Approved February 16, 2011 Policy #23
Website Maintenance Policy Purpose
The Holston Valley Unitarian/Universalist Church’s (HVUUC) website is maintained by use of a Content Management Software system. This software allows many users to easily post content to the website. The purpose of this policy is to define:
1. Who will be allowed to post data to the site and what training will be required of them.
2. How will the content be monitored in order to ensure that it meets the following criteria:
2.1 It is in accordance with Church interests and standards. 2.2 It is accurate and current.
2.3 Its appearance does not conflict with the basic design of the website. 2.4 It does not violate any copyright laws or privacy issues.
3. How the security of the system will be maintained through passwords, maintaining records of individuals needing access and backups.
Scope
This policy applies to Administrators, Editors and Contributors the hvuuc.org website. Definitions
Administrator: The person(s) who has(ve) oversight responsibility for the website to uphold the interests/direction of the Church. Administrators have editorial authority for all accounts on the website.
Contributor: Anyone with access to add/change content on the website.
Member: Anyone who is authorized to view pages within the Members Only section. With regard to this policy “Member” will not refer to a member of the Church.
For the purpose of this policy, Members will consist of all current Members of HVUUC and those deemed as “friends” of HVUUC by the Directory Policy adopted by the Board of Trustees.
Back-up: Even with the best security data may be lost or altered unintentionally. It may then become necessary to recover the content on the server from a back-up file. There needs to be a back-up schedule and practice. Back-up is performed by the server provider on the following schedule: A full backup is created twice per month. Incremental backups are created daily. The backup files are kept for at least 30 days.
Approved February 16, 2011 Copyright issues: Material that is copyrighted by an individual or other organization may not be posted to the website without prior written approval of the owner of the material. If there is uncertainty about whether there is a copyright, material should not be posted until proof can be obtained that there is no copyright.
Hyperlink: A hyperlink is a word or button that opens another page on the hvuuc.org website or another website.
Media: Includes photos, videos, and audio.
Plug-ins, Players, and Readers: These are additional software that might be
needed to view specific file formats of pictures, videos, or audio. The administrator(s) have the authority to limit website content based on the plug-in, player, or reader that it requires.
Training Grid: The Administrator will maintain the records of training for the Administrator and Contributors. The Administrator will also keep records of
authorizing access to the Members Only pages. Training is not required for Members.
Procedures
1. Who will be allowed to post data and what training will be required.
Once trained, the following people will be allowed to post data to the website: Minister, Administrative Assistant, Director of Religious Education, Committee Representatives, and Board Members. Additionally, at least two web
administrators, a technical administrator and a content administrator, will be selected by the HVUUC Board to monitor functioning and content of the site. Website administrators may designate a person as temporary back-up when necessary and forward the name to the Board for approval.
HVUUC Board President can any designate any member or active friend to post data to assigned pages after appropriate training. Contributors may only add/delete content on the section of the website that pertains to their committee, ie. The
Director of Religious Education may only make changes to the Life Span Religious Education section, the Membership director on the Fellowship section, etc.
The training for the administrators will be more extensive than that of the
contributors. This training will be recorded into a training grid. Any new contributors or administrators will be trained by the current administratorsor supported through self training process. This training will be as defined in the training grid.
2. How will the content be monitored in order to ensure that it meets the following criteria:
2.1. It is in accordance with Church standards1 and interests2.
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Standards - Content on the website reflects the Church as a whole and therefore must minimally meet the following standards.
Approved February 16, 2011 The administrators will, as changes are made, review the website to confirm that the information posted conforms to the interests and standards listed below. In the event that posting is found at variance to these, the
administrator will contact the contributor and attempt to resolve the issue. If they cannot resolve the issue:
2.1.a. The HVUUC Board will render a decision
2.1.b. The administrator will remove content until a decision is rendered 2.1.c. Additionally, all administrators and contributors will be required as part of their training to read this policy and confirm that they understand its requirements. This will be recorded in each individual’s training grid.
2.2. Accurate and current.
Contributors will be expected to keep their sections of the website up-to-date and accurate. The Contributors' names and contact information is to be known to the Administrator. The Administrator will update the home page as needed and review the other pages to assure the information is accurate and up-to-date. It is recommended that this review be performed weekly, though the time interval between reviews may be extended up to 1 month.
