Website Editorial Strategy and Governance Policy

Transcription

1 Website Editorial Strategy and Governance Policy RCoA Website Steering Group Introduction and Summary... 1 Role of the s... 1 Transition allocation of pages to s... 2 Orphan and shared pages... 2 Requests to add New Pages for current s... 2 News Items... 2 Highly- sensitive and highly- urgent News Items... 2 Events, Meetings and Conferences... 2 Static Pages... 2 New s, New Working Groups and New Areas of Interest... 2 Sub- editing and page layout... 3 Requests for additional functionality... 3 Appendix 1 Website Steering Group Terms of Reference... 4 Appendix 2 RCoA List... 5 Dr Richard Marks June 2012

2 Introduction and Summary The RCoA Website is one of the primary methods of communication between the College and the Fellows, other doctors and members of the public. It is essential that it presents professional, accurate and up- to- date information that is well written, well organised and comprehensive. During the rebuilding of the website it has become apparent that there is a need for a clear editorial policy and processes, in a manner analogous to the editorial board of the Bulletin or to any other publication,. Some pages on the website are updated frequently, others less often. Pages require updating as a result of internal policy changes and external events, which may be unpredictable and sporadic. This redesign requires that there are clear governance arrangements to ensure accountability page- by- page. There are around 45 committees within the College. Each deals with a specific functional area. The majority are responsible to Council. Each committee has the relevant expertise and authority to set College policy and to have an informed view on the relevant subjects. It is proposed that every page on the website is allocated to the relevant, Faculty or Board. Every, including Faculty and Advisory Boards, will take responsibility for updating the pages that are allocated to them. The Communications Section will be responsible for layout and styling throughout the site and will develop a House Style document for future staff and contributors. The Website Steering Group will be responsible (via the Communications ) for the common pages that relate directly to the website itself (e.g. applications for passwords). Role of the s Every within the College will take responsibility for writing and updating the pages that are allocated to them. Each committee will appoint a Communications Lead this role may be shared with another role within the committee depending on the workload and individual committee structure. The Communications Lead would typically be a College Tutor, Regional Advisor, Council Member or similar, and would not usually be a member of College staff. The Chairman/Communication Lead will decide the frequency of review for website pages although some changes may be necessary in response to external events and will consult with the rest of the committee as appropriate. It is expected that website review will become a routine part of the committee business on every College at least once every year. The Chairman/Communications Lead will be responsible for the text, but the Secretary (or nominated website point of contact) may be responsible for the mechanics of adding the page to the CMS. Page 1

3 Transition allocation of pages to s The Website Development Group (WDG) will produce an inventory listing all the static pages in the new website. Each page will then be allocated to a designated. The WDG will liaise with each committee Chairman/Communications Officer to create the inventory, and will use this as an opportunity to discuss any missing or redundant pages. Orphan and shared pages Orphan pages are those pages that do not clearly belong to any specific. The Website Development Group will need to allocate the pages to the best- fit committee; alternatively the pages will be deleted. Some pages do not fall naturally into a single area and it may be better if they are shared between two or more s. For governance reasons then one or other of the Chairmen will need to take primary responsibility. Requests to add New Pages for current s News Items The Chairman/Communications Lead of the relevant is responsible for News Items, in conjunction with other members of staff as appropriate. News items will be submitted to the Communication Section who will sub- edit as necessary and then post the item. The posting will initially appear on the front page of the website, and it may be tweeted. It will then gradually move down the front page, as other news items replace it. News items also appear on the headline page of the relevant inside sections and on the News page. Highly- sensitive and highly- urgent News Items Politically sensitive, highly urgent and high profile News items would normally be commissioned or written by the President or Vice- President. It is expected that the President would approve any such items before they are posted. Events, Meetings and Conferences The Events team will add new Events, Meetings and Conferences on a routine basis. Static Pages Requests from a committee Chairman/Communications Officer for a new static page (i.e. a permanent page that is accessed via the menu system) must have prior approval from the Website Steering Group. It is not intended that this approval should introduce any significant delay. The aim of this review process is to ensure that newly- added pages fit into the menu structure in a coherent and logical manner, and to ensure that the responsibility for the page is explicitly agreed at the outset. New s, New Working Groups and New Areas of Interest New Working Groups and s are likely to develop from year to year within the College. For example a new working group may convene for NAP6 and may request a presence on the website. Page 2

