Guidelines for Alpha Kappa Alpha Web Presence

Transcription

Alpha Kappa Alpha Sorority, Incorporated
REGIONAL EVALUATION SCHEDULE AND PROGRESS REPORT
GUIDELINES FOR
ALPHA KAPPA ALPHA
WEB PRESENCE
Website Design, Maintenance
and the Evaluation Process
SOROR CAROLYN HOUSE STEWART
Supreme Basileus
INTERNATIONAL TECHNOLOGY COMMITTEE
Last update: December 2012
Table of Contents
Table of Contents .................................................................................................................................... 2
1
INTRODUCTION ............................................................................................................................... 4
2
PLANNING A WEBSITE: Considerations and Options ......................................................................... 5
2.1
2.1.1
Copyrights, Trademarks, Privacy and Other Legal Issues ................................................... 7
2.1.2
Linking to Existing Content ............................................................................................... 7
2.1.3
Regional Website Content ................................................................................................ 8
2.2
3
CONTENT ................................................................................................................................. 5
PRESENTATION ........................................................................................................................ 8
DESIGNING FOR EXCELLENCE: Tips, Tools, Techniques ..................................................................... 9
3.1
Usability ................................................................................................................................... 9
3.2
Browser Compatibility ............................................................................................................ 11
3.3
Tags ....................................................................................................................................... 11
3.4
Links....................................................................................................................................... 12
4
REGISTRATION AND APPROVAL ..................................................................................................... 12
4.1.1
5
Adding a Hyperlink to a Chapter or Region Website to the International Website ........... 13
WEBSITE MAINTENANCE................................................................................................................ 13
5.1
6
NETIQUETTE ........................................................................................................................... 13
PROTECTING WEB CONTENT: Security Tips .................................................................................... 14
6.1
Limit Server Access................................................................................................................. 14
6.2
Back Up Frequently ................................................................................................................ 15
6.3
Monitor Internet Service Providers (ISP) Hosting Sorority Content ......................................... 15
6.4
Monitor Server Activity .......................................................................................................... 15
6.5
Safeguard Internet Connections ............................................................................................. 16
7
Periodic Reviews............................................................................................................................ 16
8
FAQs (Frequency Asked Questions) ................................................................................................ 17
9
APPENDIX A ................................................................................................................................... 20
10
APPENDIX B ............................................................................................................................... 21
11
APPENDIX C ............................................................................................................................... 23
11.1
Privacy Policy ......................................................................................................................... 23
11.2
Collecting Personally Identifiable Information ........................................................................ 23
11.3
Links to Other Websites ......................................................................................................... 23
Alpha Kappa Alpha Sorority, Inc. | International Technology Committee | Website Guidelines | Updated: December 2012
page 2
11.4
Your Consent ......................................................................................................................... 23
11.5
Disclaimers............................................................................................................................. 23
12
12.1
13
13.1
14
14.1
15
APPENDIX D ............................................................................................................................... 25
Sample Media Release Form for Minor................................................................................... 25
APPENDIX E................................................................................................................................ 26
Sample Media Release Agreement for an Adult ...................................................................... 26
APPENDIX F................................................................................................................................ 27
Website Evaluation Process.................................................................................................... 27
APPENDIX G ............................................................................................................................... 28
15.1
STEPS TO THE WEBSITE EVALUATION PROCESS FOR CHAPTERS .............................................. 29
15.2
Roles/Responsibilities ............................................................................................................ 30
FORMS……………………………………………………………………………………………………………………………………………………32
INTERNATIONAL TECHNOLOGY COMMITTEE – CONTACT INFORMATION......………………….……..……...………...39
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1 INTRODUCTION
As the proliferation of Internet websites continues, Alpha Kappa Alpha Sorority, Inc.
considers it appropriate to periodically review and update guidelines for chapter, regional
and international Alpha Kappa Alpha Sorority, Inc. websites.
