Guidelines for Volunteers Undertaking Project Work on Behalf of the Society

Who can undertake project work?

Who can undertake project work? Project work is not restricted to members of Glamorgan Family History Society and may also be carried out by non members. Projects may be proposed centrally and involve all branches or may be proposed at branch level involving members who attend that branch. In either case it is vital that the Society is made aware of and approves any project before it is undertaken and that the project co-ordinator is informed before any project starts. This will avoid the possibility of duplication of effort if the proposed project has already been carried out and will satisfy the Society's insurers if project groups are visiting potentially hazardous places such as graveyards. Persons engaged on projects which involve visiting graveyards or other potentially hazardous areas must not work alone and ideally should be in a group of more than two in case of accidents.

Copyright Disclaimer

Anyone who undertakes a project of any kind on behalf on the Society must accept that the copyright of the work in any of its stages belongs to the Society and not to any individual. To this end, anyone intending to undertake any type of project work will be asked to sign a copyright waiver (see Appendix I Copyright Disclaimer) prior to the project starting. Any volunteer unwilling to sign the disclaimer will not be included in the work group. When work is given to the Society for publication whether as part of a project or as an independent piece, it is to be understood by both the producer of the work and the Society that the work and any copyright relating to that work vests in the Society from that point forward.

Receiving Project Material

Occasionally a project may involve transcribing or checking directly from an original source and so result in members receiving copies of the original source, e.g. census returns. To ensure that the Society receives these copies back a receipt should be obtained from the receiving member, and be countersigned by the person who is handing out the source material (See Appendix II Receipt Form). The form should be retained by the Society at branch level or centrally (depending on where the project is initiated), and a copy sent to the project co-ordinator. Where original material required for a project is supplied to the Society or a representative of the Society, a receipt for the material should be given, countersigned by the owner/custodian, and a copy sent to the Projects Co-ordinator. A receipt should be obtained from the owner/custodian when the original material is returned on completion of the project.

Handing Over Completed Project Work

When a piece of work is completed it should be handed in to the Society, either at branch level or centrally. To facilitate progress of the project a receipt should be issued to the project volunteer, signed by both the project volunteer and the Society representative in the presence of each other, and a copy sent to the project co-ordinator for archiving. This will ensure that no misunderstandings can occur between the project volunteers and the Society and will protect both parties.

Checking Draft Project Work

The checking of project work is an important step in any project and must be done thoroughly. Initial project work not checked by a third party will be deemed to be unchecked and will not be processed for publication until it is thoroughly checked for omissions or errors. Checking draft work should not be carried out by the original project volunteer but must be carried out by another person. Checking draft work is usually co-ordinated at branch level or centrally through the Society's project co-ordinator.

Processing Completed, Checked Work

Once a piece of project work has been completed and initial checking has been carried out, it will be subject to further checking before it is ready for publication. Work received, although checked for errors and omissions, which requires a lot of further work, e.g. formatting, may not progress to publication. This is due to the time factor and the fact that the Society relies on volunteers giving up their spare time in order to produce the publications. Work that is checked and does not need further formatting or checking will be sent for the final preparation for publication.

Publication of project work

Publication of any work shall always be at the sole discretion of the Society, acting through its Projects Co-ordinator, the Projects Committee and ultimately the Executive Committee. The Society will do its best to publish any piece of work but neither the Society nor anyone acting as its representative can give assurances or guarantees that any piece of work will be published or give assurances or guarantees as to the format or formats of publication. Neither the Society nor anyone acting on its behalf can give assurances or guarantees of time scale to publication and the Society accepts no responsibility for disappointment on the part of any volunteer / member who has been involved in the project should the work not be published within a time scale that they envisage. The Society shall not be answerable to the producer of any work for non publication nor will it be obliged to return the work should it not progress to publication. The Society also reserves the right to edit and / or change the format and presentation of any piece of work given to it for publication without reference to anyone involved in the original production of the work.
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