics 365 Service Administrator

  • Kaizala Administrator

  • License Administrator

  • Message Center Privacy Reader

  • Message Center Reader

  • Power BI Service Administrator

  • Reports Reader

  • Skype for Business Administrator

  • Teams Communications Administrator

  • Teams Communications Support Engineer

  • Teams Communications Support Specialist