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How does it work?
Once you have agreed your Letter of Arrangement, you will need to think about what information is required for your project website and who will be responsible for gathering the information, for example:
• What your project is about (aims and objectives)
• Resources you may need help with
• Progress of your project (envisaged start and finish dates)
• Photographs or video
• What do you see/will you see as achievements?
You can then simply send the information to our Project Manager to up-load to the website or if you prefer, a member of your team can up-load the information directly to the website.
Help will always be available at every stage of your project.
Some more frequently asked questions are set out below.
Question 1.
What is expected of a Project Practitioner once the grant in kind has been approved and a Letter of Arrangement exchanged between the participants.
Answer.
We provide a website for every project for which an agreed letter of arrangement has been signed by Westhill Endowment. Our main objective is to help other Project Practitioners learn from previous projects.
We therefore expect Project Practitioners to keep us informed as their project progresses, to record each stage of their project and take photographs or video where relevant. Encourage your project members to get involved on your website.
A gallery is provided for your photographs so that they can be viewed in one area.
We would encourage you to tell us what you achieved from the project and any advice you would give to other Project Practitioners working on similar projects. We value your enthusiasm and continuous updating of your site is welcomed. You will always be encouraged to advise us of new projects which you would like to upload whether or not you have received a grant to progress them.
Question 2.
What is the definition and role of a Project Practitioner and the Project Manager?
Answer.
The Project Practitioner is the person who has had the idea for the project and runs the project and organises the project team. We recognise that projects are often run by one dedicated person.
The Project Manager has been appointed by Westhill Endowment but is not an employee of Westhill Endowment. The Project Manager's job is to work with Project Practitioners to support and advise them on adding to and the communication and portrayal of their project information in the best possible way, but will respect the integrity of individual project websites.
Question 3.
What sort of information will we have to provide to populate my project website?
Answer.
As your project progresses and you go through various activities involving project members and outside artists and suppliers, we would ask you to keep a photographic record of the people and activities as they happen.
We would also need some written notes on what is happening. To see an example of what is required, go to one of the projects in the "Projects" section of our website.
Adding information and content
Question 4.
How do I add information to my project website - do I have to do it all myself? Are developed IT skills necessary?
Answer.
There are two ways to add your information to your project website:
i. Send all of the information and photographs to the Project Manager to upload to the site as each phase is completed. The Project Manager will verify with you that the information of your project is what you intended.
or
ii. Access the content management system yourself and upload the information. The Project Manager will be on hand to provide training and ongoing guidance to help you to do this. A reasonable level of computer knowledge is required, however, if you are familiar with producing Microsoft Word documents you will find our Content Management System easy to use.
Question 5.
Who is responsible for the content that is provided for the website? How is the activity shared between the Project Manager and the Project Practitioner?
Answer.
Responsibilities are divided between:
Project Practitioner:
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Providing information in the correct format to be uploaded to the website via the content management system supplied to the project manager. |
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Taking suitable photographs to provide a record of project activity and uploading them to the content management system or sending them to the Project Manager |
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Providing any photograph consent forms for under18's for use on the website |
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Checking suppliers and professional artists for suitability especially when working with under 18's (CRB checks) |
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Conduct of their own project team members |
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Making sure that any information and photography supplied for the website does not infringe intellectual property rights or copyright |
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Monitoring "Notice Board" (forum) comments to ensure the forum rules are followed and action taken if the rules are broken |
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Completing the Project Practitioner's blog regularly to keep members informed on progress |
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Resources (suppliers and professional artists) are identified and contact details listed to help future project practitioners |
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When the project is completed, provide an overview about what has been achieved for the What we achieved section |
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Respect the confidentiality of project members when providing information to the website |
Project Manager:
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Approving all information uploaded to the website via the content management system before it goes onto the live website |
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Providing support and advice on using the content management system or uploading information supplied by project practitioners into the content management system |
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Providing support and advice covering project information and how best to communicate the project information |
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Following up information and contacts which have been provided by the project practitioner to obtain information for the website |
Help and support
Question 6.
Can I get any help and advice from other Project Practitioners?
Answer.
Yes, you can view other projects and resources used by other Project Practitioners here.
Question 7.
What legal considerations do I need to think about?
Answer.
Working with children under 18 will involve additional precautions when appointing project members that will have direct contact or responsibility for organising them, CRB checks for example.
Photographs including children under 18 can only be used on the website with the consent of a parent or guardian. Photographic consent forms are available to be downloaded from the resources section of your project Content Management System.
Question 8.
Can you give me any advice for working with children, school, community centres and the disabled?
Answer.
You can find useful and up to date information about working with children on the following website: www.safenetwork.org.uk
Question 9.
I need to find suppliers and professional artists (dancers, musicians, artists, photographers) for my project, can you help?
Answer.
Go to the resources section of your project Content Management System.
Question 10.
You have a forum for practitioners, how do I join the forum?
Answer.
The Networking Forum provides a private environment where you can ask questions, get answers and advice, find resources and chat to fellow project leaders.
If you want to join and have not got a password please contact: westhilltrust@btconnect.com
And finally
You may know your way around websites, in which case the systems will help you to do your ‘own thing’. You may be a complete novice in which case the Project Manager is always there to help. However, you get your site up and running, you will be helping others. Westhill Endowment is also involved so by all means given them a call if you need to –
0121 472 8000.
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