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Website Governance DocumentPurposeAt the highest level, this document is intended to address the following:Governance GoalsGovernance StructureGovernance ProcessWebsite Roles & ResponsibilitiesContent GuidelinesContent SubmissionContinuous Improvement1. Governance GoalsScopeThis document is limited to the Miami Valley Child Development Centers Inc. corporate website, and does not include information pertaining to intranets, extranets , portals, micro-sites, landing pages, and/or Miami Valley Child Development Centers Inc. subsites..Background & Site ArchitectureThe MVCDC corporate website is now a mainstream channel through which information and services are being delivered.

This website should project a unified, positive image of MVCDC locally, nationally and globally in order to better support our customers/clients.A review of our website revealed that MVCDC corporate website is inconsistent, difficult to use, and fragmented. It suffers from stale content and has little to offer to draw visitors to engage with MVCDC.In response to the findings of this review, the outdated Content Management System (CMS) was upgraded to the latest version of an open source software platform and all other software being used by MVCDC was integrated successfully.This Website Governance Document will assist MVCDC employees and contractors to focus on delivering information and services that are aligned to the needs of our clients/customers and will lay the path for clear ownership and responsibility over website development and maintenance activities.

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The main goals of this Governance document include:Facilitating communication and collaboration across the organization.Creating a better managed and maintained website and social media presence.Building a more Customer Centric websiteClarifying and codifying the process of how Public communications are done through our website and social media.Increasing the speed at which decisions can be madeControlling the quantity & quality of content for the WebsiteGovernance StructureThe governance structure is depicted in the diagram below:The Governance Structure identifies the roles and responsibilities of individuals and groups that participate in the day to day and strategic decision making required for the development, management and administration of MVCDC website governance.Governance ProcessAny employee wishing to have representation on the Website Governance Committee shall be required to provide the following to the Website Governance Committee Chair:Their name, position, and site location.Details of why they wish to become a member of the committee.Request will be evaluated will be judged on a case-by-case basis by the Website Governance Committee.Responsibilities of Governance Sub-Committee:MVCDC may establish a Governance Sub-Committee composed of Directors or their designees.

The Governance Sub-Committee will:Provide policy directions for the Framework (current and future) through collaboration with representatives, for example the Website Governance Committee and Expert Groups (when required).Provide clarity and assistance to MVCDC departments on the policies and standards in the form of tools and implementation guides.40360602794000Responsibilities of Expert (MIS) Group·:Contribute to and assist in the development of best practice standards as required.Responsibilities of Corporate Website Governance Committee:Administration of the Framework policies and standards.Communication, marketing, awareness raising and promotion of the Website Governance Framework.

Manage and maintain relevant policies.The Governance Committee will meet Monthly to discuss revisions to policies, change requests, and to update the Website Governance Document when necessary.Provide strategic direction setting for all strategic matters concerning the development of the Website Governance Framework.Approval authority for policies where there is significant policy impact.4. Roles and ResponsibilitiesExecutive Sponsor:TBDResponsibilities Include: Advocate & champion the website project internally & externally, obtain budgets, accept responsibility for the website project, and support the project, etc.Governance Committee ChairScott Siegfried, Chief Innovation OfficerResponsibilities Include: Guides the committee in accomplishing its objectives, keep the committee focused, ensure new members are well oriented, develop meeting agendas, assign tasks as required, work with executive sponsor to ensure objectives are met, develop final reports, proposal, create supporting documentation, etc.

Governance Committee MembersMembership composition of the Website Governance Committee shall consist of a minimum of four members, including the Chair of the Corporate Governance Committee:Scott SiegfriedResponsibilities Include: Develop, review and monitor the Website Governance Document, benchmark best practices with regard to website governance, retain outside experts and specialists to advise the Website Governance Committee , respond to any matter that may be referred to the Website Governance Committee Chair, review the Website Governance Committee’s annual agenda of activities, etc.Website Roles ; ResponsibilitiesExpert (MIS) GroupResponsibilities Include: Align IT objectives and programs to enterprise objectives and strategies, define metrics based on overall business objectives, maximize the mix of in house versus out sourced services, establish strategic service provider partnerships, align IT risk management with enterprise-wide risk management, optimize and design enterprise processes via IT, optimize costs of services through a mix of internal and external resources, etc.Content ContributorsDirectors or their DesigneeResponsibilities Include: creating content, overseeing and managing publishing schedules(See below).This section is broken down into 3 key publishing models depending (dependent on MVCDC’s website goals.Enterprise Generated Media: Internal docs.

Consumer Generated Media: Self-publishing on your site via blogs, podcasts, social media, videos, etc.Partner Generated Media: Have contributors publish on your behalf.Website Design and Administration (MIS)Responsibilities Include: Design look and feel, work with HTML templates and style sheets,Work with any code used to add functionality to the website (for example,java script).Create experiences from the elements provided by the Governance Committee and Content Contributors.Content is reviewed and made live. Responsibility and knowledge necessary for maintaining and updating the content on the website.

Departmental LiaisonsMarketing: TBDResponsibilities Include: Designing landing pages, marketing automation system owner, promotions, discounts, press releases, communications, events, etc.5. Content GuidelinesGeneral Guidelines1. Keep your audience in mind.Consider who will be reading and using your web content.

What are they looking for, and what do they need? Be sure the tone, language and organization of content is appropriate for your audience.2. Be concise.

