EGV WEBSITE – POLICY
1 AUDIENCE AND PURPOSE.
1.1 The website assumes an audience of both members and non-members interested in learning about the EGV. The audience is interstate and international as well as local.
1.2 The purpose of the site is to:
1.2.1 Provide up-to-date information about the EGV in particular.
1.2.2 Promote enjoyment and understanding of embroidery in general.
1.2.3 Assist EGV members.
1.2.4 Encourage non-members to join.
1.3 These aims have implications for the website’s presentation and vocabulary. Presentation must be attractive and inviting. Writing and vocabulary must be clear, and all terms and abbreviations used must be understood by non-members as well as members. (e.g. terms such as “Guidance Groups” should be explained).
1.4 The website will reflect the fact that it is organised and maintained by volunteers. That is, it must be a site that is simple and easy to maintain.
2 MANAGEMENT.
2.1 The Board will appoint a sub-committee to oversee and develop the site.
2.2 One member of this sub-committee will be the web manager.
2.3 The web manager will:
2.3.1 Have training in the Dreamweaver program.
2.3.2 Put up information supplied in a regular and timely manner.
2.3.3 Ensure that information is current and links (internal and external) are unbroken.
2.3.4 Ensure good presentation, including correct grammar and spelling. 2.3.5 Have the authority to edit information and its presentation to suit the web environment.
2.3.6 Provide a short monthly report to the Board.
2.4 While the web manager removes non-current material, it is not her responsibility to contact contributors to request new material. All contributors take responsibility for keeping their areas current.
2.5 A second person will be appointed as backup or assistant web manager.
3 PRIVACY.
The website will adhere to the EGV’s privacy policy. Occasionally contact phone numbers or email addresses of individual members may be used, with the individual’s permission. See also Point 7, IMAGES.
4 CURRENCY.
Information posted on the site will be current. Out-of–date material will be removed.
5 COPYRIGHT. The website will adhere to the policies of the Australian Copyright Council and the policies published by the EGV. See also Point 7, IMAGES.
6 LINKS TO OTHER WEBSITES
6.1 Disclaimer. The links page will have the following disclaimer: “Inclusion of links does not imply an endorsement.”
6.2 Link Categories. Links will be added under the following headings: 6.2.1 Members’ sites*. Blogs may be included.
6.2.2 Victorian and Australian textile and embroidery associations.
6.2.3Victorian and Australian businesses and commercial organisations*. 6.2.4 International embroidery guilds.
6.2.5 Galleries and museums. This will not be a comprehensive list but will include both Australian and overseas institutions.
6.2.6 Resource links (such as stitch dictionaries).
*In addition, links to categories 6.2.1 and 6.2.3 above will meet the following criteria:
• The business or organisation is Australian based.
• Approximately 80% or more of the business/content is textile related.
• Where these criteria are not fully met, the inclusion of a link is at the discretion of the Website Sub-committee.
6.3 Reciprocal Links
6.3.1 When a link is added, a reciprocal link will be requested (categories 6.2.2, 6.2.4, 6.2.5, 6.2.6) or required (6.2.1 and 6.2.3).
6.3.2 In the case of links in categories 6.2.1 and 6.2.3 (member sites and commercial organisations) a reciprocal link must be placed within one month from our listing of their website.
6.3.3 The request for a reciprocal link will be sent by the web manager.
6.3.4 At least three members of the Website Sub-committee will view each potential link before it is included.
6.3.5 Regular maintenance of the links is to be carried out and out-of-date sites removed.
6.4 Other link issues
6.4.1 All links are included and may be removed at the discretion of the Website Sub-committee.
6.4.2 It is the responsibility of the web manager to ensure that the links are monitored regularly and that broken links are repaired or removed.
