Who will lead the SOA? You decide.

SOA Election Communication Guidelines

The following guidelines apply to all candidates.

Society of Actuaries (SOA) elections should be carried out fairly and ethically. We welcome election candidates with diverse backgrounds and perspectives that represent the diversity of the workforce and thereby maximize the influence of the actuarial profession. We believe in equitable treatment through effective communication, which is why we have established guidelines to assist election candidates.

Resources

• The SOA provides some online resources to candidates. Candidate information, including biography, questionnaire answers, election messages and video, will be included on SOA-hosted webpages. All Board of Directors candidates will be included equally in membership-wide email communications. Details will be provided to candidates when the ballot is determined.
• Candidates should not use SOA funds or staff resources except as explicitly permitted as part of the normal election process. Candidates will not be able to obtain mailing labels or members’ electronic data from the SOA.
• Candidates should refrain from giving or receiving gifts, or actions that create the perception of giving or receiving gifts, in exchange for votes.
• Candidates should use their business judgment and commonsense when considering the use of AI or other similar tools in connection with election materials. It is important that all communications and materials be accurate, transparent, unbiased, and original. Use of AI tools to generate materials should be disclosed, along with the name of the tool that was used.
• Candidates should not use AI or other similar tools for generating likenesses or images of any person, object, or scene, without the person’s or owner’s explicit permission and acknowledgment, or to generate fake or misleading images or information.

Personal Emails/Texting Apps

Emails

• All personal election-related emails must have the following disclaimer at the top of the email, in an at least 11-point font and size that is clearly readable: “This message is a personal campaign email and is not being distributed on behalf of the Society of Actuaries. The views and opinions expressed herein are those of the candidate and do not necessarily reflect those of the SOA.” In addition to English, the candidate may also include the disclaimer translated into their native language.
• Candidates should include in every election-related email communication the opportunity to opt-out of future election-related communications in a font no smaller than 8-point: “If you would like to opt out of future election-related communications, please reply to this email with subject ‘Opt Out’.” In addition to English, the candidate may also include the opt-out language translated into their native language.

Texting Apps

• If you are utilizing a texting app for mass messaging, you must include the following disclaimer: “This message is part of a personal campaign and is not being distributed on behalf of the Society of Actuaries. The views and opinions expressed herein are those of the candidate and do not necessarily reflect those of the SOA.” In addition to English, the candidate may also include the disclaimer translated into their native language.
• Candidates should include in every election-related communication the opportunity to opt-out of future election-related communications: “If you would like to opt out of future election-related communications, please reply ‘Opt Out to this message’.” In addition to English, the candidate may also include the opt-out language translated into their native language.
• Candidates should not use private email, mailing lists or phone lists for communication purposes that were assembled by the SOA or other similar actuarial organizations and used in any actuarial volunteer positions.

Social Media

• Candidates are encouraged to use non-SOA resources, including personal social media accounts, to communicate with members. Feel free to utilize the following hashtags to raise engagement: #SOAelections #leadership
• Candidates are prohibited from discussing confidential SOA matters through the use of social media, such as, but not limited to, the SOA’s trade secrets, marketing lists, member account information, strategic business plans, member lists, confidential SOA financial information, business contracts, and other proprietary and nonpublic SOA information.
• Candidates must respect all copyright and other intellectual property laws. For the SOA’s protection, as well as your own, it is critical that you show respect for the laws governing copyright, fair use of copyrighted material owned by others, trademarks and other intellectual property, including the SOA’s own copyrights, trademarks, and brands.
• The SOA does not tolerate racism, bigotry, misogyny, express or implied threats of harassment or physical harm, or hate speech, which could lead to disciplinary action up to and including termination of your membership or candidacy. The fact that something is trending, popular or widespread does not make it acceptable.
• The SOA reserves the right to monitor candidate’s public use of social media, including but not limited to statements or comments posted on the Internet, in blogs and other types of openly accessible forums, diaries, and personal and business discussion forums, for compliance with election guidelines.
• The SOA reserves the right to monitor, review, and block content that violates the SOA’s rules and guidelines.

Effective Correspondence

• Candidates should be courteous and respectful when sending election campaign communications to eligible voting members. Not all members want to receive such correspondence, and candidates should limit the number of communications sent.
• Candidates should present their individual views on issues clearly so that members may vote with an understanding of the differences between candidates.
• Candidates should be courteous and respectful to the other candidates, and to officers, staff and individual members of the SOA, in all their communications.
• Candidates should ensure that their election communications do not disparage the actuarial profession, the SOA or its election process, including the role of the Nominating Committee, and should not seek to undermine the process or confuse the SOA electorate.
• Candidates should campaign individually and may not give the appearance, real or implied, of being part of a slate of candidates.
• Candidates should not give the appearance of speaking on behalf of the SOA.
• Candidates should not give the appearance of endorsement by the SOA, its Board of Directors or any other SOA leaders.
• Candidates should not endorse other candidates in verbal or written election communications.
• Candidates are expected to be professional in their communications and should not comment on the qualifications of any other candidate.
• Candidates should remember to adhere to the Code of Professional Conduct.