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From: "Scott Burow" <>
Subject: [BOARD] Motion 07-20 - CC/LC Guidelines - DISCUSSION
Date: Tue, 28 Aug 2007 12:43:22 -0500


It has been moved by Mike Peterson and seconded by Linda Blum-Barton that
the Local/County Coordinator Guidelines be approved and posted on the
USGenWeb website replacing all current coordinator guidelines and help
pages.

The motion is numbered 07-20 and is now open for discussion.

If you have no discussion, please advise by stating "no discussion".

Motion 07-20 is as follows:

"I move the below Local/County Coordinator Guidelines be approved and posted
on the USGenWeb website replacing all current coordinator guidelines and
help pages.
Mike Peterson
-----------------------

I. PREFACE.
The purpose of these guidelines is to provide the Local/County Coordinators
with consolidated information to help them design and maintain their
websites. Section II lists those items, with references, which are
required of the Local/County Coordinator to be in compliance with Project
policy. Section III lists those items strongly recommended as "best
practices" which will enhance the experience of visitors to the websites.

2. USGenWeb Project Terms:
(CC) = County Coordinator.
(SC) = State Coordinator.
(LC) = Local Coordinator (rarely used).
XXGenWeb = Where XX represents a State Project, i.e., IAGenWeb = Iowa.
County Website = Applies equally to parish and township websites.
Project = The USGenWeb Project.

3. The Project's national website is at http://www.usgenweb.com/ and the
specific section for volunteers is at
http://www.usgenweb.com/volunteers/index.shtml .
The Project's Election Committee website
http://www.rootsweb.com/~usgwelections/ will explain the Project's election
process and how to register to vote.
You will receive the Project's monthly Newsletter and prior issues of the
Newsletter are posted at http://www.usgenweb.com/newsletter/index.shtml .
The Project's Bylaws:
http://www.usgenweb.com/volunteers/bylaws.shtml .
The Project's Standard Rules:
http://www.usgenweb.org/volunteers/standard-rules.shtml .
The Project's Special Rules:
http://www.usgenweb.org/volunteers/special-rules.shtml .
The Project's Mailing Lists:
http://www.usgenweb.org/volunteers/mail-lists.shtml


4. Your Website: As the owner of your website, you have the option of
establishing your website on any server. Project websites are hosted by a
variety of servers, most of them free of charge. Your SC is available to
help.
Check with your SC for any particular state requirements for county
websites. If
you are changing an existing website, check with your SC about any state
guidelines
for removing any information. Website design help can be found at
http://www.usgenweb.com/volunteers/design.shtml . Additional information is
available by subscribing to the email-list

with the word "subscribe" (without quotes) in the subject line and the text
body.


II. REQUIRED.

1. USGenWeb Project Logo. (USGenWeb Bylaw Article IX, Section 1 -
http://www.usgenweb.com/volunteers/bylaws.shtml ). All websites shall
include a prominent display of a USGenWeb Project logo on the home page.
See III STRONGLY RECOMMENDED, Paragraph 1, for suggested use. The logos are
found at http://www.usgenweb.com/volunteers/logos.shtml. Some states may
also require the display of a state logo.

2. Solicitation Of Funds Is Inappropriate. (USGenWeb Bylaw Article IX,
Section 2 - http://www.usgenweb.com/volunteers/bylaws.shtml ). See the
complete Bylaw reference for further information .

3. Adherence To Copyright Policy. (USGenWeb Bylaw Article X, Section 4 -
http://www.usgenweb.com/volunteers/bylaws.shtml ). All USGenWeb members are
responsible for adhering to the Project's Copyright Policy. See the complete
Bylaw reference for further information . Check with your SC for any
particular state requirements for county websites. Further, although the
Project Policy addresses specifically genealogy information it pertains also
to all facets of the website, i.e., graphics, html coding, backgrounds,
audios, videos, etc.

4. State Mailing List/Website Link (USGenWeb Bylaw Article XI, Sections
2/3 - http://www.usgenweb.com/volunteers/bylaws.shtml ). All County
Coordinators shall be subscribed to the XXGenWeb mailing list and each
website shall have a direct link to the state project .