2.3. Its appearance does not conflict with the basic design of the website. Postings will be limited to certain sizes and type fonts and colors. Contributors and administrators will be trained in using these in their postings. This training will be recorded in each individual’s training grid. Training will be provided at least yearly when new Board members and
1. All content must present HVUUC in a positive way.
2. No content posted to the site may defame any individual or be libelous or slanderous. 3. Content may be posted that quotes or references partial works, provided such content is attributed to the originator, and is used in accordance with acceptable legal practice. 4. No content may advocate a position that might put the HVUUC tax exemption at risk.
5. No content may be posted that appears to have the congregation of HVUUC advocate a public policy position that has not been voted on by the congregation.
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Interests
1. HVUUC worship services. 2. Minister’s communications.
3. Communications from, policies adopted by, or minutes of the Board. 4. Fundraising activities.
5. Fellowship activities
6. Covenant group, committee or general congregational news or activities.
7. Actions of any outside group or organization directly supported by HVUUC. (Examples: Unitarian Universalists for Social Justice, IHN, etc.)
8. Activities of the Thomas Jefferson District of the UUA.
9. Activities, interests, or proposals of the Unitarian Universalist Association of Congregations (UUA).
Approved February 16, 2011 Committee Chairs change rotation. Administrators will review postings monthly to confirm that postings conform to these appearance rules. 2.4. It does not violate any copyright laws or privacy issues.
2.4.a. Material that is copyrighted by an individual or other organization may not be posted to the website without prior written approval of the owner of the material. If uncertain whether there is a copyright, the material cannot be posted until proof can be obtained that there is no copyright. Podcasts are copyrighted.
2.4.b. Photographs - When a photograph of a church activity is posted on the website, names and other identifying information will be associated with the photograph only if identification is warranted and the persons shown have given permission. Photographs of children and youth under the age of 18 years will be used only if the parents or guardians have given
permission. An administrator will review the website monthly in order to ascertain that this policy is being followed.
2.4.c. There will be a Members Only section. This section will require a user ID and password. Personal information regarding members will be in the Members Only section. This is to be used strictly for Church business. This policy will be displayed clearly on the Members Only web page.
3. How the security of the system will be maintained through passwords, maintaining records of individuals needing access and backups.
3.1. Administrators and contributors will need a user ID and password in order to perform their website functions.
3.1.a. Additionally, members will need a user ID and password to access the Members Only section. The passwords should be chosen such that they are not easily guessed.
3.1.b. Passwords should not be shared with another member and this policy should be clearly stated in the Members Only section.
3.1.c. The system should be configured to require a password length of at least 7 characters.
3.2. Contributors must accept this policy to receive access.
3.3. If there is a change in a committee representative who is a contributor, the past representative must notify an administrator of the change.
3.3.a. The administrator will remove privileges from the past representative and add those privileges to the new contributor after training.
3.3.b. The administrator will deactivate a Member account once it is determined that the Member wishes to be removed or should no longer have authorization to the Members Only pages.
Approved February 16, 2011 3.3.c. Backups will be performed by the server provider.
3.4.Privacy Policy: Administrator(s) and Contributor(s) will not share the personal data/information about anyone who views the website or Member. Personal information is to be used strictly for Church business. Solicitation for any other purpose is forbidden. This policy will be displayed clearly on the website. Any Contributor must accept this policy to receive access.
3.5. Security Policy: Administrators, Contributors, and Members must receive appropriate authorization. Access to their particular area of the
website will require an ID and secure password. The password should be one that is not easily guessed. The password is unique to the person to whom it was issued and is not intended to be shared.
4.Criteria for hyperlinks included on the site:
Hyperlinks should be used cautiously. They must meet the following criteria: 4.1. Relates to the mission of hvvuu.org and complements and enhances the Web Site.
4.1.a. Provides credible, accurate, and current information
4.2. Is subject to adequate procedures for the review and updating of material 4.3. Makes reasonable accommodations for users with disabilities, such as the visually impaired
4.4. Focuses on Unitarian Universalist content, rather than the promotion of a product, service, or organization
4.5. Adheres to adequate policies regarding external links and privacy of user data
4.6. Is owned and operated by other UU newspapers or organizations 4.7. Is generally recognized as a UU organization or educational institution 5. The following criteria will be used to exclude links from the site:
5.1. Advertises or endorses other organizations or political parties 5.2. Contains obscene or objectionable images or text
5.3. Contains individual or personal home pages
5.4. Endorses candidates for local, state, or federal offices
5.5. Advocates political or social positions on a local, state, or federal level 5.6. Promotes corporate or other for-profit organizations
Changes
Changes to the Website Maintenance Policy will receive Board approval and be maintained by the Administrator(s).
