Acting Digital Officer Report

The Assembly will be start at 8am on Wednesday 30th of September, in order to feel refreshed we enourage members to arrive Tuesday 29th of September in the late afternoon or early evening. The assembly will finish around 4pm on Friday 2nd October 2026. Convention will then start on Friday 2nd October 2026 in the early evening and finish no later than 2pm on Sunday 4th October 2026.

Names, acronyms, and short forms have been removed or edited for consistency with OA Policy

Since the previous Assembly, I have continued to provide oversight of Region 9’s website, digital communications, online systems and Digital Committee. Most practical work has been undertaken by Digital Committee members, with the Vice Chair managing much of the Committee’s day-to-day workload. My role has focused on coordination, accountability, technical support, access management and ensuring that digital work remains aligned with Region 9’s priorities.

Digital strategy and innovation
In line with the Policy Manual duty to develop and implement a digital strategy, work has continued towards creating a more connected approach across the Region 9 website, email communications, online forms and mobile app.
The largest project has been the development of the Region 9 mobile app. The Android version has completed closed testing and has been submitted to Google Play for production review. Work has included recruiting testers, collecting feedback, updating the logo and launch screen, preparing store information and screenshots, resolving technical issues and ensuring that the app meets Android 16 and API level 36 requirements.
Preparatory work has also begun for an iOS version, including reviewing Apple Developer, App Store Connect, TestFlight and publication requirements.
The Committee has continued to maintain and develop the Region 9 website by publishing news, events, policies, service opportunities and information from the Board and committees. Outdated information has been corrected, page organisation has been improved and support has been provided where content does not display correctly on mobile devices.
Myself and the Vice Chair are also preparing to test the updated OA Hope website theme on a staging website before any change is made to the live site.

Google Drive, accounts and mailing lists
In line with the duty to manage Google Drive, passwords and mailing lists, work has included reviewing access to Region email accounts, shared files, website administration, online forms and other digital services.
Permissions are being reviewed to ensure that access is provided only to the appropriate trusted servants and can be transferred safely when service positions change. Work has also included reviewing distribution lists, Google Workspace, Google Cloud, Firebase and other technical settings connected with Region 9 projects.
The aim is to reduce reliance on one person, improve security and ensure that digital systems can continue through future service rotations.

Reporting, training and support
Regular updates have been provided to the Board and Digital Committee on the mobile app, website work, technical risks and Assembly preparations.
Training and practical support have been provided to the Vice Chair and Committee members so that responsibilities can be shared. Committee members have gained experience in website publishing, Moosend communications, online forms, app testing and Assembly preparation.
Support has also been provided to Board members, committees and service volunteers with website publication, forms, access difficulties, email arrangements and other digital requests.

Assembly, communications and accessibility
Preparation for the forthcoming Assembly is a major area of work. This includes creating and updating the Assembly website pages, publishing reports, motions, applications and supporting documents, checking links and forms, circulating information through Moosend and archiving materials after the Assembly.
The Committee continues to support online forms for registration, funding requests, reimbursements, service applications and feedback.
Accessibility is considered throughout this work, including mobile presentation, clear page structure, readability, translation needs and support for members with different levels of digital confidence.

Priorities
Priorities for the next period are to complete the Android production process, progress the iOS app, prepare and publish Assembly materials, test the updated website theme, review digital access and handover arrangements, and continue training Committee members.
I would like to thank the Vice Chair and all members of the Digital Committee. The progress described in this report has been achieved through shared service, with the Committee completing most of the practical work and myself providing oversight, coordination and accountability.

Sharlotte G
Acting Digital Officer