4 The process for allocating new pages for the Group or will be as follows: - The Chairman (or appropriate deputy) from the new /group will discuss with the Website Steering Group, and a page (or group of pages) will be assigned to them within the existing website architecture. It is likely that, for a typical Working Group, the page will need to be written or updated three or more times: o When the group is formed then the page will contain information about the scope and remit of the group. At the same time a News Item may be published explaining the nature of the group, and carrying a link to the /Group page. o When the Group reports its findings then the page will be updated with this information. It would not normally be necessary to add additional pages. A News Item will draw attention to this activity, which will appear on the site front page; this will carry a link to the updated /Group page. o Over time then the /Group page will need to be updated or revised. When a Working Group/ becomes defunct then the pages on the website will be reviewed by the parent or Council the responsibility for the pages can then be reassigned or alternatively the pages can be deleted or transferred elsewhere. Sub- editing and page layout The staff of the Communications Section will continue to take overall responsibility for the day- to- day management of the entire website. They will be responsible for sub- editing when this is necessary. Typical tasks they would undertake would include setting the correct level of headers, proper use of side- boxes and colour, panels, lists and the placement and size of images etc. They will also correct minor spelling and grammatical mistakes. The Website Steering Group will review the overall page layout, typography and styling of the website from time to time. Requests for additional functionality The Communications will consider requests from Chairmen/Communication Officers that require additional functionality and expense. When there are conflicting demands, or insufficient financial resources to permit all the requests received, then the Communications will advise the Finance which areas it considers to be priorities. Page 3

5 Appendix 1 Website Steering Group Terms of Reference NAME OF GROUP: ACCOUNTABLE TO: Website Steering Group Communications REPORTING THROUGH: PRIMARY PURPOSE: Website Advisor To propose and oversee the editorial policy, strategy and further development of the RCoA website. COMPOSITION OF GROUP: Chair: A Council Member from Communications Vice- President Director of Education Lead Regional Advisor from Communications Trainee Representative from Communications PLG Representative from Communications RESPONSIBILITIES: 1. To propose overall editorial policy, strategy and further development of the RCoA website. 2. To propose policies on readability, house style and page layouts. 3. To ensure that the content of the website is relevant to all parts of our audience, and to plan and commission appropriate authors to write additional content when needed. 4. To liaise with stakeholders regarding content of the website as listed in the Appendix (list to be confirmed). 5. To periodically review the existing content. 6. To ensure that processes for publishing News Items are efficient and that urgent information can be added to the website without delay. 7. To communicate development plans, proposals and intentions to all stakeholders in a timely and effective manner. SERVICED BY: FREQUENCY OF MEETINGS: MINUTES CIRCULATED TO: RCoA Professional Standards Ongoing deliberation and communication by electronic means. Where required physical meetings to coincide with meetings of the Communications. Communications MANAGEMENT OF THE GROUP: Travel expenses will be paid by the College REVIEW DATE: June 2013 Page 4

6 Appendix 2 RCoA List ACCEA Scrutiny Panel Advisory Board for Northern Ireland Advisory Board for Scotland Advisory Board for Wales Anaesthesia Related Professionals Anaesthetists as Educators Audit and Internal Affairs Career Grade CEACCP Communications Continuing Professional Development WG Data Analysis Group Education Equivalence Exams FICM Board FICM Training and Assessment Finance FPM Board FPM Professional Standards FPM Training and Assessment ICACCST ICTPICM Joint Anaesthesia in the Emergency Department Joint on Good Practice NCEPOD Working Party NIAA Board NIAA Research Council NAP5 Nominations Obstetric Correspondence Group Patient Liaison Group Professional Standards Quality Management of Service Quality Management of Training Recruitment Revalidation Development and CPD Role of a Doctor Safe Anaesthesia Liaison Group Simulation Steering Group Trainee Training Training e- Portfolio Working Party Workforce Planning Strategy Group Workplace Based Assessment Working Group Page 5