The Alpha Kappa Alpha Sorority Inc. International Technology Committee, in conjunction
with the Information Technology Department team in the Corporate Office, has
coordinated the development and on-going maintenance of the international website.
Regions and chapters are encouraged to create websites that complement the international
website, while showcasing regional and chapter Alpha Kappa Alpha Sorority, Inc. programs
and activities.
This document is intended to serve as a resource for regions and chapters as they design,
prepare, and evaluate regional and chapter websites.
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2 PLANNING A WEBSITE: Considerations and Options
There are many reasons why chapters may wish to create their own websites. A website
can be an ideal mechanism for communicating with members and informing the public of
Alpha Kappa Alpha Sorority, Inc. activities and programs – both at the local and
international levels.
The Internet is an interactive, dynamic, and rapidly changing communication medium that
enables our organization to disseminate accurate, current, and relevant content.
Specifically, websites should:
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Provide credible, original content in as many forms as possible;
Provide valuable, timely information to users; and,
Be interactive and well organized.
2.1 CONTENT
Alpha Kappa Alpha Sorority, Inc.’s regional and chapter websites should strive for high quality
content – material that is accurate, current and suitable for public posting, hereinafter referred to
as "Appropriate, Kurrent, and Accurate.”
Appropriate: Not all material is appropriate for posting on a public website. There should be some
legitimate reason, beyond showcasing work, for deploying material. The substance should be of a
nature that is not embarrassing or offensive to Alpha Kappa Alpha Sorority, Inc.’s members and
constituents.
Kurrent: Some material may be of long-term interest, but other material may quickly become out
of date. Time sensitive information should be posted promptly; however, embargoes applied to
printed matter, like speeches, should not go live on public websites prior to the embargo time. The
retention period for content must be discussed and agreed upon with the content provider and
website developer. Out-of-date information should be removed or updated promptly. Websites
should be reviewed regularly for current information but not less than once a month.
Accurate: Materials should be accurate and not misleading. Previously issued documents may
contain errors of fact. Likewise accuracy of existing content may be impacted by changed
circumstances that invalidate some portion of published documents. Any document made
accessible via the web should thus be evaluated for accuracy before placing it on the website. In
addition, documents previously published on the website should be reviewed and updated to
reflect the necessary changes in a timely fashion.
Web pages may include:
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Photographs and/or videos and descriptions of international/region/chapter activities,
service projects and public events
Regional/chapter history
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Current chapter officers
Current region/chapter leadership teams and/or committees [including former chapter
basilei (chapter) and regional directors (region)]
Links to the international/regional websites
Calendar of upcoming regional/chapter events
Regional/chapter newsletters
Coat of Arms (Sorority Crest)
Current Administration’s Seal, 2010-2014
Chapter financial documents, newsletters, and similar documents, if and only if these
documents are under a password accessible page. Note: If chapters elect to make them
available electronically, chapters still need to print financial reports for distribution for
members who opt not to use the World Wide Web.
Webmaster/coordinator contact information
Region/chapter location and contact information
Release and update dates
Site map
Brower preference
Link to the home page
Current international programs
Privacy policy
Disclaimer
Web pages may NOT include:
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Any copyrighted material without permission
Ritual ceremonies - neither narratives nor photography. Including Membership Intake
Activities
Proprietary and confidential Alpha Kappa Alpha Sorority, Inc. documents and information
Photographs and descriptions of activities not authorized or condoned by Alpha Kappa
Alpha Sorority, Inc.
Trademarked or patented graphics
Alpha Kappa Alpha Sorority, Inc. Membership Intake Manual (graduate nor undergraduate,
complete nor excerpts)
Alpha Kappa Alpha Sorority, Inc. Constitution and Bylaws or Manual of Standard Procedure
(complete nor excerpts)
Chapter Bylaws (complete, excerpts, or amendments) – unless secured in a password
protected page
Downloadable copies of documents, forms or registration materials distributed by
Corporate Office
Links to unauthorized and unsanctioned websites
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In addition, web pages may not include any matter that is contrary to or inconsistent with Alpha
Kappa Alpha Sorority, Inc.’s Constitution and Bylaws, Manual of Standard Procedure, or current
operational documents.
