Website guidelines


Each Institutional Section, commission, committee, working group and other formally recognised body within IAML is invited to appoint one or more of their officers as editor(s) of their IAML web pages.

It is recommended that technically confident members are selected to have access rights to the pages for which they have responsibility on the IAML website.

Editors have rights to create new content and to edit existing content for their pages. Pages created or modified by the editors go into "moderation" mode and are not visible to other users immediately.

The web team checks the uniformity of the new material with other pages of the IAML website, tests links and categories and then makes them available to all the users.


Recommendations for content:

  • Summary of activities and function of the group
  • Officers' names and email addresses
  • Titles, abstracts and authors of past conference papers.

As the goal is to make information available to members and visitors to the site, keeping the page design simple helps accomplish that.

Forthcoming titles and abstracts can be published on the site as soon as a conference programme is officially published.

Files are uploadable to the IAML site but only in a limited number of file formats. PDF is the preferred format for documents. File size is of course limited too. When in doubt, contact the web team.

When suitable, content on the website is shared on social media.

Copyright and permissions

Copyright clearance must have been obtained for all material added to the IAML website, so that the site and the webmaster are not exposed to legal challenge. Evidence should be sent to the web team. People who submit photographs that feature other people in them must first obtain permission from those depicted.

Photography, video, music (notation or sound files), illustrations and artwork are considered intellectual property and for their use the creator's approval or an appropriate license is required. Before you take anything from another Web site, please ask for permission to use it.

Conference papers may be published after the conference, although they must be checked for copyright clearance: presentations may present copyright problems, especially in the case of photographic and scanned images.

Chairs of sections have editorial responsibility for all content published on their pages.

It is the responsibility the person who submits material for posting to ensure that necessary copyright clearances and photograph permissions have been obtained. The web team assumes it has permission to publish any material submitted for posting.


The official languages of the site are those of IAML - English, French and German. Material can be submitted in one of these three languages.

Material in other languages is also invited, but should be translated into English before publication, except when restricted to pages aimed at particular geographical areas, such as the Latino-America Forum.

It is recommended that site editors have text checked by native language speakers.

Notes for the editors

  • Don't make your pages too large. If pages are too large, visitors will wait a long time for them to load. Try to organize the content in sub-pages, like paragraphs and chapters in a book. For an example, see the Broadcasting and Orchestra Libraries Section and the Public Libraries Section homepages.
  • Remember that the more HTML formatting there is, the longer it will take for the page to load. Using many colour changes and font size changes will require more time for the computer to lay out the page and often make reading the page difficult.
  • In any case, the use of graphics should be minimized, so that pages load fast from slow links.
  • Don't have links to sub-pages that are still under construction. It's easy enough to add these links as those pages are completed.
  • Do not use tables to organize the page appearance, use them just when you need to organize data in the page.
    Screen reader software used by most visually disabled people reads the text from left to right, ignoring any tables that you make. If you use tables, you should make an effort to make sure that reading a whole page left to right doesn't confuse such software.
  • A set of "How-to" presentations explaining how to use the online editing tools on site is in progress. In the meantime, contact the web team for editing instructions.
  • To keep a consistent style across the website, always clear the formatting of the text if you copy it from an external document (such as a Word document or another website). Two tools in the text editor can do this: a small paintbrush that says "Clean up messy code" and the eraser that says "Clear formatting".

Use of graphics

  • In general, PNG or JPEG format are the best from a technical standpoint and most widely recognized by Web browsers.
  • Always have a textual alternative for in-line images:
    <img src="/files/KennedyCenter.jpg" alt="Image of the Kennedy Center, Washington D.C.">

    This allows those not viewing images to understand your page.

  • Include the HEIGHT and WIDTH code for all images. This way people can be reading your page while the images are still loading in.

Links and email addresses

  • Do not list an address of an individual unless explicitly asked to have it listed: most people do not want a lot of extra mail.
  • In any case, due to spiders that harvest email addresses from web pages, it's a good idea to limit the email address on the page to those really relevant and ask the webmaster to protect them from spam bots.
  • URLs which refer to other pages in the site should be relative, starting with the first slash after the domain. That is, page names should start with "/" (e.g. "/organization/committees/copyright" for
  • Always include the specific page name without "/" at the end, e.g. "/publications/fontes" for the Fontes page. "/publications/fontes/" will lead to a "Page not found" error.
  • When the link points to a page not on the IAML site, always use the absolute URL, which includes the text "http:" at the beginning. In other words, always use "http://" before a host name.
  • For any link please specify a small descriptive alternative, as you do for images.

