CallSteward Administration and Data Governance Policy

(Model Policy for Adoption by IATSE Locals)

1. Purpose

This policy establishes clear standards for the governance, administration, and responsible use of the CallSteward platform (“CS”) within the Local.

The intent is to:

• Define the roles and responsibilities of CallSteward Administrators, Power Users, and Job Stewards;

• Protect the privacy and integrity of sensitive human resource data contained within the system; and

• Ensure continuity, accountability, and proper governance of all administrative functions.

2. Role of the CallSteward Administrator

2.1 Each Local using CallSteward shall designate one (1) primary Administrator.
The Administrator is responsible for the configuration, maintenance, and oversight of the CallSteward platform on behalf of the Local.

2.2 The Administrator’s duties include, but are not limited to:

• Establishing and enforcing dispatch and work rules as configured within the system;

• Elevating and managing Power User access levels;

• Creating and managing employee records;

• Deleting or archiving employees in accordance with Local policy and contractual obligations; and

• Managing overall platform integrity and user access.

2.3 The Administrator role carries significant authority and must be appointed or confirmed by the Local’s Executive Board or governing body.

2.4 For institutional continuity, the Administrator account should be registered to a shared institutional email address (e.g., admin@iatse###.org), rather than a personal or individual address.
The Local is solely responsible for maintaining access to this account.
Administrative transitions must include the formal transfer of institutional email credentials and all documentation of system access.

3. Role of Power Users

3.1 Power Users are designated by the Administrator and serve as operational dispatchers or supervisors within CallSteward.

3.2 Power Users have access to all personnel data contained in CallSteward, including contact information, work history, seniority, and availability.
Because of this elevated access, Power Users are bound to:

• The direct supervision of the CallSteward Administrator;

• The oversight of the Local’s Executive Officers; and

• Full compliance with all Local operational procedures and privacy policies governing human resource information.

3.3 Power Users may be granted permissions to create, modify, and manage daily dispatch functions, calls, and communications in accordance with the rules established by the Administrator.

3.4 Power Users shall not:

• Delete or permanently modify employee records;

• Change seniority data or system-wide configuration settings; or

• Grant or revoke administrative privileges.

3.5 Power Users must uphold all Local dispatch policies and handle personnel information with the utmost confidentiality.
Unauthorized use, disclosure, or alteration of data constitutes a breach of this policy and may result in immediate revocation of access and disciplinary action.

4. Confidentiality, Data Privacy, and Steward Responsibilities

4.1 CallSteward contains confidential human resource data, including but not limited to contact information, seniority, availability, and work history.

4.2 All users, including the Administrator, Power Users, and Job Stewards, are bound by the Local’s confidentiality policies and applicable privacy laws.

4.3 No information contained within CallSteward may be exported, shared, or disclosed outside of authorized Local business.

4.4 Violations of this confidentiality obligation may result in revocation of access, disciplinary action, or both, in accordance with the Local’s constitution and bylaws.

4.5 Job Stewards may be granted limited or task-specific access to CallSteward data necessary to perform their assigned duties.
Although not exposed to all information stored in CallSteward, Job Stewards are, as elevated users, equally responsible for the secure handling, storage, and transmission of any data accessed or received from CallSteward.

4.6 All users—especially Job Stewards—must ensure that any CallSteward data transmitted to the Local, outside employers, or payroll agencies is handled securely and only through approved channels.
No CS data, reports, or attachments shall be stored on personal, unencrypted, or publicly accessible devices or accounts.

4.7 Sensitive information—including but not limited to government identification numbers, employee contact information, and final payroll or dispatch reports—must not exist on any device or in any archive that is not secured and controlled by the Local.
Job Stewards must promptly transfer any such data to the Local’s authorized storage systems and permanently delete it from temporary or personal devices once the transmission is complete.

5. Accountability and Oversight

5.1 All major administrative actions taken within CallSteward shall be documented and reported to the Local’s Executive Board or designated officer on a regular basis (e.g., monthly or quarterly).
These actions include, but are not limited to:

• Elevation or removal of Power Users;

• Creation or deletion of employee records;

• Adjustments to seniority numbers or dispatch configuration rules; and

• Modifications to platform settings that affect operational policy.

5.2 The Administrator shall prepare a CallSteward Administrative Report summarizing these activities and any relevant security or configuration notes.

5.3 The Local shall retain these reports as part of its official administrative records.

6. Transitions and Continuity

6.1 Upon any change in administrative personnel or Local leadership, a formal transition process shall occur, including:

• Transfer of credentials for the institutional Administrator email;

• Review of current Power User and Job Steward assignments; and

• Submission of the most recent CallSteward Administrative Report.

6.2 No individual shall retain administrative access to CallSteward after leaving the employ or elected position of the Local.

7. Enforcement

Failure to comply with this policy may result in revocation of access, disciplinary action, or both.
The Local’s Executive Board retains final oversight and enforcement authority regarding the designation and performance of Administrators, Power Users, and Job Stewards.

8. Policy Review

This policy shall be reviewed annually, or whenever there are substantial changes to the CallSteward platform, Local staffing, or applicable privacy regulations.

Adoption and Acknowledgment

Adopted by: _______________________________________
(Local Number and Name)

Date of Adoption: __________________________________

Approved by:

• ________________________________ – President

• ________________________________ – Secretary-Treasurer

• ________________________________ – Business Agent or Administrator