1. Introduction
The Church is committed to maintaining a respectful and constructive dialogue with all individuals, whether they are members of the Church or external parties. However, the Church recognises that some individuals may send hate mail or engage in disruptive communications with the sole intent of causing distress, wasting time, or obstructing the Church’s mission. Such communications are counterproductive and a misuse of the Church’s time and resources. This policy outlines the procedures for handling hate mail and disruptive communications while ensuring the safety and dignity of the Church community.
2. Purpose
The purpose of this policy is to:
- Establish guidelines for identifying and managing hate mail and disruptive communications.
- Ensure that all such correspondence is dealt with in a manner that minimises the waste of time and resources.
- Outline steps for reporting illegal communications to the appropriate authorities.
- Ensure that records of hate mail and disruptive communications are maintained for future reference.
3. Definition of Hate Mail and Disruptive Communications
Hate mail and disruptive communications refer to any correspondence, whether in the form of letters, emails, social media messages, or other forms of communication, that:
- Contains abusive, derogatory, or threatening language aimed at the Church, its clergy, staff, or members.
- Promotes hatred, violence, or discrimination based on religion, race, ethnicity, gender, or other personal characteristics.
- Is sent with the sole purpose of causing disruption, distress, or wasting the Church’s time and resources.
- Is part of a pattern of repeated harassment or antagonistic behaviour.
4. Policy for Handling Hate Mail and Disruptive Communications
4.1. Immediate Review
All correspondence received by the Church will be initially reviewed by designated personnel to determine its nature and intent. If the communication is deemed to be hate mail or disruptive in nature, it will be handled according to the guidelines outlined below.
4.2. Criteria for Ignoring Communications
The vast majority of hate mail and disruptive communications will simply be ignored. Correspondence will not be responded to if it meets the following criteria:
- The sender demonstrates clear intent to provoke, harass, or disrupt without offering constructive or reasonable feedback.
- The language used is abusive, derogatory, or threatening without any valid concern or request.
- The content lacks any substantive or meaningful message relevant to the Church’s mission or activities.
Ignoring such communications avoids unnecessary engagement and conserves Church resources.
4.3. Documentation and Record-Keeping
Even though these communications will not receive a response, all instances of hate mail and disruptive communications will be documented and stored in a permanent file for future reference. This documentation will include:
- The date the communication was received.
- The form of communication (e.g., letter, email, social media message).
- A copy of the correspondence itself.
- Any additional notes or observations related to the sender or the content.
These records may be referenced if a pattern of harassment emerges or if the individual escalates their behaviour to illegal activity.
5. Reporting Illegal Communications
If any correspondence contains illegal content, such as threats of violence, harassment, or other criminal activities, it will not be ignored. The Church will immediately report such incidents to the appropriate legal authorities. Illegal communications include, but are not limited to:
- Direct threats of harm or violence against the Church, its clergy, staff, or members.
- Communications promoting criminal activity or inciting violence or discrimination.
- Harassment or stalking through repeated disruptive correspondence that targets individuals or the Church as an institution.
The Church will fully cooperate with law enforcement and provide them with any necessary documentation, including copies of the correspondence and records of previous communications.
6. Role of Church Personnel
6.1. Designated Reviewers
Clergy, directors, or designated staff members will be responsible for reviewing incoming communications and determining whether they qualify as hate mail or disruptive communications. These reviewers will:
- Evaluate the tone, language, and intent of the correspondence.
- Make determinations on whether to ignore the communication or report it to the appropriate authorities.
- Ensure proper documentation and record-keeping for all instances of hate mail or disruptive communications.
6.2. Maintaining Professionalism
Church personnel are expected to maintain professionalism at all times when dealing with correspondence, including hate mail. Even when offensive or disruptive communications are received, personnel are not to engage in arguments, respond with hostility, or escalate the situation.
7. Protecting Church Resources
The Church recognises that engaging with individuals who send hate mail or disruptive communications is a waste of valuable time and resources. By adhering to this policy, the Church aims to:
- Protect staff, clergy, and volunteers from unnecessary emotional distress or confrontations with hostile individuals.
- Avoid the misuse of resources in responding to communications that serve no productive purpose.
- Focus Church resources and efforts on constructive engagement, mission work, and addressing the legitimate concerns of the community.
8. Conclusion
This policy ensures that the Church maintains a respectful and dignified approach to dealing with hate mail and disruptive communications. While the Church is committed to fostering open and respectful dialogue, it will not waste resources on those who seek only to disrupt or spread hatred. By ignoring disruptive communications, documenting them for future reference, and reporting illegal activities, the Church can focus its efforts on fulfilling its mission without unnecessary distractions.
July 16, 2010
