WEBISTE POLICY
Eihab Human Services (sometimes referred to as the Agency) is commitment to comply and to ensure the purpose of this Media and Website Policy is to establish clear guidelines and procedures for creating, managing, and publishing content on the EIHAB Human Services website and official social media platforms. This policy aims to ensure all content is accurate, professional, and aligned with the mission and values of EIHAB Human Services, thereby protecting the organization's reputation and supporting its goals.
By implementing this Website Policy, EIHAB Human Services commits to maintaining a high-quality online presence that effectively communicates our mission, values, and services, while ensuring the privacy, dignity, and rights of all individuals are respected and protected.
For any concerns related to this website, please email website@eihab.org.
The Website Policy is to establish comprehensive guidelines and standards for the development, management, and publication of content on the EIHAB Human Services website. This policy aims to ensure that all content accurately represents the mission and values of EIHAB Human Services, maintains a high standard of professionalism, and complies with legal and ethical requirements. By adhering to this policy, we strive to:
Enhance Communication and Outreach:
-
Provide clear, accurate, and up-to-date information about EIHAB Human Services' programs, services, and events to individuals served, their families, donors, volunteers, and the general public.
-
Foster greater understanding and support for the needs and rights of individuals with Intellectual and Developmental Disabilities (IDD).
Maintain Integrity and Trust:
-
Ensure that all content reflects the core values and ethical standards of EIHAB Human Services.
-
Build and sustain trust with our audience by providing reliable and transparent information.
Respect Privacy and Dignity:
-
Protect the privacy and personal information of individuals served by EIHAB Human Services, as well as staff and partners.
-
Comply with all relevant privacy laws and regulations, including obtaining informed consent for the use of photos, videos, and personal information.
-
Create content that is inclusive and representative of the diverse community we serve.
Support Organizational Goals:
-
Utilize the website as a tool to advance the strategic objectives of EIHAB Human Services, including fundraising, advocacy, volunteer recruitment, and community engagement.
-
Highlight success stories, achievements, and the impact of our services to inspire and mobilize support.
Procedures and Guidelines
This policy applies to all employees, volunteers, contractors, and other individuals who are involved in the creation, management, or publishing of content for the EIHAB Human Services website and social media platforms.
Accuracy and Integrity:
-
Ensure all content is factual, accurate, and up-to-date.
-
Verify information through reliable sources before publication to prevent the dissemination of false or misleading information.
Respect and Privacy:
-
Respect the privacy and dignity of individuals served by EIHAB Human Services, as well as staff and partners.
-
Obtain written consent before publishing any photos, videos, or personal information of individuals served or staff. Consent forms should be securely stored.
-
Adhere to all applicable privacy laws and regulations, including HIPAA (Health Insurance Portability and Accountability Act) when applicable.
Professionalism:
-
Maintain a professional tone and language in all content.
-
Avoid using slang, jargon, or any language that could be considered offensive, discriminatory, or inappropriate.
-
Ensure visual content (photos, videos) is of high quality and reflects the professional standards of EIHAB Human Services.
Relevance and Value:
-
Content should be relevant to the mission and goals of EIHAB Human Services and provide value to the target audience, including individuals served, their families, donors, and the community.
-
Topics should include updates on programs, success stories, events, and other information that highlights the impact of EIHAB Human Services.
Use of Information:
The information, including text, images, and videos, published on the EIHAB Human Services website and social media platforms will be used for the following purposes:
1. Raising Awareness:
- To inform the public about the services provided by EIHAB Human Services and the needs of individuals with IDD.
- To educate the community about the challenges and achievements of individuals with IDD.
2. Advocacy and Outreach:
- To advocate for the rights and inclusion of individuals with IDD in all aspects of society.
- To reach out to potential donors, volunteers, and partners who can support EIHAB Human Services' mission.
3. Promoting Programs and Events:
- To advertise and promote EIHAB Human Services' programs, events, and initiatives.
- To showcase success stories and the positive impact of our services on individuals and their families.
4. Internal Communication and Training:
- To provide information and updates to staff, volunteers, and stakeholders within the organization.
- To create training materials and resources for staff development and education.
Website Management:
1. Content Creation and Approval:
- Content must be created by authorized personnel with appropriate expertise.
- All content must undergo a review and approval process by the Communications Manager or a designated authority to ensure it meets organizational standards and aligns with this policy.
2. User-Generated Content:
- Monitor and moderate comments and other user-generated content to maintain a respectful and supportive online environment.
- Remove inappropriate content promptly and take action against users who violate the guidelines, which may include banning repeat offenders.
3. Accessibility:
- Regularly review and update the website to maintain accessibility standards.
- Ensure the website complies with the Web Content Accessibility Guidelines (WCAG) to make it accessible to individuals with disabilities.
- Ensure that the website is accessible to all users, including individuals with disabilities, by adhering to the Web Content Accessibility
Guidelines (WCAG)
The WCAG consists of the following guidelines that we follow to make our website more accessible:
-
Provide Text Alternatives for Non-Text Content: Ensure all non-text content has text alternatives (Alt Text) that convey the same information.
-
Provide Alternatives for Time-Based Media: Include alternatives for audio and video content, such as transcripts or captions.
-
Provide Accessible Layouts: Design or provide layouts that are friendly towards disabled users without losing any original information or structure.
-
Enhance Viewing and Hearing: Make it easier for disabled users to see and hear content, even if it means separating the foreground from the background.
-
Enable Keyboard Navigation: Ensure the website can be fully navigated using a keyboard.
-
Control Moving Content: Modify moving sections so users can pause, stop, or delay them.
-
Label Content Clearly: Clearly label pages and sections for better understanding.
-
Avoid Seizure Triggers: Eliminate design elements that can trigger seizures, such as flashing lights.
-
Provide Navigational Tools: Use tools that enable disabled users to find, browse, and understand the content.
-
Assistive Program Compatibility: Ensure all content can be read by assistance programs such as screen readers.
-
Consistent Navigation: Keep navigation consistent across the entire website.
-
Future Technology Compatibility: Design so that it is compatible with existing and future assistive technologies.
Social Media Management:
1. Official Accounts:
- Only authorized personnel may create and manage official EIHAB Human Services social media accounts.
- Account credentials should be securely stored and access should be limited to authorized personnel to prevent unauthorized use.
2. Engagement:
- Engage with followers in a respectful, timely, and professional manner.
- Respond to inquiries, comments, and messages promptly and appropriately to maintain positive relationships with the audience.
3. Crisis Management:
- Follow the established crisis communication plan in the event of a crisis or negative publicity.
- Coordinate all responses through the Communications Manager or designated authority to ensure consistency and appropriateness.
Security and Compliance:
1. Security Measures:
- Implement robust security measures to protect the website and social media accounts from unauthorized access and cyber threats.
- Regularly update passwords and employ two-factor authentication where possible.
- Monitor accounts for suspicious activities and respond promptly to potential security breaches.
2. Compliance:
- Ensure all content and practices comply with applicable laws, regulations, and organizational policies, including copyright, privacy, and data protection laws.
- Conduct regular audits to ensure compliance and address any issues promptly.
Review and Amendments:
This policy will be reviewed annually and may be amended as necessary to reflect changes in technology, regulations, or organizational needs. All amendments must be approved by the Chief Executive Officer or a designated authority.