7 IMAGES/PHOTOGRAPHS
7.1 Photographs of individual people cannot be posted without the permission of the individual concerned.
7.2 Photographs of groups (more than 5 people) do not require individual permission to be given but, as a courtesy, permission will be requested where possible. Photographs of children, singly or in groups, cannot be posted without the written permission of their parents or guardians.
7.3 Children will be identified only by their first name in any caption.
7.4 Other images may be posted if:
7.4.1 Permission has been given by the owner of an original work, or
7.4.2 The item is the property of the Guild, or
7.4.3 The image is copyright-free, or
7.4.4 If correct attribution is given (that is, the designer’s name is clearly stated, plus any known publication details).
7.5 See also Point 3, PRIVACY and Point 5, COPYRIGHT.
8 ADVERTISING, POLITICAL AND SOCIAL ENDORSEMENTS
8.1 Neither this website nor any branch website may advertise any non-EGV product or service, or endorse the political, financial or social policies of others.
8.2 Exceptions to point 8.1 may, from time to time, be made by the Guild’s Board of Management.
9 BRANCH PAGES ON THE MAIN EGV SITE
9.1 All branches are encouraged to contribute a page or more concerning their activities.
9.2 The following basic information is suggested:
9.2.1 A welcome message for any prospective member or visitor to the area.
9.2.2 Meeting place address (a Melway reference is appreciated).
9.2.3 Regular meeting days, with times.
9.2.4 The name of any group that meets regularly, the meeting date, and whether it is a day or evening group.
9.2.5 One contact phone number, but with NO NAME attached to this number.
9.2.6 Several images of members’ works.
9.2.7 If children’s classes are held regularly, this is worth noting.
9.2.8 Any major upcoming event, e.g. next branch exhibition.
9.2.9 The web manager must be notified of any changes to the basic information listed here.
BRANCH WEBSITES. Any branch may develop its own website, with the following provisos:
Overall policy.
The policies outlined in the EGV Website Policy must be adhered to.
Branch content and layout.
• The heading on the home page of the branch website will read in this order: The Embroiderers Guild, Victoria XXXXX Branch
• Information on that site must be current, accurate and well-presented (in terms of spelling, grammar, etc).
Branch email address
• An email address for the branch may be given on the site (e.g. egvxbranch @gmail.com).
• Procedures to ensure regular checks for emails sent to this address must be put into place.
• All emails must be sent on promptly to the branch committee secretary, and/or president to handle.
• A prompt reply should always be given, even it is simply to say that the email has been received and a reply will be sent later.
Branch Committee responsibilities
• The branch committee may delegate the design and maintenance of the branch website to a branch member not on the branch committee. However the branch committee is responsible for ensuring that information on that site is always current, accurate and well-presented. Out-of-date information and irregular responses to emails reflects poorly on the entire guild.
• It is possible that neither the branch president nor secretary have access to the internet. Nevertheless, either or both should check the website once a month, by requesting brief internet access when visiting a venue that does have access (e.g. a friend’s home).
• It is essential that all communication to and from the branch is managed by the branch committee.
o All emails sent to the branch via the branch email address must therefore be directed promptly to the branch committee for action.
o Any communications relating to the branch website must be sent out by the branch committee rather than by the branch website manager.
o Any communications to the branch website manager should also be sent via the branch committee. EGV Website Sub-committee’s responsibilities.
• In February of every year the EGV Website Sub-committee will send a pro-forma notice to any branch that runs a branch website, asking for confirmation of the following:
o The branch committee views the branch website regularly.
o Information on that website is accurate and current.
o Regular checks are made for any emails sent to the branch email address.
o All emails received via that address are promptly referred to the branch committee.
EGV Website Sub-committee’s responsibilities.
• In February of every year the EGV Website Sub-committee will send a pro-forma notice to any branch that runs a branch website, asking for confirmation of the following:
o The branch committee views the branch website regularly. o Information on that website is accurate and current.
o Regular checks are made for any emails sent to the branch email address.
o All emails received via that address are promptly referred to the branch committee.
