Applicable objects: Existing individual members, institutional members and their designated liaison roles
In order to maintain the authenticity, completeness and verifiability of member files, the association continues to accept information updates and status reviews for individual members and institutional members. This matter is for existing member files and does not replace the recommendation and acceptance process for new members.
Updates should be based on changes that have already occurred and can be verified. If only text, contact information or disclosure scope needs to be corrected, the original content and proposed content should be clearly pointed out; if changes involve changes in professional identity, institutional entities, public positions or representative achievements, corresponding supporting materials should be provided.
1. Applicable matters
Updates can be made by the member himself, by a designated liaison role of the institutional member, or by a responsible person expressly authorized by the member. The following changes should be entered into the file for review in a timely manner:
- Changes in an individual member's professional direction, main work area, public position or public achievements.
- The institutional member's registered name, institution type, business scope or designated liaison role changes.
- Members wish to adjust public fields, work links, or project associations in query results.
- It is found that the website page and query status are inconsistent with the existing valid records, and corrections need to be made.
2. Submit content
The first email should indicate the membership type, existing inquiry number, update matters and recommended disclosure scope. When identity documents, undisclosed results or private contact information are involved, a catalog of materials and necessary explanations must be submitted first, and no sensitive documents beyond the need for verification shall be attached to the first public email letter.
- Update Notes: Itemize original content, suggested content, date of change and reason.
- Supporting materials: Public pages, official documents, or authorized records that demonstrate the change.
- Public authorization: Clarify which fields can enter the website and query results, and which fields are only for internal verification.
- Organization matters: The designated contact role shall explain its authorization relationship and current effective contact information.
3. Verification and results
After the association completes the formal verification, it will confirm whether professional review, governance confirmation or simultaneous update of related projects is required based on the nature of the matter. When there are missing items in the materials, state the scope that needs to be supplemented at once; when multiple columns are involved, use the same update item to keep the connection.
After the verification is completed, the member profile, public page or query status will be updated, and the update time will be maintained. Status changes are not formally recorded through ordinary news. When involving membership categories, suspension, withdrawal or other governance decisions, they will be handled separately in accordance with the corresponding system.
Hoa Nhip Association for Culture, Sports and the Arts