Civility on email lists

How to maintain civility on email lists and other online forums (such as those hosted by APA via L-Soft’s LISTSERV^® system) is one of the most frequent questions we get in the APA Division Engagement Office. We gathered a list of resources and tips that we hope will assist divisions in maintaining civility on email lists and other online forums.

First, be sure to familiarize yourself and listserv subscribers with the APA Listserv Usage Rules. These are the rules APA has created, and they apply to all email lists that are hosted on the APA Listserv website, that is, any list that has an email address that ends with “@lists.apa.org.” The rules cover copyright, defamation and libel, antitrust concerns, commercial postings, and more. Divisions can set additional rules if they do not conflict with APA listserv rules, social media/forum policy (discussed further below), association rules, or bylaws. As a reminder, it’s a good idea to send an email containing these rules every three to four months to Listserv users.

Another helpful resource is the APA Social Media/Forum Policy, which is similar to the list rules but applies more broadly to all APA and division social networking forums.

In 2017, The APA Board of Directors and Council Leadership Team established a work group to develop aspirational civility principles as well as procedures for all forms of direct in-person communication and online messages and postings within and on behalf of APA. As a result, the APA Council of Representatives approved the APA Civility Statementopens in new window in August 2017, and we recommend that you review and share it with Listserv users. The statement notes, “As psychologists, we seek to embrace and practice the ethical principle of ‘respecting the dignity and worth of all people’ and create a climate of civility, respect and inclusion throughout the APA community.”

As noted in the foreword of the second edition of its Inclusive Language Guide, “By updating its 2021 edition, the American Psychological Association (APA) continues to work to dismantle the destructive hierarchies that have marginalized people from equitable representation and participation in society. … With this guide, we acknowledge the power of language and explain why certain terms are harmful to marginalized communities. We also understand that some of the terms and concepts that are included may be offensive and painful to different groups.”

APA’s new resource on effective communication in the evolving policy landscape offers guidance on evolving language to help navigate critical conversations. Whether you're leading dialogue, shaping policy, or crafting communications, this tool supports inclusive, thoughtful engagement across sectors and communities. Explore the resource, and feel free to share it with your networks.

The L-Soft LISTSERV^® system offers a manual that includes some tips on social conventions and Listserv behavioropens in new window, such as accepting cultural and linguistic differences, and refraining from using flaming or foul language. The manual acknowledges that “It is rarely possible to catalog all forms of anti-social network behavior. Be sure that you as a list owner cover as many bases as you think necessary when promulgating a code of netiquette for your list. Then, be sure to adhere to it yourself.”

If you search the internet for examples of “Listserv etiquette,” you will find many other organizations’ whose Listserv guidelines offer great guidance for maintaining civility on Listservs, including the NACADAopens in new window Academic Advising Association (“Be respectful and considerate of your colleagues in your postings.”) and the Association for Queer Anthropologyopens in new window (“Treat the virtual space of the listserv as a professional setting: discussions should refrain from name-calling and dismissive responses.”)

Mark Taracuk, PhD, a former list manager for Division 17 (Society of Counseling Psychology) said, “If there are infractions, I address those, but Division 17 presidents are great about stepping in to moderate, point people to resources, reframe the issues, etc. when maybe the content is sensitive but not an actual rule violation. Generally, people are civil and kind so thankfully this issue doesn't pop up too much.”

He added, “Due to some rare instances of folks posting insensitive content but content not deemed inappropriate, we wanted to craft a message and policy that talked about what we wanted our listservs, Facebook groups, etc. to look like. Instead of playing whack-a-mole by creating a rule or policy for every single possible issue, it made more sense to create a goal that we would strive for. You can find the text onlineopens in new window. We don't want to punish people but point people towards growth, reflection, and intentional development of insight.”

As noted in Division 17’s Digital Community Policy, “The SCP Communications & Technology Board is committed to facilitating a digital community where we can collaborate with colleagues, share information, consult with peers, ask questions, network, promote social justice, and support each other and our profession with care, compassion, and respect.”

Barbara Keeton, Division 38 (Society for Health Psychology), administrative officer and list manager, said, “We originally crafted our policy with guidance from the APA Legal Department, and we update it periodically to address emerging challenges. I think what makes it effective is that it reflects the culture of our group … we state at the outset what people are agreeing to when using the lists (so we can cite the agreement, if necessary) and we explain why we have adopted those practices. It also empowers list members to guide marginal behavior toward our shared ideals.”

Division 38’s Listserv pageopens in new window states, 

SfHP’s social and professional communication tools (listservs, Twitter, etc.) are provided as a benefit of membership in the Society, and as such are used by the entire cross-section of members: clinicians, researchers, academics; senior professionals, students, and non-psychologists; in the U.S., Canada, and abroad. We understand that individuals from different cultures and groups may have varying customs and beliefs about what constitutes civil or uncivil behavior. We expect all to be respectful and mindful of these differences and norms.  We appreciate openness and diverse viewpoints, including minority ones, on health-related topics.  Any eligible participant may post a message and all will see it.

By embracing the following standards, we all contribute to a climate of trust and collegiality that encourages friendly, informed, and spontaneous discourse.

Shala Cole, PsyD, Division 49 (Society of Group Psychology and Group Psychotherapy), list manager, said, “From my knowledge of group work, the best we can do is create structure and foster a space of respect given the different walks of life everybody is coming from on the listserv. By structure I mean letting everyone who joins know the rules and what is appropriate to be sent via the listserv. Then also having the listserv manager step-in if transgressions do arise … I think it can often arise when there is a lack of understanding of diversity or cultural sensitivity.”

APA’s Inclusive Language Guide “is written to raise awareness, direct learning, and support the use of culturally sensitive terms and phrases that center the voices and perspectives of those who have been historically marginalized or stereotyped.”

If you need help with a listserv issue, contact your Division Engagement Liaison. Does your division have a list policy that could help other divisions, or do you have a question you’d like to see addressed? Please use our Division Digest Submission Formopens in new window. We will share them in a future issue.