2.1.1
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Copyrights, Trademarks, Privacy and Other Legal Issues
Disclaimers: Legal guidance at each chapter or region should be sought and followed in
regard to the wording of disclaimers and notices (e.g., privacy). The home page must have a
disclaimer which states “Alpha Kappa Alpha Sorority, Inc. is not responsible for the design nor
content of these web pages. They are the sole property and responsibility of the
__________Region or the ___________Chapter who hosts and maintains this website.”
Alpha Kappa Alpha Sorority, Inc. trademarks and emblems must be used correctly. See
General Guidelines for Using the Sorority’s Official Emblem and Administration Seals in the
Forms and Documents section for International Technology Committee in the members’
only page of the international website.
A privacy policy should be posted to the website and reviewed periodically, see APPENDIX
C. Legal guidance at each chapter or region should be sought and followed in regard to the
wording of disclaimers and notices (e.g. privacy). As content and technology change and
more users’ information is requested via the browser or captured automatically by the
application, it becomes increasingly important that a current privacy policy exist.
Inappropriate use of Alpha Kappa Alpha Sorority, Inc. trademarks by other sites must be
reported to the corporate office.
Website developers should check other organizations’ websites that we cite or to which we
link in order to determine appropriate use of their trademarks, trade names and logos.
Website developers are responsible for checking individual licenses to determine
permissible use of copyrighted material, such as text, clip art, special fonts, graphics, video,
and audio. They must not use copyrighted material for which appropriate permission has
not been authorized. Use must be determined to be within the scope of the permission.
Person's name, address, phone number(s) or e-mail address must not be listed without his
or her express written consent. Consent may be obtained by email stating the following or
equivalent text. The chapter webmaster should retain a copy of the email as record of the
consent for as long as the posting appears on the website:
“I give my consent to the use of [my name, address, phone number, email address
or whatever the personal information is] by [chapter name] to appear on the
[chapter webpage or Facebook page] for [what purpose].”
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Person’s photograph should not be placed on the website without his or her express
written consent. Please see APPENDIX D and APPENDIX E for sample media releases.
2.1.2 Linking to Existing Content
To foster coordination and minimize duplication of website content among chapter, regional and
international Alpha Kappa Alpha Sorority, Inc. websites, it is important to eliminate existing overlap
while clarifying ambiguous content.
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Alpha Kappa Alpha Sorority, Inc.: Chapter and Regional Sites SHOULD NOT duplicate the
information contained on the international website. The regional and chapter sites should
offer a short synopsis of the role of Alpha Kappa Alpha Sorority, Inc. and link to the fuller
descriptions at the international Alpha Kappa Alpha Sorority, Inc. site. This would include
information about the sorority’s leadership; organization (including directorate and
international committees); history; programs; regions; international meetings/conferences;
policies; partnerships; international news, publications, forms, etc.
Reports/Forms: To avoid ambiguity as well as redundancy, all sites should link to the
international site for copies of all corporate office forms.
Policies: The international site is the source for public consumption of each of the Alpha
Kappa Alpha Sorority, Inc. policies. The Alpha Kappa Alpha Sorority, Inc. Constitution and
Bylaws and Manual of Standard Procedure SHALL NOT be published on any web site.
Publications and Supplies: Alpha Kappa Alpha Sorority, Inc. chapter and regional sites
should link to the international site to request publications and supplies or to access
archived copies of publications.
2.1.3 Regional Website Content
Regional websites should present content of interest to the region and chapters in the region:
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Limit the use of chapter specific graphics
Limit references on chapter web pages designed for regional use
Communicate with the Region representative to the Program Committee about projects that
may be of interest to the regions
2.2 PRESENTATION
Websites should strive for high quality presentation, which means that the content represents
Alpha Kappa Alpha Sorority, Inc., conforms to good language and design principles, and is easy to
find and to use.
