Policies and Procedures

Web Site Management and Publications Policies and Procedures

A. Policies for Posting Web Information

1.   Only information, which is related to the mission, goals, and objectives of the Association, shall be permitted.

2.   The Association shall assume no responsibility for the content of non-WESTOP linked pages, but may deny links to content that is inconsistent with the stated mission, goals and objectives of the Association.

3.   Other sites may link to, but not replicate, WESTOP content without permission of the Web administrator.

4.   Other sites may not create a browser or border environment around WESTOP content.

5.   Other sites may not imply that WESTOP is endorsing it or its products.

6.   Other sites may not misrepresent its relationship with WESTOP.

7.   Other sites may not present false information about WESTOP products, functions, or services.

8.   Other sites linking to WESTOP may not contain content that could be construed as distasteful, offensive, or controversial, and should contain only content that is appropriate for all age groups.

9.   Members of WQESTOP may reproduce information from the Web site for their own personal, con-commercial use.

10. Individuals who are not members of WESTOP may not reproduce information from the WESTOP site without permission.

B. Procedures for Submitting Changes to Web Site Structure

1.   Definitions:
a.   Web site:  A group of similar web pages linked by hyperlinks and managed by a single company, organization, or individual. A Web site may include text, graphics, audio and video files, and hyperlinks to other web pages.
b.   Web page:  A single document on the World Wide Web that is specified by a unique address (URL) and contains text, hyperlinks, and graphics.
c.   Web administrator:  The person in charge of implementing and modifying a web site.
d.   Database:  A data software file, containing many records, each of which contains the same set of fields, where each field contains a specific type of information.
e.   Web site structure:  The characteristics that identify the Web site to WESTOP.  The structure includes, but is not limited to, the following: colors, placement and style of menu, and organization of topics and sections (e.g., Newsletter, Memberships, Chapters, etc.).

2.   Procedures:
a.   A written request detailing the desired changes must be forwarded to the chair, Research and Technology Committee.
b.   The Research and Technology Committee must act on the request within 45 calendar days after the receipt of the request.
c.   If the request is approved, the Research and Technology Committee must confer with the Web administrator to determine a reasonable amount of time for implementing the changes and set a deadline for completing of the change.
d.   The Research and Technology Committee must notify the person making the request of the decision and timeline for its implementation.
c.   The chair of the Research and Technology Committee will include in his or her report to the Board of Directors a briefing of approved changes.

C. Procedures for Posting and Changing Information

1.   The Web administrator has the discretion to post information to a Web page using the guidelines in section A above.

2.   Unless a posting falls under the purview of section B above or there are specific instructions included on the page, information to be posted must be forwarded to the Web administrator in a digital format.

3.   Posting will occur as soon as possible, but within 14 calendar days.

4.   The Research and Technology Committee will review the Web site for content and accuracy on a yearly basis.  Any concerns relative to content posted on the Web site will be addressed by the Research and Technology Committee and/or the current president.

5.   Reporting of minor errors regarding the mechanics of the Web site will be directed to the Web administrator, the chair of the Research and Technology Committee, or the current president.

D. Use of WESTOP and Chapter Logos.

Consistent use of the WESTOP’s or an affiliated chapter’s logo is essential in providing internal and external constituents with an easy way to immediately recognize and know our association, locally, statewide and nationally. A WESTOP or an affiliated chapter logo clearly identifies the critical connection to professional and student members, institutions, and the educational equity programs represented in Arizona, California, Hawaii, Nevada and the Pacific Islands.

The uniform implementation and use of any logo associated with WESTOP in print and electronic communications is crucial to the image WESTOP presents.  Therefore, a logo’s use is expected for non-profit, association and chapter business only.  For any other use, expressed permission must be obtained from the current President.

In addition, the following guidelines must be strictly adhered:

1. Logos used in print must be reproduced from high-resolution digital files in order to maintain high quality.
2. The shape of the WESTOP and chapter logos cannot be modified or altered in any way.
3. Logos can be reproduced in other colors. However, when the basic ink color in a publication is to be something other than black, the logo should be reproduced in WESTOP maroon.
4. This logo system is recommended for all visual representations of WESTOP and its chapters for signs, video productions, exhibit materials, and the like, in addition to printed publications and Web sites.

E. Right to Privacy

WESTOP is committed to respecting privacy. WESTOP recognizes the need for reasonable control of personally identifiable information that is shared with WESTOP members. Personally identifiable information is any information that is associated with an individual’s name. WESTOP uses the information to better understand the individual member’s and collective membership’s needs in order to provide better services. WESTOP retains the right to track users of the Web site.

The privacy of personal information covers five main areas:

1.   Awareness:  WESTOP provides this Privacy Policy to make members aware of Internet safety and caution in case a member chooses to share personally identifiable information.
2.   Choice:  WESTOP will not sell personal identifiable information to others. Currently WESTOP may share your information with WESTOP entities and/or business partners in order to satisfy WESTOP needs. WESTOP is committed to giving members the choice of whether information can be used for additional purposes such as direct marketing.
3.   Access and Accuracy:  WESTOP strives to keep personally identifiable information accurate. WESTOP works to make it easier for members to review the information that WESTOP stores in its databases and enables members, if necessary, to update or correct information.
4.   Security:  WESTOP is committed to ensuring the security of membership information. Credit card numbers are only used for processing payment and are not used for other purposes.  Credit card numbers will not be stored on the WESTOP server.
5.   Oversight:  WESTOP supports industry self-regulation efforts on privacy by working with such organizations as the Online Privacy Alliance, Better Business Bureau Online (BBBOnLine), and the Direct Marketing Association. WESTOP also works closely with government bodies in the U.S. and in other countries as well as consumer groups who are working to protect consumer privacy.

F. Posting of Policies and Procedures

The WESTOP Web site Management Policies and Procedures must be publicly available on the WESTOP Web site at all times. If members have comments or questions about the policy and procedures, a mechanism on the Web site must be in place to accommodate them.

G. Disclaimer

WESTOP is not responsible for the content of any external links.

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