Editing Services

For those organizations that do not have the time, people, or web know-how to maintain their website, the Editing Service allows them to shift the maintenance responsibility to the Web Group. The organization is still responsible for generating and communicating the edits.

How It Works:

  1. The Web Group and the organization discuss the organization's needs, whether or not the organization has any special requests, and then sign a general agreement that outlines the responsibilities and costs before work begins.
  2. When the organization needs edits, a consolidated list of all needed work (e.g. text changes, navigation changes, replacing images, replacing documents, etc.) is sent to the Web Group.
  3. The Web Group generally takes up to one week (from the date the updates are sent) to make the edits.  If appropriate or requested, a preview of the changes is sent for review and approval.
  4. If necessary, after the changes are approved, the Web Group will publishes them live.
File Sharing ToolThe Web Group will provide Basecamp access for the organization and will use this tool to share files and, if appropriate, as a messaging system.
One Week Turnaround

The Web Group will make edits and send a preview for the website coordinator to review and approve within one week from the date the edits are submitted.

Timely CommunicationThe Web Group will communicate with the organization’s coordinator if there are questions or any difficulty involved in making the edits that might delay the update cycle.
Web FormattingThe Web Group will ensure proper web formatting; however, the organization is responsible for the text. If needed, the Web Group can help identify a freelance writer.
Annual Quality ReviewOnce a year the Web Group will perform a quality review of the entire website and make recommendations for the organization's consideration.
CoordinatorThe organization will appoint a single website coordinator who will liaise between the organization’s interested parties and the Web Group.
Updates Final, Specific, & Consolidated

The coordinator will supply updates, including instructions, which have been approved by all interested parties (including leadership), consolidated in one Word document or using the online form.  See the Editing Guidelines document on this page for more information on formatting requests.

Image SizeAll images should be at least 1,000 pixels wide and sent as individual files (not embedded in any other document or email message). See the YSM Photography Guidelines document for more information.
TimelineThe coordinator should specify if there are particular time sensitivities that we need to take into account.

Emergencies

If the organization has an emergency edit, the Web Group will do its utmost to make it as quickly as possible.

Outside the Scope

Edits that require a substantial revision to the structure and layout of the site or significant number of new pages built may necessitate a discussion about a more formal project.