113 N. Market St., Champaign, IL 61820

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Please note that this is still a draft. Contributions are welcome, but please be prepared to discuss any changes with the Workgroup and other related entities.

Mission Statement

The WEFT Web Development Group ("WebDev Group" or just "Group" in this document) maintains and improves WEFT's electronic presence on the Internet (including but not limited to websites, mailing lists and e-mail accounts) with the aim of helping WEFT better fulfill its overall mission of being "an accessible, responsible, and responsive radio alternative, serving the diverse communities of radio listeners in East Central Illinois."

Contents 1 Mission Statement 2 WebDev Group Overview 3 Web Development Group Participation 4 Volunteer Positions 4.1 Chair 4.1.1 General Responsibilities of Chair 4.1.2 Specific Responsibilities of Chair 4.1.3 Selection of Chair 4.2 Secretary 4.2.1 General Responsibilities of Secretary 4.2.2 Specific Responsibilities of Secretary 4.2.3 Selection of Secretary 4.3 Volunteer Coordinator 4.3.1 General Responsibilities of Volunteer Coordinator 4.3.2 Specific Responsibilities of Volunteer Coordinator 4.3.3 Selection of Volunteer Coordinator 4.4 Content Managers 4.4.1 General Responsibilities of a Content Manager 4.4.2 Specific Responsibilities of a Content Manager 4.4.3 Selection of a Content Manager 4.5 Service Managers 4.5.1 General Responsibilities of a Service Manager 4.5.2 Specific Responsibilities of a Service Manager 4.5.3 Selection of a Service Manager 4.6 Server Administrators 4.6.1 General Responsibilities of a Server Administrator 4.6.2 Specific Responsibilities of a Server Administrator 4.6.3 Selection of a Server Administrator 5 Decisions by majority vote 6 Elections 7 Future update cycles of this Standard Operating Procedure 8 Relation to WEFT Bylaws

WebDev Group Overview

The WebDev Group fulfills its mission by:

1. Defining the tasks and responsibilities required to maintain and improve WEFT's electronic presence on the Internet.
2. Establishing and filling volunteer positions to help fulfill these tasks and responsibilities
3. Suggesting paid positions to the Board of Directors to help fulfill these tasks and responsibilities
4. Delegating these tasks and responsibilities among the Group when there is no position assigned to them or they are otherwise not fulfilled.
5. Holding both regularly scheduled meetings ("regular meetings") and other meetings that are always open to the public (and wheelchair-accessible) during which decisions of the Group are made by majority vote.
6. Communicating as a group between meetings only via forums that are open to the public.
7. Maintaining adherence of specific content to station standards as set by other WEFT Committees responsible for specific aspects of WEFT's mission relating to that content

Web Development Group Participation

1. Participation in the Group, including the right to vote in meetings, is open to any WEFT Member.

Volunteer Positions

Chair

General Responsibilities of Chair

1. conducts meetings
2. carries out the decisions of the Group as necessary
3. acts as a spokesperson and contact person for the Group
4. does not carry authority to make decisions for the Group

Specific Responsibilities of Chair

1. must prepare agendas for all meetings
2. must issue meeting announcements including an agenda to at least one widely-subscribed WEFT electronic mailing list at least 3 business days (at least one week where possible) in advance of each meeting
3. must solicit agenda item suggestions to at least one widely-subscribed WEFT electronic mailing list at least 3 business days (at least one week where possible) in advance of each meeting announcement
4. must be receptive to agenda item suggestions
5. must announce elections as described in section 6

Selection of Chair

1. must be a WEFT Member
2. must be elected by the WebDev Group
3. Unless an election is called sooner, serves a 1 year term of office
4. An election can be called by majority vote of the WebDev Group at any regular meeting. The election is held at a subsequent regular meeting according to the election rules in section 6.

Secretary

General Responsibilities of Secretary

1. Record, publish and maintain an archive of all meeting minutes and governing documents of the Group
2. Retain a secure, sealed record of critical master account and password information for WEFT's electronic presence on the Internet as a backup measure.
3. Stand ready to announce elections in place of Chair as described in section 6.

Specific Responsibilities of Secretary

1. must attend each meeting or arrange for a substitute to take minutes
2. must be receptive to suggestions regarding content of minutes
3. must publish proposed minutes to at least one widely-subscribed WEFT electronic mailing list within one week of meeting
4. must both publish final minutes (once approved by vote) to at least one widely subscribed WEFT electronic mailing list and also post a paper copy at the station within one week of approval
5. must provide access to copies of meeting minutes and governing documents of the Group on request
6. must retain a secure, sealed record of critical master account and password information for WEFT's electronic presence on the Internet as a backup measure, to be disclosed only as directed by the WebDev Group, the WEFT Board of Directors or the Executive Committee of the Board of Directors under the emergency provision of WEFT Bylaws section 10.02.
7. must announce elections as described in section 6

Selection of Secretary

1. must be a WEFT Member
2. must be elected by the WebDev Group
3. Unless an election is called sooner, serves a 1 year term of office
4. An election can be called by majority vote of the WebDev Group at any regular meeting. The election is held at a subsequent regular meeting according to the election rules in section 6.

