From: Joan Renfrow, USGenWeb Archives Pensions Project Coordinator Since we are all such highly paid workers of the Pensions Project , the following is just alot of common sense and a few rules. Most of this doesn't really need to be set out on paper but it's best that we all know what is expected and that we all have the same guidelines. ACTING WAR COORDINATOR: Requires that you: 1. Keep the index to your War updated at all times with the correct State Volunteer names and e-mail addresses. (Yours also) 2. Please let me know when a State's Volunteer leaves the Project and when you get or need a new State Volunteer. 3. Periodically keep in touch with your State Volunteers. 4. Periodically keep in touch with me even if it's just to say, "Hi, I'm still around". 5. Within reasonable limits, be available to your State Volunteers should they need your help or guidance. 6. If you have an adoptable State, take it under your wings until we can find it a home. a. Be sure that the name for submissions is changed on the page and that it is shown to need a Volunteer. 7. Check your State Volunteer's pages occasionally to make certain that there are no ads, inappropriate images or backgrounds. 8. Keep an updated copy of your index.htm, as well as a copy of every State's .htm for your War. Sometimes things happen and you may need to replace a State's page rather quickly. (This one is from experience!) 9. If for any reason you need to change information on the State's page, please advise that State's Coordinator of the change so that they can make a copy of the updated page. 10. Please do not keep personal items on the Rootsweb server. If it pertains to Project, OK. If not, keep it at home. 11. Do not share the archpens password with anyone outside of the Pensions group of Volunteers. 12. We all need time off so if you leave for a couple of weeks or an extended vacation, please let me know and I will cover for you while you are gone. But just remember, you must come back! We all need you! 13. Also, cover for your Volunteers when they need the time off. If you can't, ask me. 14. If you have a problem in regards to the Project, talk to me. Together we can work it out, even if it's about me. ACTING STATE COORDINATOR: Requires that you: 1. Keep the index to your State updated at all times with the correct name and e-mail address. 2. Return e-mails that come to you in regards to the Project and be sure to thank the donors. 3. Periodically keep in touch with your War's Coordinator. 4. If you should need help or guidance (we all do from time to time), don't feel badly about contacting the War Coordinator. 5. If you just can't do it anymore, no matter what the reason, please let us know don't just disappear. 6. Remember that there can be no ads, inappropriate images or backgrounds. 7. Keep an updated copy of your State's .htm. Sometimes things happen and you may need to replace the page rather quickly. (This one is from experience!) 8. Please do not keep personal items on the Rootsweb server. If it pertains to Project, OK. If not, keep it at home. 9. You can format your page however you’d like, but be sure to include a USGenWeb logo in a prominent location, and a link to the main Pensions page and Archives page. 10. Do not share the archpens password with anyone outside of the Pensions group of Volunteers. 11. When you receive a file for uploading, if it is needed please do the formating before you send it to the Archives. This one little thing makes the Archivist happy and we certainly want to do that. :) a. Make certain that it is in text format. b. That the file has the specific heading for your War. c. That the disclaimer is in the file. d. That all sentences are followed by a hard return. e. and, that the donor's name is clearly shown. 12. If you see rosters, pension indexes, veteran lists, regimental histories, etc. for your state and war, you can link to them, but all links should be to files within the USGenWeb Archives Project. No other links are allowed. a. As an exception to the linking rule, you can link to the National or State’s Archives as a source for Pension records. 13. If you make a mistake on the server, no fingers will be pointed your way, let's just get the problem fixed quickly so contact your War Coordinator or me immediately. 14. We all need time off so if you leave for a couple of weeks or an extended vacation, please let the War's Coordinator know and they will cover for you while you are gone. But just remember, you must come back! We all need you! 15. You must go through the State's Archivist for uploading files. If you have a problem getting the uploads, let me know. 16. If you have a problem in regards to the Project, talk to the War Coordinator. If that doesn't work, talk to me.