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Volunteer Hub

IWA Website Policy

Updated by trustees 6th August 2025

1. Introduction

This policy applies to IWA’s public-facing website and applies to all sections of the Association including regions and branches.

The term ‘website management team’ in this document means anyone appointed to a position with website responsibilities, as may be defined by the trustees. The term ‘officer’ in this document means anyone appointed or elected to any position within the Association.

2. Objectives

The objective is to ensure that IWA’s website has relevant and authoritative content that attracts, inspires and engages new supporters.

IWA’s Website

3.1. IWA website as the voice of the waterways

Our website should be the trusted voice of the waterways for search engines, supporters and the wider public.

3.2. Keeping the website relevant

All IWA employees, officers and volunteers should make every effort to ensure that content on the website is as relevant as possible. The website will focus on high quality content that will attract users. Events, news, activities and campaigns will be updated as quickly and as frequently as possible to ensure the website is kept up to date. Prompt submission and updating of information is essential.  Content that does not remain relevant will be archived.

3.3. Content publishing

IWA’s website management team will maintain editorial oversight of all content uploaded to IWA’s website. This will either be through the website’s workflow process or through review post-publication (where editors have completed the relevant training). Content may be edited to ensure high standards of readability and Search Engine Optimisation.

3.4 Website editors

Any IWA officer can put themselves forward to edit branch pages on the website. Website editors should be appointed by the relevant branch.

3.5. Suspension of editing rights

IWA reserves the right to suspend editing rights if it becomes necessary. This will happen only in exceptional circumstances.

3.6. Copyright

Copyright and fair use laws must be respected when uploading images and copy to IWA’s website.

3.7. Website style

Web pages should be edited in line with IWA’s Brand guidelines and specific guidance for website editors. This is to ensure consistency in tone and layout of content across the site and to make it easier for users.

3.8. Security of passwords

Each website editor will have their own registration. Website editors should keep their passwords private. This is to ensure security and accountability for content changes, as well as ensuring the easy redistribution of permission in the event of IWA officers changing roles or stepping down.

3.9. Responsibilities

Responsibilities of website management team

  • Oversee design and development of IWA’s websites
  • Ensure the website meets its objectives
  • Approve web updates for volunteer editors within 24 hours during the working week
  • Provide training, technical support and encouragement to volunteer editors
  • Monitor all IWA website activity for compliance with IWA’s policies
  • Advise trustees and officers on website-related matters

Responsibilities of IWA website editors

  • Keep website content up-to-date
  • Keep passwords secure
  • Complete the necessary training
  • Be familiar with IWA’s policies
  • Ensure content added aligns with IWA policy
  • Ensure page design is in line with IWA’s Brand guidelines and specific guidance for website editors
  • Champion the website as the source of high-quality waterways content
  • Ensure there is a handover to successor editors where possible

Responsibilities of IWA officers

  • Champion the website as a vital resource for the charity for promoting the waterways and increasing supporters and members
  • Highlight areas where content needs updating to the appropriate website editor or staff member
  • Supply updated content where able to do so

General Policy on Websites

4.1. New Websites

IWA branches, committees and other parts of the Association must not operate independent websites. Content should be published to designated pages within IWA’s central website.

4.2. Unofficial Websites

Legal action may be taken against the promoters of unofficial sites if they purport to represent the Association.