Web writing should be clear and direct. Keep sentences short. Remove words or descriptions that don’t add value to the content3. Make content visually scannable.Readers scan web pages before they read. If they don’t recognize useful, relevant content, they often move on.

Elements that enhance scanning include headers, links, highlighted text, bulleted lists, graphics, and captions. 4. Write meaningful headers.Readers rely on headers to navigate on-page content. Choose words for headers and sub headers that clearly describe the content they introduce. Boring, useful words are better than clever, obtuse words.

5. Limit paragraphs to 70 words.I’ve seen numerous recommended word counts, but I’ve found a 70-word limit to be a practical and effective number in most cases. Of course, less is better.6. Use bulleted lists whenever possible.

Bulleted lists are easier to scan and read than full paragraphs. If you are listing three or more items, consider using a bulleted list. For instructions or long lists like this one, consider using numbered lists for easy reference.7.

Use active voice.Writing in the active voice is more clear, conversational and engaging than the passive voice. Just ask Strunk and White: “The active voice is usually more direct and vigorous than the passive.” Also, “when a sentence is made stronger, it usually becomes shorter. Thus, brevity is a by-product of vigor” (The Elements of Style, Third Edition, pages 18-19).8.

Use common language.It’s essential for findability and SEO (search engine optimization) to use the same words and phrases your readers do. When creating page titles, headers, list items and links, choose keywords carefully. Additionally, be sure to use keywords consistently when creating web content. When used appropriately, this practice reinforces keyword relevancy for search engines, such as Google and your own internal search, thereby improving findability.9.

Be professional and human.Think like a publisher and less like a marketer. Use a more conversational tone. Avoid jargon and buzzwords like “cutting-edge” or “leverage.” Users are turned off by content that talks at them instead of with them. Consider how you would communicate with someone standing in front of you instead of via a traditional TV or radio advertisement.10. Include valuable links.

If additional useful, relevant and appropriate content exists elsewhere—on or off your website—link to it. Instead of repeating information that already exists on your site, link to this content as well. Consider what content elsewhere might add value to yours and improve usability. When possible, include links within your page copy to make them contextually relevaWeb Site Legal IssuesContent Contributors must comply with official copyright laws. Text, photos, video and sound recordings are governed by copyright law.

Any content, photo, image, logo or media that is not compliant with copyright laws will not be uploaded by the MIS team. A party is guilty of copyright infringement if they violate one of the five exclusive rights given to copyright owners under the Copyright Act. Included in those rights are the right to prevent others from reproducing (or copying) a work, publicly displaying a work, or distributing a work.

As a result MVCDC should take care not to copy the work of others.Summary of Civil and Criminal Penalties for Violation of Federal Copyright LawsCopyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.Penalties for copyright infringement include civil and criminal penalties.

In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505.Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.DefamationThe term defamation refers to a false statement made about someone or some organization that is damaging to their reputation. For a statement to be defamatory, the statement must be published to a third party, and the person publishing the statement must have known or should have known that the statement was false. The law of defamation is complex, as it has been determined by numerous court decisions rather than one national statute.

In addition, a claim of defamation is subject to a variety of defenses, such as the First Amendment and (of course) the defense that the statement was true. CIPA ComplianceThe Children’s Internet Protection Act (CIPA) was enacted by Congress in 2000 to address concerns about children’s access to obscene or harmful content over the Internet. Content Providers must provide content that applies the spirit of CIPA compliance.PrivacyContent Contributors should review the MVCDC’s Privacy Policy in the Personnel Policy to make sure all content is compliant. Content such as photos of children or parents must have an accompanying consent form that permits MVCDC to use images of the children.The Hatch ActThe Hatch Act restricts political activity of federal, state, and local government employees. The Act also restricts the political activity of employees whose employment is financed in whole or in part by a grant award.

Grantees and delegates should be mindful of this policy and avoid any violations of the law with regard to their staff members’ political activities.Additional ConsiderationsMVCDC is not required to comply with the federal legislative acts of HIPAA or FERPA, but does so because we choose to follow those guidelines. Content Contributors should be familiar with the basics of these legal Acts and tailor their content accordingly.6. Content SubmissionAll content submitted to change the website or to make a public statement via social media must be accompanied by an approval form. If that content includes visual media then there must be proof that there is no copyright infringement or be accompanied by release forms.MIS acts as the website designers and administrators.

It is not MIS’s responsibility to vet content to be submitted to public facing outlets. To avoid any confusion and to avoid missteps, MIS will reject any content change that is not approved by the Governance Committee Chairman or his/her designee.7. Continuous ImprovementMVCDC’s Governance process, web-site, and social media efforts will be reviewed periodically.

As such this Governance document is a living document and may change. This document will be made available internally to staff and will state the last update date.Changes to this document or any process for which this document was written must be submitted to the Governance Committee for consideration. Changes or improvements to the public-facing website must be submitted to the Governance Committee for consideration.

Changes or improvements to the public-facing social media must be submitted to the Governance Committee for consideration. Minor adjustments to the submission policies or other related policies can be addressed to the Governance Committee Chairman.MVCDC recognizes that the website and social media must be maintained and updated on a constant basis to remain relevant. The Governance Committee will in their meetings set the tone for the pace of change, review metrics to gauge the effectiveness of our social campaign, and will recommend edits and changes to this document and the areas for which this document sets forth procedures.


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