5. Area For Researcher's Queries (USGenWeb Bylaw Article XI, Section 3 -
http://www.usgenweb.com/volunteers/bylaws.shtml ). County websites must
include a means for a researcher to post a query. If the state does not have
requirements, there are several options available. You may administrate a
query page or message board system or provide a link to an existing message
board related to your county. Queries are designed to be posted so others
are able to make contact. Coordinators may generate their own query systems
on their websites or use established systems such as rootsweb.com,
genforum.com, ancestry.com, etc. Coordinators are not required to research
the queries.

6. Websites Must Meet USGenWeb Standards. State Coordinators have
the responsibility to review county compliance with standards and to remove
links for those failing to meet standards. (USGenWeb Bylaw Article XII,
Sections 6 and 7 - http://www.usgenweb.com/volunteers/bylaws.shtml ). The
Project Advisory Board has the responsibility to remove links from the
Project national website to websites failing to meet standards. (USGenWeb
Bylaw Article VI, Section 5 -
http://www.usgenweb.com/volunteers/bylaws.shtml ).

III STRONGLY RECOMMENDED.

1. Placement of USGenWeb Logo. II REQUIRED, Paragraph 1 requires a Project
logo be displayed on the website. The Project logos are located at
http://usgenweb.org/volunteers/logos.shtml . The logo should be only in the
size provided and visible immediately when the opening (index, default,
et.al) page of the website loads into the browser. Placement at or near the
top of the page is important because different browsers render the pages
differently, and all initially display a page with the top of the page in
full view.

2. Contact Information. Local Coordinators should provide valid contact
information (such as email, or contact form, or telephone, etc.) on the
opening (index, default, et.al) page of the website. Clear and prominent
information should be provided. The importance of acknowledging all emails,
data submissions, and otherwise responding to visitors cannot be stressed
enough.

3. Website Search Engine. The more information a website contains the
greater consideration should be given to installing a search engine. A
search engine is a powerful tool for the visiting researcher providing it
includes all the files and subsets of the website. There are several free
search engines available and all of them have perfected easy ways of
acquiring, installing, using, and enhancing. Among several are:
http://www.freefind.com/ and http://www.picosearch.com/ . Check with your SC
as this is a requirement in some states.

4. Strongly Recommended Links.
i. The USGenWeb Project - http://www.usgenweb.org.
ii. The USGenWeb Project Archives Table of Contents page (sorted by state) -
http://www.rootsweb.com/~usgenweb. >From this main page, follow the links to
your state and county.
iii. The archives search option -
http://www.rootsweb.com/~usgenweb/newsearch.htm.
iv. The WorldGenWeb Project - http://www.worldgenweb.org/ .

5. Disclaimer. Many websites link to websites that are not part of USGenWeb.
Therefore we strongly recommend that you use the following, or similar,
disclaimer on website home pages: "Links to websites that are not part of
the USGenWeb Project are provided for your convenience and do not imply any
endorsement of the websites or their contents by the USGenWeb Project or its
members. Neither the USGenWeb Project nor its members are responsible for
the contents of any "third party" website which you may access from a link
on this website."

6. County Resource Page and Lookups: Websites should provide some basic
research help. It is recommended the website provides contact information
for the the county court clerk, library, and genealogical and/or historical
societies. Also, provide a bibliography page showing the reference books
available for their county. Lookups should be offered if you or your
volunteers have received permission to do so from the book's author or
publisher or if the reference books you have available meet the copyright
policies of The USGenWeb Project.

7. USGenWeb Help Pages Mailing List. The purpose of this list is to provide
a communication across state and project lines for members seeking and
giving technical assistance in building and improving websites, as well as
assistance in attracting and displaying submissions, meeting researcher
needs, utilizing special projects, and so forth, in pursuance of the Project
goals. To maintain a historical knowledge base, the discussions are
archived. To post or respond to questions, subscribe by
sending an email to with the word
"subscribe" (without quotes) in the subject line and the text body.

8. URL/Link Checker. Periodically the webmaster should check that all links
on the website are valid. There are several free URL/Link Checkers available
and most are very easy to understand and use. Among them are Xenu's Link
Sleuth - http://home.snafu.de/tilman/xenulink.html ; W3C Link Checker -
http://validator.w3.org/checklink ; DeadLinks.com -
http://www.dead-links.com/ - and more.
USGenWeb Project information can be found at: http://www.usgenweb.com";


Scott Burow
NC - USGenWeb


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