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The Ukrainian Genealogical Society
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Policy and Procedures

The following policy has been created for use by the Ukrainian Genealogical Society. Questions about any of the following policy items should be addressed in care of the .

Section I: Ukrainian Genealogical Society

The Ukrainian Genealogical Society (UGS) is a non-profit volunteer organization that is dedicated to the free use and access of public domain resource and reference information.

Use of Name

The name "Ukrainian Genealogical Society," "The Ukrainian Genealogical Society," "UGS", "UkrGS" and any other variation of the name, is a service mark of this organization and as such is reserved for use ONLY by us and may not be used by any other website or person or group without the expressed written permission from the UGS Coordinator and Advisory Board members. Additionally, the name, "UGSWebProject," "The UGSxxxxxWeb Project" (replacing 'xxxxx' with the actual name of the project), and any other variation, is hereby service marked for use ONLY by this organization and the participating members of this project . We reserve the right to decide who may use the service marked names and right of use may be refused at any time by the UGS Coordinator and Advisory Board members.

Domain Name

The domain names:, and belong to the Ukrainian Genealogical Society. The domains are not active at this time.

Section II: Logo Copyright and Ownership

All UGS Logos (including the Ukrainian Roots Webring) have been designed by Terry Iwaniw for use by the UGS. Ownership of the logo is granted to the UGS (and it's associated membership) for use on any and all web pages so long as the logo remains intact (no changes without authorization and permission from Terry Iwaniw or hisr assignees, i.e., the advisory board ). Links to the original logo are encouraged by all members and smaller versions are available for placement on any associated website.

Section III: UGS Organization

The UGS is organized along project & chapter boundaries (in some cases projects are divided by more current political boundaries). The following structure has been established to assist researchers with ease of navigation and to facilitate consistency and cohesion between different level or chapter project websites; examples:

Project (i.e. Ukrainian cemeteries)
Sub-project 1 (i.e. Ukrainian cemeteries in Lviv Oblast)
Sub-project 2 (i.e. Ukrainian cemeteries in Canada)
Chapter Level (i.e. Ukrainian cemeteries in Manitoba)
Chapter Level (i.e. Ukrainian cemeteries in Quebec)
Sub-project 3 (i.e. Ukrainian cemeteries in USA)
Chapter Level (i.e. Ukrainian cemeteries in Ohio)

In addition to website navigation, this structure provides a means of efficient communication for project volunteers. All volunteers are required to maintain open communication with their peers (same level) and with the project one level up or down.

Section IV: Advisory Board

The UGS is advised by the Advisory Board (AVB). The AVB is made up of at least the UGS Coordinator and 5 other unique members. The main function of the Advisory Board is to add stability to the UGS and its related projects by providing a sense of organization. It is difficult managing a large, growing internet volunteer workforce, along with any established Chapters, and the Advisory Board helps to make sure that the basic needs of the Society and projects are being met. This includes but is not limited to: maintaining the project website, upholding policy and standards, maintaining communication via the country coordinator mail list, serving as arbitrators should the need arise, and generally being available to the public to answer questions about the UGS or related projects.

Section V: Responsibilities of Coordinators

Each level within the UGS is coordinated by one individual or group. The duties for each level are outlined below:

Project Coordinator: A Project Coordinator (PC) hosts one or more projects. The PC is appointed by the UGS Coordinator or Advisory Board. In that position, the PC serves as a member of the UGS Advisory Board. The primary responsibility of the Project Coordinator is to recruit and train volunteers to help with the project within their area. The PC maintains a index of sub-projects within the overall project and offers assistance to coordinators in website design, policy, etc. The PC also offers grievance and arbitration should a conflict arise within a project site.

Chapter Coordinator: The Chapter Coordinator (CC) is responsible for creating and maintaining the chapter level website. They recruit chapter members and usually manage a country-wide mail list for membership. The chapter website offers general assistance to the researcher and usually has links to a general query message board or mail list that researchers can use. In addition to the above, the chapter coordinator tries to establish working relationships with other local organizations and societies (archives, research, universities, etc.) and often coordinates projects to benefit researchers in that country. The CC works with the PC for any specific UGS Project.

Sub-Project Coordinator: The Sub-Project Coordinator Coordinator (SPC) is responsible for creating and maintaining any sub level project website. They recruit and train volunteers and usually manage a subproject-wide mail list for subproject volunteers. The subproject website offers general assistance to the researcher and usually has links to a general query message board or mail list that researchers can use. In addition to the above, the subproject coordinator tries to establish working relationships with other websites (archives, research, universities, etc.) that pertain to the specific sub-project and coordinates activities with the PC to benefit researchers. The SPC may be appointed by the PC or the CC responsible for that region or may be elected by the members of the specific chapter.

Section VI: Project Requirements

Links and Logos

Each UGS project site is required to display the UGS Project Logo:

and must include a return link to the UGS ( home page.

Additionally, each UGS sub project site must include a return link to the main project site that is one level up.

Any other links (e.g. upwards to a specific region/country, sideways to neighboring projects, downwards to individual project tasks, etc.) are encouraged but not required.

