ASA maintains a website to easily provide information regarding the major functions of ASA with both members and interested families. The website is maintained by the Webmaster.
The ASA website URL is www.aspiresa.com.
The website collects information through its “Interested in ASA” form on the website. A family fills out the Interested in ASA form to get on the ASA waitlist. The “Interested in ASA” form sends information to the ASA waitlist spreadsheet that is managed by the Family Support Committee. The “General Contact” form sends an email to one or more members of the Family Support Committee.
The ASA Info Center on the website is the main way static information is made available to families at ASA.
The information is divided into different areas to easily access information:
Family Information
Includes information specifically for new parents, contact information for ASA families, and notes and recordings from meetings and trainings.
Account Adjustments
Includes links to request adjustments to your financial account.
Mentor Corner
Includes information useful to mentors, including the sub list, reserve the portable tv, submit reimbursement requests or class information, and access previous mentor trainings.
The Information Center also includes the ASA school calendar (a Google calendar that can also be added to an individual’s Google calendar).
The website general information content is reviewed each year by the Secretary to ensure that the information is up to date and matches the current ASA Handbook.
Content that changes regularly includes leadership positions on the About page, registration dates, schedule and class information, and meeting recording links. All content changes to the website should be communicated to the Secretary who then informs the Webmaster what changes to make. Some changes may need to be approved by the Board.
Once the schedule is approved by the Board of Directors, the Webmaster creates a digital version of the schedule on the website. After class information is approved by the Mentor Support Committee, the Webmaster creates a page with each class’s information and links it to the class schedule.
If class information changes during the year, these changes are communicated to the Webmaster, and the Webmaster strives to update the website as quickly as possible.
The Webmaster makes sure hosting and SSL certificates are paid. It is usually more economical to pay for multiple years of hosting and security. The Webmaster also makes sure all plugins and themes are up to date at all times.
ASA has an Amazon Affiliate account. A small percentage of any money spent on Amazon after someone clicks through the ASA website is paid to ASA through direct deposit into the bank account.
Book information and recommended materials on each class page include affiliate links. A general affiliate link is also included on the website.
ASA uses Google Drive to electronically store all its information. Google Drive and all the files are maintained by the Secretary. (Article VIII.2)
The Board of Directors and each committee may have one or more folders in which they store information specific to their responsibilities. Members of the Board should have access to all folders in Google Drive. Committee members should have access only to folders related to their committee.
All official documents, including the ASA Handbook, ASA Policies, and Aspire Scholar Academy Bylaws, are stored on the Google Drive. PDF versions of governing documents should be stored in the Official Documents folder. Google Doc versions of governing documents should be stored in the Official Documents-DRAFTS sub-folder to ensure that they can only be modified by those who have correct access.
All digital materials purchased by ASA should be stored (not just shared) in the Google Drive in the Classes folder.
All notes relating to ASA meetings should be stored in the folder relating to the meeting so that everyone who needs to has access.
The main folder and all subfolders of the Google Drive, as well as the handbook Google Site, are owned by the Google account AspireBOD@gmail.com. The Secretary maintains this account and manages the ownership of documents, as well as informing other Board members of login information if needed.
Any documents created and approved by the entire Board of Directors should be owned by this account. If an individual member of the Board makes a document, ownership can be transferred to AspireBOD@gmail.com. (See here for transfer instructions.)
Access to folders is given based on roles. The Secretary reviews who has access after the leadership transition happens and adjusts access as necessary. Someone who is no longer in a leadership role should no longer have access to leadership folders.
The Board of Directors has access to the ASA Documents main folder and all subfolders. In addition, access to specific folders is given as follows:
Access - Webmaster
Activities - Activities Committee
ASA School Calendars - Activities Committee
Classes - Mentor Support Committee, Mentors (specific class folders)
Facilities - Facilities Coordinator, Facilities Committee
Graphics - Yearbook mentor
Mentor Training - Mentor Support Committee, Mentors
Order Forms - Activities Committee, Registrar
Committees - Committee Folders
Registrar - Registrar, Webmaster
Website - Webmaster
The Classes folder stores class information created by mentors. All digital class schedules, activities, weekly plans, and documents should be stored for future mentors to reference. Any digital materials purchased with ASA funds must be stored in the classes folder so future mentors have access.