1. Maintain your County website and keep it in good working
order. All links should work and should be checked periodically.
Your County site should be enhanced and updated over time by
adding additional data and information. Actual data should be
added no less than twice yearly. Seeking appropriate data
submissions by users of your county website is encouraged.
Examples of data to be added may include, but is not limited to:
Vital Records Indexes, such as, births, deaths, marriages or
divorces; Court records, such as, wills, probate, land,
guardianships, delayed birth records; adoption, bible records,
biographies, cemeteries (information about & burial records or
tombstone readings), census indexes or transcriptions, church
records, directories, funeral home records, diaries, military
indexes, county histories, newspaper articles, business records,
naturalizations, obituaries, old settlers, & land owners.
Visitors should have an easy way to contact you such as an email
link or submission form.
2. Maintain active links to INGenWeb (http://www.ingenweb.net/ or http://www.ingenweb.org/)
and USGenWeb (http://www.usgenweb.org) pages and display
INGenWeb and USGenWeb Logo on the top half of their main, or
entrance, page or be visible when the main page loads without
3. Link on your main page and your reference page to a means of
posting and reading Queries for your county. For a listing of
possible query systems, please see
Suggestions for Providing a Query System.
4. Maintain a reference
page to guide visitors to resource materials. This should include
addresses to area libraries, courthouses and other local resources and
may include names and email addresses to volunteers willing to do
research, and a local bibliography. Additional local information is a
5. The link to the State
Coordinator should be changed no later than one week after notification
of change, to the SC's preferred e-mail link. The County Coordinator's
e-mail address will be posted in a prominent position, easily
identifiable by visitors (may be a graphic or submission form instead
of a link). Visitors interested in participating in the InGenWeb
project should be referred to the State Coordinator and/or Orphan
County, or http://ingenweb.org/opps.htm - Becoming an INGenWeb
Volunteer through hyper-links on each County website.
6. All main index county
pages will have a search engine and that the search engines be kept up
to date. It will be up to the individual CC to decide which search
engine he/she will use. [Added by a vote of the CCs 7 May 2007. (81.48%
of voting CCs in favor)]
7. Aside from these requirements, the design and content of the
pages are up to the CC.
7. Copyright Infringement
USGenWeb Copyright Policy
Coordinator Standards And Policy
8. Procedure for new county coordinators
As new county coordinators
adopt INGenWeb county pages and place them on the web, the pages will
be checked by the Website Evaluation/Assistance Committee, for the
required links/logos, and to be sure your links work. They will let you
know when your site has been visited. If there are any problems with
links or any required links/logos missing, you will be advised so you
may make any changes or corrections. Post a message to the SC or ASC
when you are ready for your page to be checked. If you need help with
your pages, this committee will also assist you with html help, finding
the correct logos and finding web space if needed.
Subscription to the INGenWeb mailing
list (INGenWeb@googlegroups.com) is required for all INGenWeb County Coordinators,
per the USGenWeb Bylaws. Go to
http://groups.google.com/group/ingenweb?hl=en&pli=1click on "Join this group"
and follow the directions to subscribe. This group is open only to INGenWeb
Coordinators. There is also an optional list - INDYTALK-L@rootsweb.com (To subscribe,
send the command "subscribe" to INDYTALK-Lemail@example.com.)
9. Procedures - Election of State Coordinator
Elections for Indiana's State
Coordinator (SC) will be held from August 1 to 7 each year, with
nominations being open from July 15 - 30. The term will be for one year
beginning on August 15th. The newly elected SC shall select an
Assistant State Coordinator (ASC).
A State Coordinator who
resigns (or is removed or unable to serve) will be replaced by the ASC
immediately until an election is held. The election to commence 30 days
following the resignation (removal or other inability to serve), with
nominations being made during the 2 weeks following the resignation
(removal or other inability to serve).
10. Who is eligible to vote?
One vote is allowed per
county, but only one vote per individual. So if you host more than one
county, you have one vote. And if there is more than one person
maintaining a county, one must be selected by them to be the one
eligible to vote.
a. The State Coordinator is empowered to designate committees, and
appoint committee members from a pool of volunteer candidates.
The State Coordinator will appoint the following standing committees.
b. Rules and procedures for the committees will be developed by the
committees, and submitted to the State Coordinator for input and
endorsement, and may be referred to the membership as needed for
discussion and ratification. Ratification is by majority of members
voting during a specified voting period.
c. No candidate for office shall serve as a member of the election
committee. An alternate shall be appointed (by the State Coordinator)
for the term of the election where the committee member is a
candidate for office.
12. Grievance Procedures
A coordinator who is not
meeting minimum requirements (as outlined in "basic requirements"
(above) will be contacted by
the SC or ASC to ask the CC to remedy the omission or problem. Two
weeks from the time of this contact by the SC/ASC shall be allowed for
corrections in order to meet minimum requirements.
In the case of non-communication of a
CC with the project and/or visitors to the site, the SC or ASC will contact
the CC to mediate any problems that may exist, (such as health or family problems)
and determine ability to proceed. The SC shall ensure that a monthly roll call
is conducted and that all of the County Coordinators have responded. Roll call will take place on the mandatory mail list. The State Coordinator will appoint one County Coordinator to manage the roll call each month on the mandatory County Coordinator mail list. All County Coordinators will be responsible for responding to the monthly roll call.
The SC will bring before the
grievance committee any problem with a CC who the SC feels needs to be
removed from the project. A CC may appeal to the grievance committee
and is encouraged to do so. The committee will make the final decision
on whether the CC is removed.
Procedures that may be taken
when removing a CC, are appointing a new CC (temporary or permanent)
and removing links from the State Pages that point to the removed CC's
County Pages. The new CC will create his or her own County Pages as
defined above, retaining any posted queries and other data donated by
volunteers to the removed CC's site. Permission must be obtained from
the removed CC to copy and use any information or data created by the
CC contained on the pages residing on the county site. Permission
should be obtained to continue using donated material from other
volunteers, if possible. Lookup volunteers should be contacted for
permission to continue advising of their services. Once permissions are
received the new CC should construct new pages (or a new site) unless
permission has been obtained to re-use the previous CC's pages. The
removed CC should be requested to turn over control of any Mail Lists
or Automated Query Systems to the new CC or SC.
13. Amendments to Guidelines and Procedures:
Members of INGenWeb may submit
changes to these guidelines by endorsing a change with (5) five
sponsoring county representatives (no two from the same county) for a
general vote by the membership. To change the guidelines 2/3rds of
those voting must vote in favor of the change, OR the
Guidelines committee may render a new annual version, as directed by
the State Coordinator, (annual reviews if unchanged, may be accepted
with out a vote).
Revision language was prepared by committee members Jeff
Scism, Darlene Anderson, Dee Pavey, Sharon Craig, Cheryl Trowbridge-Miller and
Debby Beheler and adopted August 7, 2005.