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Good representation: Editorial control should be exercised not only in terms of judgment
about content, but also with regard to spelling, grammatical or punctuation errors. For
printed material, the web version should conform to the languages used in the print version,
although it can be different in appearance.
Conformity to stylistic elements, proper language, correct grammar and design
principles: The Web is a publication medium as well as an interactive and transactional
medium. The standards for quality publishing that apply to printed Alpha Kappa Alpha
Sorority, Inc. publications also apply to web pages. However, any mistakes in text or in
graphics that the original documents contain should not be perpetuated. Please reference
the AKA Style Manual: A Quick Reference for Sorority Publication for official guidelines and
tips.
A format that is easy to find and to use: It is important to be aware of the way that the
audience uses the content. Content categories may be derived from the official Alpha Kappa
Alpha Sorority, Inc. (www.aka1908.com) home page. See “Designing for Excellence: Tips,
Tools, and Techniques.”
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3 DESIGNING FOR EXCELLENCE: Tips, Tools, Techniques
In order to maintain high and consistent standards for Alpha Kappa Alpha Sorority, Inc. public
websites, the following design strategies should be utilized. Generally, web development should be
consistent with Alpha Kappa Alpha Sorority, Inc. standards and guidelines, recognizing that public
websites might adopt new technologies well in advance of Alpha Kappa Alpha Sorority, Inc.’s use of
the web for transactional purposes. Sharing of information and expertise is important to enable
Alpha Kappa Alpha Sorority, Inc. information technology professionals to maintain a broad
awareness of usage practices.
3.1 Usability
Unrestricted public websites have a global audience even if web developers identify a local target
audience. It should not be assumed the user has prior knowledge of the services or structure of a
particular site's organization.
The following practices will facilitate global usage:
1. Use harmonious color schemes based on color theory. There are many online tools and
references to support this selection process for web page design. The developer should
give careful consideration to readability when selecting font color/background color
combinations.
2. Avoid acronyms
3. Display dates in complete format (e.g., January 15, 1908) versus a simplified format
such as 1/15/08.
4. Adequately describe content and services
5. Include traditional contact information, such as mailing address, phone and fax
numbers, and social media site references that are easy to find
6. Not all users of a website will be able to take advantage of graphical navigation
elements. Make sure pages are viewable and logical for users without graphic
capabilities:
a. Always include "alt" tags in the source code for images
b. Include a text-based alternate menu if deploying a graphic menu system
7. If providing a link permitting downloading of the Adobe Acrobat Reader, provide
information about Adobe System, Inc.'s accessibility plug-ins and a link to its website at
www.adobe.com
8. Inform users of the availability of alternative formats for the information, e.g., large
print or audio materials, if available
9. Include a link back to the home page from the pages within your site. A user may be
unable to navigate through site's hierarchy via its pages if those pages do not contain a
link back to the home page or local menu. When possible, include the thread of pages
visited to give the trail and history of clicks. This will help users to recall the location of
information during future visits.
10. Do not allow dead-end pages (each page must include at least one link to another page
in a site).
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11. Consider prominently linking to a site map. Include a text version of a graphical site
map.
12. Avoid posting large downloadable files without providing information for the user:
a. Label large files in kilobytes or megabytes so the user knows the file size before
downloading (as applicable)
b. Describe the content of large files
c. Indicate the file type and any necessary software required to read the file
d. The downloadable file should identify the Alpha Kappa Alpha Sorority, Inc.
source for content questions
Providing for the needs of users should be a goal of each site:
1. Do not expect users to conform to a specific version or type of browser, but consider stating
the minimum browser (or preferred brower) for which the site is designed (avoid telling
the user they must download a specific browser to view the site)
2. Avoid elaborate, confusing or browser-specific interface design
3. Design pages that work for both experienced users and novices (avoid overly simplistic or
overly complex page design)
4. The International Technology Committee recommends coding web pages such that they are
sensitive to users with visual disabilities.
