Swap Policies for the Hittygirls Swapper

With the increased number of swaps on Hittygirls, our online Hitty Doll Club, Sara and I thought it would be a good idea to let potential swappers know what is expected of them as a swapper. You probably already know most of this stuff anyways, but it never hurts to refresh your memory.

1. Always sign up for a swap through the web page address on http://www.hittygirls.com and never through a message to the list. Because of the increased number of swaps and swappers, a sign-up sent to the list could be lost. Sending it through the right channels means your swap sign-up will be noted. Swap Leaders are not allowed to accept your sign up through the list.

2. Always include your name, address, phone number, and email with your sign-up. The Swap Leaders, who are standing in for your moderators, are not allowed to add a name to the swap without keeping a record of the address and contact info. This is for your safety as well as to ensure that if a swapper fails to send your swap to you, someone can be contacted to find out why.

3. Never send your contact info to the list. This should always be kept private between you, the Swap Leader, and your Swap Partner.

4. Choose swaps that fit your skill level. Of course, it is perfectly fine to stretch your ‘wings’—and strongly encouraged. But don’t get in over your head.

5. Pick and choose your swaps. Just because there are five swaps in progress doesn’t mean you should or need to sign up for all of them. You can sign up for one or two, or more if you feel you can handle them all.

6. Pay close attention to deadlines. Mail at or before the deadline, to ensure timely delivery.

7. Contact your Swap Leader if there is a problem. Some swappers do not fulfill their swap obligations. Always report to your Swap Leader if you did not receive your swap. We maintain a list of swappers who have not completed their obligations, and do not allow them to play again until they have done so. They are placed on our private Banned Swappers List.

8. Contact your Swap Leader if there is a question. Although all of the swaps are run by your moderators before being posted, we are not actually running the swaps. The Swap Leaders are officially running the swap for hittygirls, and their contact info will be on the swap page.

9. Contact your Swap Leader if ‘life interferes’ and you may be a bit late. We always understand that the best laid plans….etc. So, if something comes up and you will not be able to mail on time, first, let your Swap Leader know, and second, let your swap partner know, too.

10. Always make sure you have included everything the swap asked for, and you have followed the swap guidelines. If you want, you can stick something extra in, but you should never feel obligated to do so.

11. Have fun! The swaps we promote on Hittygirls are designed to allow maximum fun for our virtual Doll Club members. Don’t stress that your swap isn’t as good as you wanted it to be—it probably is! Don’t worry if you receive a swap that has extras in it. Some people like to send extras, and that’s ok. It does not obligate you in any way. Just enjoy it!

12. Always put a confirmation delivery sticker on your swaps. This way, you can prove it was sent, and the Post Office can find it.

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FAQ

Q. What happens if I don’t get my swap sent out on time?
A. You need to notify both your Swap Leader and your Swap Partner, and then finish the swap as fast as possible to avoid being on the Banned Swappers List.

Q. What if I can’t finish the swap?
A. You are still obligated. If worse comes to worse and you absolutely cannot finish your swap, then you need to send on to your swap partner the swap item that you received. This is just about the only thing to do. If you receive a swap, but do not send a swap, then you are stealing and you will be placed on the Banned Swappers List.

Q. If I get put on the Banned Swappers List, can I ever get off?
A. Yes. Just fulfill the swaps and let us know. You will be removed.

Q. What if I send my swap on time, but my Swap Partner doesn’t send me one?
A. Report it privately to your Swap Leader.

Q. What if my Swap Partner never acknowledges getting the swap?
A. You can contact your Swap Partner, and ask if the swap has arrived.

Good Swapping Practices
This message is in response to several emails I have received privately, concerning our swaps. Please keep these guidelines in mind when completing your next swap.

1. Respect the swap spending limit. Swap masters often cap the amount of money a swapper should spend on the swap. For instance, if the limit is five dollars, then this means you are not allowed to spend more than five dollars. Think of this as a challenge to get the most from your money, and to be creative. There is a reason for this. Many people just cannot afford to go ‘all out’ and spend extravagantly, and feel uncomfortable if their partners spend over the limit, while they do not.

2. Extras are allowed. As long as the extras included in the swap did not exceed the spending limit, they are allowed. For instance, suppose you were participating in an apron swap. You made your apron and sent it off to your partner. Your partner makes your apron and sends it to you, but includes some print minis and little canned goods she has made. This might make you feel like you didn’t do enough, and this should not be the case. Some people like to add little extra touches to the swaps, and they should be allowed to do so. Instead of feeling like you didn’t do enough, accept the gift graciously, in the manner it was given. If it makes someone feel good to give, then feel good yourself about accepting.