Volunteer Coordinator

General Responsibilities of Volunteer Coordinator

1. assist the Group in filling volunteer positions with WEFT Members
2. inform the Group of volunteer tasks and responsibilities that go unfulfilled

Specific Responsibilities of Volunteer Coordinator

1. must establish and maintain a Web Development Group volunteer application form that is filled out on-line
2. must act on decisions of the Group to open a volunteer position by advertising the position, gathering applications and providing a recommendation on which applicant to accept
3. may choose not to advertise a newly-opened volunteer position if it was last advertised less than 12 weeks prior, and instead may choose to use applications received for that position in the past 12 weeks
4. must advertise open Web Development Group volunteer positions via the WEFT website, WEFT electronic mailing lists, paper postings at the station and on-air announcements with an announced application deadline no sooner than 3 weeks after the last of these four advertisements begin
5. must seek out other effective ways to advertise volunteer positions and recruit applicants
6. must provide copies of all applications for an advertised volunteer position to the Group within one week after the application deadline, along with a recommendation for which applicant to accept
7. must normally attend all Web Development Group meetings
8. must notify the Group at least once every two weeks of existing volunteer tasks and responsibilities that are going unfulfilled

Selection of Volunteer Coordinator

1. must be a WEFT Member
2. must be elected by the WebDev Group
3. Unless an election is called sooner, serves a 1-year term of office.
4. An election can be called by majority vote of the WebDev Group at any regular meeting. The election is held at a subsequent regular meeting according to the election rules in section 6.

Content Managers

General Responsibilities of a Content Manager

1. maintain content (data and formatting) for a specific portion of the WEFT website such as home page, program schedule, station calendar, station governing documents, on-line playlists, podcasts, volunteer opportunities, etc.

Specific Responsibilities of a Content Manager

1. must effect timely updates of web content and strive to improve the nature of web content in the specific portion of the WEFT website for which responsibility is assigned
2. must follow content management guidelines established by the Group and any WEFT Committees whose mission is relevant to specific content

Selection of a Content Manager

1. Content Manager is a volunteer position filled by the Group through the Volunteer Coordinator.
2. There may be multiple Content Managers with either distinct or redundant responsibilities.

Service Managers

General Responsibilities of a Service Manager

1. administer one or more specific Internet-based services utilized by WEFT such as web service, mailing lists, e-mail accounts, webcasting, web-based forums, database service, etc.

Specific Responsibilities of a Service Manager

1. Configure, test, monitor, optimize, troubleshoot, upgrade and otherwise administer the service for which responsibility is assigned, as necessary to provide responsive, reliable performance.
2. must follow any service management guidelines established by the Group and other WEFT bodies responsible for content

Selection of a Service Manager

1. Service Manager is a volunteer position filled by the Group through the Volunteer Coordinator.
2. There may be multiple Service Managers with either distinct or redundant responsibilities

Server Administrators

General Responsibilities of a Server Administrator

1. Provide high-level administration of WEFT's electronic presence on the Internet.

Specific Responsibilities of a Server Administrator

1. Serve as a contact person for commercial service providers that WEFT uses to host its electronic presence on the Internet
2. Assign server accounts and privileges as needed by other WebDev Group volunteer positions to fulfill their tasks and responsibilities or as directed by the Webdev group
3. Serve as a contact person for reports of problems with or queries regarding WEFT's electronic presence on the Internet, including service in the traditional administrative roles of hostmaster, postmaster, webmaster and whois contact.
4. Distribute reports of problems with WEFT's electronic presence on the Internet to WebDev Group volunteers (such as service managers or content managers) as appropriate to their responsibilities

Selection of a Server Administrator

1. Server Administrator is a volunteer position filled by the Group through the Volunteer Coordinator
2. There should be at least two Server Administrators who work closely together and can cover for each other when one is unavailable. This number is a mininum, but should not be construed as an operational goal. This number should be subject to change (increase) over time (e.g., the group may soon discover that only two Admins are not enough to adequately respond to requests for access to new 'managers').

Decisions by majority vote

1. Unless otherwise specified in this document, the Group operates by majority vote (greater than 50% is required to effect a decision). Abstentions are not counted in calculating the votes required to achieve a majority.
2. No decision by vote may take effect unless at least 3 votes in favor are cast

Elections

1. Elections must take place at a regularly scheduled meeting
2. Elections must be announced at least 3 weeks in advance via all widely-subscribed WEFT mailing lists, the WEFT website, a paper posting at the station and on-air announcements
3. Election announcements are arranged by the WebDev Group Chair unless the election is for the Chair's position or the Chair position is vacant, in which case the announcements are arranged by the WebDev Group Secretary. If the Secretary position is vacant, the Group must decide by vote on how to meet the 3 week announcement requirement.
4. Candidates must announce their intention to run at least one week prior to the election.
5. Candidates must be present at the election meeting in order to be elected.
6. The Candidate with the most votes wins the election. However, if there are more than 2 candidates and the winner received less than 50% of the vote, successive runoff elections are held, each runoff being conducted without the lowest scoring candidate from the previous round, until either one candidate receives 50% or more of the vote or there are only two candidates left. Abstentions are not counted in calculating the votes necessary to reach 50%. A tie in the final result is broken by a coin flip.

Future update cycles of this Standard Operating Procedure

1. This Standard Operating Procedure must be re-approved every 2 years
2. This document will expire on July 18, 2008

Relation to WEFT Bylaws

According to the WEFT Bylaws as of summer 2006, the provisions of this document can be superseded by decision of the WEFT Board of Directors or by decision of the Executive Committee of the Board of Directors under the emergency provision of WEFT Bylaws section 10.02.