Instructions for posting 'News' items

  1. After logging into the site, click on 'Content' in the top navigation. Then click 'Add Content' and then 'News.'
  2. Enter a title for the news item in the Title field (required).
  3. Enter the text for the news item in the Body field. Make sure 'Full HTML' is selected.
  4. Enter relevant tags for the item in the Tags field. Separate tags with a comma. Note that tags are pre-defined: Start typing in the Tags field and a list of suggestions will appear. We advise tagging your item based on nation (i.e. Germany / Deutschland, United States, etc.), and/or by relevant committee, Institutional Section, working group, or other sub-group.
  5. By default the homepage will use the first paragraph of the post to appear in the homepage summary linking to it. If you wish to have specific text here instead, click the 'Edit summary' link and enter your text. (The default text will not be duplicated here.) Adding a news post
  6. Linking: To link text within your post, first highlight the text which you wish to have linked. Click the 'Insert/edit link' icon in the body toolbar and enter your URL. For links external to the site, be sure to use the absolute (full) URL, i.e.
    Links icons

    For links to existing pages on the site, click the 'Link to content' icon. Here you can search for content by page title, or enter the URL. When entering the URL, use the relative URL, which starts with the first slash after, i.e. /congresses/2016-rome

    To link to an e-mail address, highlight the text and click on 'Insert/Edit Link.' Enter the e-mail address in the field Link URL. Click 'Insert.' You will then see the message 'The URL you entered seems to be an email address. Do you want to add the required mailto: prefix?' Click OK.

  7. Images: To add images to your post, first position the cursor within the text where you wish the image to appear (recommended at the start of a paragraph). Click the 'Add media' icon on the far right of the body toolbar:
    Add media icon
    Follow the prompts to upload your image file. (If you have a URL for the image from another site, select the 'Web' tab and enter the URL.) Enter descriptive text in the 'Alt text' field, and submit.

    Reposition your image, if desired, by dragging it to a new location in the text. Resize the image by first clicking to select, and then dragging from the lower right corner of the image. To right- or left-align the image within the text, click the image so that is selected (blue overlay appears), and then click 'Align left' or 'Align right' from the body toolbar.

    To refine image image alignment, margins, and/or to add a caption, click on 'disable rich-text' and add the following div around the image code. (Width should match the width of the image.)

    <div style="float:right;margin:0 0 20px 20px;width:200px;font-size:11px;"><br />Caption text</div>

    (For a left-align image, substitute float:left and margin:0 20px 20px 0)
    To center an image, use text-align:center within the div style attribute.

  8. Attachments: To upload and link to documents such as PDFs, follow the steps as for uploading images.
  9. Video: For videos from YouTube, Vimeo or other video sites that allow video sharing, you may embed the video in the page. (If embedding is not allowed, you may link to the video.) To embed a video, first copy the 'Embed' code given under the site's sharing options and paste it into the html of the page. In the interface, click 'Disable rich-text' under the body entry text field. Position your cursor within the text where you wish the video to appear and paste in the embed code (which should be an <iframe> tag).
  10. Submit your post: Once you're satisfied with your post, click the 'Save' button at the bottom of the page, which will publish the post. A new page is created for each news post, as well as adding a new summary on the homepage.

Photo galleries

Photo galleries organize photos and allow multiple images to be displayed comfortably on one page.

  1. Go to (linked from the Web Team page in the reserved area)
  2. Fill out the fields:
    1. Title: Begin with a number, numbering each photo continuously (unless you want the photos to sort alphabetically by title) and give the photo a short title.
    2. Slideshow image - Browse: Either select an image from the photo library or upload a new one.
      1. If you select an image from the photo library, after selecting it click "Edit" on the "Edit photo gallery image page" and give it a thorough caption in the field "Title text," including photo credit.
    3. Node reference: Begin typing in the name of the page. (For news posts, this means the post has to already be saved before you can link a gallery to it.)
    4. Save.
    5. Tips:
      -If the gallery isn't appearing right away, click on "Flush all caches" in the upper left.
      -Under "Publishing options" on the image eding page you can unpublish images.
    6. Currently, the photo gallery is optimized to pictures in landscape format with the dimensions of 800 x 500. If you have pictures in portrait format, resize them to 500 high and insert them into a image frame that is 800 x 500, centered, with white space on each side (contact Jennifer for the frame for GIMP).

Photo best practices:
Label all photographs with: © [Name of photographer]
Make sure to name places, occasions, and the people photographed.


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