3. Extras are not required! Having said the above, remember—you are not obligated or expected to send anything more than the swap requirements. Many people find enjoyment in adding a few extra touches. Others may not feel this way. If you are paired with someone who does not send extras and you did—it will not diminish your pleasure in the swap.

4. Report Swap Arrivals. When a swapper sends out a swap, he/she is always anxious to make sure it got there on time, and that it was ‘ok’. So, when you get your swap, let the swapper know right away. You can send a message to the list if you would like, describing your gift, or even showing us a picture!

5. Ask Questions! If you do not completely understand the swap requirements, make sure you ask your Swap Leader for clarification. It is ok to ask on the list, but remember—the Swap Leader has the final say. It is their swap, and they know how they wanted it run.

Thanks for reading, and if you have any questions, feel free to contact me privately at swaps@hittygirls.com anytime.

First, let’s define what the Swap Leader is—this is a person who has asked or been asked to run a Hittygirls' sponsored swap. This is not someone who asks to run their own private swaps. Private swaps are allowed and encouraged. They do not fall under Hittygirls policies, although they are expected to follow them. Your Hittygirls Owner and Moderators have no responsibility for private swaps. Private Swaps may be up on hittygirls.com, but are always separate from the sponsored swaps.

If you want to run one of our official swaps, then you must agree to all of the rules listed below. If you do not agree with them, you will not be considered for a Swap Leader.

1. When you ask or are asked to be a Swap Leader, you will be given the general idea for the swap. You can then formulate your ideas as to deadlines, how the swap should run, etc. These ideas will be sent to Sara or Julie and approved. We may make no suggestions, or we may make suggestions based on our vast swap experiences. We try to keep this as fun and free as possible, and are open to suggestions and changes.

2. Always accept sign ups for a swap through the web page address on http://www.hittygirls.com and never through a message to the list. Because of the increased number of swaps and swappers, a sign-up sent to the list could be lost. Swap Leaders are not allowed to accept sign ups through the list (unless there is a good reason, such as, the swap page is not working and I am not available to fix it.). A web page will be provided for you with your contact email, or if you have a web site and wish to design your own, we will link to it.

3. Always get the name, address, phone number, and email with your sign-up. The Swap Leaders, who are standing in for the moderators, are not allowed to add a name to the swap without keeping a record of the address and contact info. This is for your safety as well as to ensure that if a swapper fails to send a swap, someone can be contacted to find out why.

4. Swap Leaders are responsible for questions or if there is a problem. Some swappers do not fulfill their swap obligations. Some swappers may not understand all of the swap guidelines. It is up to the Swap Leader to handle all problems or questions. You can always ask Julie or Sara for help if a problem or question comes up and you are unsure as to what must be done.

5. If someone fails to send a swap, the Swap Leaders assume responsibility. This means that if someone fails to send their swap out, you are responsible for contacting that person and doing all you can to rectify the situation. If the person does not comply, you need to notify Sara or Julie to place them on the Banned Swappers List. You are also responsible for seeing that the person who was cheated receives a swap. This may have to come from you, or it may come from Sara or Julie.

6. All Swap Leaders must send the list of sign ups to Julie or Sara for approval BEFORE sending out the names. This is because we maintain a Banned Swappers List. If one of your sign-ups is on the Banned Swappers List, he/she cannot play.

7. Banned Swappers List. We maintain a list of swappers who have not completed their obligations, and do not allow them to play again until they have done so. They are placed on our private Banned Swappers List. You will not be sent the banned swappers list. We will check the names.

8. When sending out the pre-deadline preliminary of Swappers to the hittygirls yahoo list, NEVER send full names or ANY contact information. Please use first name and last initial. Please always send the full information privately.

9. ALWAYS send full contact information privately to the Swap Partners, and carbon copy yourself so you have a record of notification. DO NOT ask the Swappers to contact their partner for the information, as you should already have it at hand, when the Swappers signed up.

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FAQ

Question: What if someone fails to send out a swap on time, but contacts me and explains, and says it will be done within the week?
Answer: that is fine. But you need to make sure that person has contacted their swap partner and follows through on the promise.

Question: What if they never follow through on the promise?
Answer: You send the name to Sara or Julie and they are placed on the Banned Swappers List. You are ultimately responsible for making sure the swap partner receives a swap. You can contact Julie or Sara if there are issues.

Question: Why do I need to run the ideas past Sara or Julie if I am the Swap Leader?
Answer: Because ultimately we are responsible for the swap. It is our list, and our swaps, and we want to make sure the level of quality remains consistent.