The guidelines for effective use of WhatsApp within the Tomorrow University Community
Purpose of Policy
As our learning community grows, more learners and alumni are using WhatsApp to connect - especially around in-person immersions and local meetups. While this reflects a strong sense of community, it has also led to increasing requests for new WhatsApp groups and direct contact with staff via personal numbers. Additionally, not all learners use WhatsApp, which can lead to fragmented communication and inequitable access to information.
To ensure a consistent, inclusive, and scalable approach, we have introduced the following Community guidelines on WhatsApp use;
Tomorrow University Community Guidelines
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Slack remains our primary community communication platform
All official communication and announcements will continue to take place on Slack and via the Community newsletter. WhatsApp is considered a supplementary tool, not a replacement.
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Staff created WhatsApp groups within the Tomorrow University WhatsApp Community
All WhatsApp groups that also include Tomorrow University Staff as members must be listed within the Tomorrow University WhatsApp Community space. From August 2025, Staff will no longer establish Whatsapp Groups. If learners and Alumni would like to create WhatsApp groups themselves, e.g. for communicating during in person Immersion weeks, these will be set up by nominated Community member(s).
For timebound events, such as in person Immersion weeks, these WhatsApp groups will be archived within three months after the event concludes
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Learners and Alumni led WhatsApp groups within the Tomorrow University WhatsApp Community
These groups should be community-led, with a clearly identified group admin responsible for managing the space and upholding respectful and inclusive communication. The Community Manager will not participate in or manage learner-created groups. Group details (e.g. purpose, region, admin contact) can be optionally shared on Slack to help others discover them.
In order to request a WhatsApp group, please submit this in writing to Jordan, Community Manager, through submitting a ticket via the Learner Support Chat. In your request, please include;
- Purpose of group
- Name of group admin
- Number of learners/Alumni you plan to engage through this group
- Reason for WhatsApp as a communication tool
Do not propose a group in WhatsApp until you have followed these steps, as your request will be automatically rejected. Your request will then be approved/declined within three working days (subject to team availability. In a small number of cases e.g. peak summer holiday season, this may take slightly longer)
Please note: This policy covers ALL WhatsApp groups which include Tomorrow University staff. This process does not cover e.g. WhatsApp chats between mission groups, or any groups set up between learners or between learners and alumni, which can be established independently of the Tomorrow University WhatsApp Community
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Direct contact with Staff via WhatsApp
Staff should not be contacted directly via WhatsApp. All communication with Tomorrow University staff should be directed through the Learner Support chat in the app, or as outlined in our Learner Support article.
- Important information shared in WhatsApp groups must also be posted in Slack
Since not all learners use WhatsApp, key updates or event announcements must be cross-posted in Slack to ensure inclusivity and equal access.
- Inactive WhatsApp groups may be closed
The Community Manager reserves the right to close or archive any WhatsApp group, whether staff- or learner-created, that has been inactive for more than three months. Group admins will be notified in advance and given the option to reactivate the group if there is renewed interest.
- Reporting inappropriate behaviour
If you witness any behaviour within WhatsApp groups that makes you feel uncomfortable, or that you think goes against our Tomorrow University Community values, please report this via submitting a ticket through the Learner Support Chat in the app. Your concern will be reviewed and a member of the team will respond within three working days. This guideline extends to any interaction with another learner or Alumni through any platform (e.g. Slack). For WhatsApp, this is not limited to the Tomorrow University WhatsApp Community groups only.
This policy is designed to protect the sustainability of our community support, encourage learner-led connection and ensure inclusive communication across our learning network.
Policy last updated: August 2025