The official UGS Logo is reserved for display only on official UGS websites, not to be used on individual project or coordinator web site.

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The official Ukrainian Roots Genealogy webring graphic is reserved for display only on webring member websites, not to be used on any other individual web site that is not included in the webring community.


Page Layout and Contents

The UGS encourages the free expression of the webmaster in choosing appropriate themes, backgrounds and page graphics for their websites. The use of regional and ethnic cultural photos and images are encouraged. We ask that all websites refrain from using political statements and/or images. The use of inflammatory, derogatory statements made towards any person or groups of people will result in the immediate removal of a project website and project volunteer.

The page layout designed by the coordinator/designer/webmaster is the property of the coordinator/designer and not the UGS or any advisory board member or project coordinator or chapter coordinator or sub project coordinator. All images and text remain the property of the webmaster and may not be reproduced or used in any manner without the expressed written consent of the webmaster and/or their assignee.

Copyright Policy

Any materials donated to the website, i.e., transcription of databases, etc., are property of the original submitter of such material. No copyrighted materials shall be used without the permission of the authors to post such information online.

Materials from any publication copyrighted within the past 75 years shall not be allowed into the archives without written permission of the author or person/persons who own the copyright. Project volunteers should refrain from copying or posting material that is copyrighted. If you are unsure of an item's copyright, it is best to err on the side of caution and not post this information online. The UGS will not pay royalties to any person or organization and will not mediate any copyright infringement issues.

Note:  Submissions made to third party Message Board systems are governed under the copyright policy by the administrators of said board systems.

Until further notice, the copyright law observed by the UGS shall be the Berne Treaty of 1978.

Query Pages or BBS Systems

Each project, chapter, and sub-porject coordinator shall be required to maintain a method for researchers to submit queries.  The coordinator may choose to administrate a query page/bulletin board system or they may choose to provide a link to an existing message board related to their project/region.
The coordinator is free to choose a system/method which works best for their project web site.

Website Contents

The contents of each UGS project website will vary depending on the volunteer coordinators knowledge and understanding of the project/region. The following elements are encouraged on all project websites:

Resource Addresses (Libraries, archives)
Society Addresses
Culture and Religious History
Links to Query Boards/Message Board systems
Mail List
Reference Materials (census, deeds, biographies, etc.)


The UGS Mail list was created as a vehicle to promote internal communication between coordinators and members, and to disseminate information pertinent to all UGS members. The list is NOT closed to subscription (see: for more information).


The UGS Advisory Mail list was created as a vehicle to promote internal communication between Advisory Board members and to disseminate information pertinent to all UGS. The list is closed to subscription.

Section VII: Rights of Coordinators

No coordinator may be removed without due process. No one associated with the UGS can seize, copy and/or redistribute web pages from any other UGS website. Every project website is the sole property of the coordinator/webmaster except those pages that belong to the UGS itself (homepage, country index, policy page, faq, and archives).

No one shall be expelled from the project without due process. No corrective action shall be issued with less than 30 days notice given to a coordinator unless the situation is deemed serious (site is offline or unavailable for a prolonged period of time). Thecoordinator shall have no less than 30 days notice to make any corrective actions deemed appropriate by the advisory board or other committees.

Any dispute between local coordinators shall be handled by the UGS Coordinator or Advisory Board.

Any matter involving RootsWeb, and their issuance of website accounts or mail lists shall be handled by a committee established by the Advisory Board.

Any matter involving non-RootsWeb, accounts shall be handled by the Advisory Board.

Section VIII: Removal of Coordinators

No coordinator shall be expelled without due process (see above). Violation of any said policy (including those listed above but not limited to: use of inflammatory, derogatory materials or statements, political statements, pornographic materials or web links, site abandonment, refusal to abide by UGS policy, etc.) may result in the immediate removal of a coordinator and/or removal of a chapter from any association with the UGS.

The UGS Cooridinator, Project Coordinator, Chapter Coordinator may post a temporary page online redirecting visitors to the appropriate site until a replacement coordinator is found. All contents of the website belong to the coordinator and the chapter/regional coordinator may not use or copy any page contents without the permission of the author. The website account, if hosted at RootsWeb,, belongs to the coordinator who requested it. No regional or country coordinator may take over an account without permission from the coordinator. In the case of an abandoned account, the chapter/country coordinator should contact RootsWeb, system administration directly to discuss the appropriate procedure for procuring the account (in most cases a new account will be created for use by the new coordinator). Additionally, mail lists and query boards belong to the coordinator who requested them and not to the website. The project coordinator or chapter coordinator should contact RootsWeb, to request assistance with the query board maintenance. Likewise they should contact the  for assistance with a project/chapter level mail list. However, unless the coordinator fails to maintain the query board or mail list (their mail is bouncing) RootsWeb, will not intervene to remove a coordinator.

Replacement of project, chapter and/or sub-project coordinators shall be determined solely by the UGS Coordinator or their assignee (advisory board if requested).

Related Policies:

UGS Privacy Policy


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2001-2002 UGS, Lighthouse Genealogy Service with Iwaniw & Associates B.E.
For problems or questions regarding this web contact
Last updated: August 03, 2002.

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