Committees
Website and Documents
This committee is charged with maintaining the website and updating important board documents.
Before the beginning of each new grant cycle, this committee should carefully review the “Grant Selection Criteria (Detailed),” “APPLICATION FORM,” “Project Contract Form,” and “Project Report Form.” After reading through each document more than once, the committee will talk amongst themselves about any proposed changes that they might see as necessary. These proposed changes will then be brought before the board as a whole and voted upon at the next full board meeting or via email, as preferred. Other board members will also be invited to propose changes at this time. For most proposed edits, a majority vote will cause the change to go into effect and the edits to be made to the document, which will then be added in its edited form to the website. For major changes that would potentially shift the program’s focus or structure, three quarters of the board must vote in favor for the proposed change to occur before any changes are made. This should all be completed before major advertising for grant availability begins.
As described in Website, our model website has been provided to you so that you can base your website off of it. Website hosts listed in the website section, which are incredibly intuitive and easy to use, with a drag-and-drop interface to add things such as photos, text boxes, slideshows, and more, should enable most board members to be able to edit the website directly. If some committee members are uncomfortable editing the website directly, you could instead designate one committee member as the webmaster. The other board members could select the photos and write the text to be used for the webpage, potentially using the “Project Webpage PowerPoint Template” as a model, and then the webmaster could copy them into the webpage.
The majority of the work on the website occurs before advertising, when documents are being updated online, and after projects have been completed, when project webpages need to be created. Once a project has turned in their project report form along with project photos, the website committee will create a webpage for that project. (See an example an example project webpage here.) It will include 7-9 photos with captions describing the project and its impact. Once the webpage is created, the link will be sent to the youth project leader and adult advisor in the email “To Grant Recipients – Project Webpage is Up.” Be prepared to make edits to the webpage if the project leaders indicate that a caption is incorrect or that they would like additional information included. Also keep in mind when creating these websites that your project leaders are minors. Their full names should not be included anywhere on the website in association with their photo unless they specifically request it and have the permission of an adult guardian.
Besides reviewing grant documents and creating project webpages, the Website and Documents Committee can review the website as a whole to ensure that it remains up-to-date. Assign specific pages to specific committee members to read through carefully. Ask them to think about whether the text on the page would make sense if they were not familiar with the grant program and whether they have any questions remaining about the program after reading through the website information. If so, make necessary small edits to clarify or bring bigger edits before the board as a whole for a vote.
This committee is charged with maintaining the website and updating important board documents.
Before the beginning of each new grant cycle, this committee should carefully review the “Grant Selection Criteria (Detailed),” “APPLICATION FORM,” “Project Contract Form,” and “Project Report Form.” After reading through each document more than once, the committee will talk amongst themselves about any proposed changes that they might see as necessary. These proposed changes will then be brought before the board as a whole and voted upon at the next full board meeting or via email, as preferred. Other board members will also be invited to propose changes at this time. For most proposed edits, a majority vote will cause the change to go into effect and the edits to be made to the document, which will then be added in its edited form to the website. For major changes that would potentially shift the program’s focus or structure, three quarters of the board must vote in favor for the proposed change to occur before any changes are made. This should all be completed before major advertising for grant availability begins.
As described in Website, our model website has been provided to you so that you can base your website off of it. Website hosts listed in the website section, which are incredibly intuitive and easy to use, with a drag-and-drop interface to add things such as photos, text boxes, slideshows, and more, should enable most board members to be able to edit the website directly. If some committee members are uncomfortable editing the website directly, you could instead designate one committee member as the webmaster. The other board members could select the photos and write the text to be used for the webpage, potentially using the “Project Webpage PowerPoint Template” as a model, and then the webmaster could copy them into the webpage.
The majority of the work on the website occurs before advertising, when documents are being updated online, and after projects have been completed, when project webpages need to be created. Once a project has turned in their project report form along with project photos, the website committee will create a webpage for that project. (See an example an example project webpage here.) It will include 7-9 photos with captions describing the project and its impact. Once the webpage is created, the link will be sent to the youth project leader and adult advisor in the email “To Grant Recipients – Project Webpage is Up.” Be prepared to make edits to the webpage if the project leaders indicate that a caption is incorrect or that they would like additional information included. Also keep in mind when creating these websites that your project leaders are minors. Their full names should not be included anywhere on the website in association with their photo unless they specifically request it and have the permission of an adult guardian.
Besides reviewing grant documents and creating project webpages, the Website and Documents Committee can review the website as a whole to ensure that it remains up-to-date. Assign specific pages to specific committee members to read through carefully. Ask them to think about whether the text on the page would make sense if they were not familiar with the grant program and whether they have any questions remaining about the program after reading through the website information. If so, make necessary small edits to clarify or bring bigger edits before the board as a whole for a vote.
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