5. Consider various platforms and screen resolutions when designing web pages. For example,
Windows versus Mac OS, desktop, laptop, tablet, and mobile devices. Note: Designing for
compatibility with all these platforms requires technical expertise. If this is a goal for your
chapter, consider hiring a professional website development firm. Note: If a professional
firm is hired, a maintenance plan should be put in place; the chapter should also ensure to
receive the website files on a CD or some other media. See more details in the section,
PROTECTING WEB CONTENT: Security Tips.
Make the order and logic of the site understandable to the user:
1. Maximize user understanding of how the site’s information is organized by using the
International Technology Committee's recommended categories:
a. Home page
b. Chapter Information (history and current information, officers and members)
c. Program Initiatives (that the chapter is implementing based upon the International
Program Committee's current initiatives)
d. Events and announcements of chapter activities
2. Optimize navigation of the website by providing users with the information they want in the
fewest possible steps. A good design will implement an efficient hierarchy of information to
minimize the number of steps through menus and/or pages
3. Always provide clear signals that the user on your site is still within the site
4. If a link goes to another Alpha Kappa Alpha Sorority, Inc. site or other site, state the
destination or provide a courtesy statement/screen to advice users that the navigation is
leaving the website
5. Use clear, consistent graphic (icons) or text-based identifiers
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6. Always test the website to ensure the pages navigate properly
7. Analyze web statistics/data to find out how the audience uses the web content, and
restructure the site with this information in mind
Consider these template recommendations:
1. A banner or tabs that link to the main areas should be provided on the home page and
subsequent pages.
2. The navigation area or column should contain the list of categories of information - ideally,
this should include links to the recommended aforementioned categories.
3. The prominent area should contain the highlights and major content
4. The home page (or navigation area) should contain the supplemental material such as key
contacts, helpful links, link to the international website, etc.
5. The footer should contain the same links to the main areas as the banner
Facilitate and respond to user feedback:
1. If your site provides a mechanism for users to provide feedback via the website, follow-up
regularly.
2. Plan adequate resources to handle user questions and requests
3. Support for this can be achieved via a "contact us" page or using a web email address, such
as contact us at [email protected]
3.2 Browser Compatibility
1. Optimize web pages, as deemed appropriate, to work with select browsers. The
International Technology Committee recommends compatibility with the following as a
minimum:
a. Microsoft Internet Explorer
b. Mozilla Firefox
c. Google Chrome
d. Apple Safari
2. Avoid designs that use frames
3. Do not frame another site's content
4. Avoid using valuable screen space on scroll bars or other elements that don't add value to
the content. Consider that typical navigation bars automatically loaded by commercial
browsers may decrease available screen space for the user
3.3 Tags
Write a short website overview for the home page. This information will help new users to a site
quickly understand its content. Website developers at other sites can use the description when
describing a link to that Alpha Kappa Alpha Sorority, Inc. site.
1. Write a concise and informative paragraph describing the site and make it easily accessible
to users
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2. Incorporate the descriptive paragraph into the meta name tag of the home page to generate
a useful search engine description of the site
Search engines look at title tags for keywords. Browser bookmarks also use title tags to generate a
link description. Website developers may use unedited bookmarks to generate links to a site:
1. Include relevant keywords in title tags
2. Make sure title tags on web pages provide an adequate description of content for use in
bookmarks
3. Make each title tag appropriate for use as a link title on another site
4. Ensure titles and keywords are not embedded in images in the header. If unavoidable,
duplicate titles and keywords in the first line of the page
3.4 Links
Good website design is inherently interactive and should contain links to related information:
1. Regularly check links within the site and to external sites to make sure they work correctly
2. Ensure links to other websites are appropriate and do not contain potentially embarrassing
information
3. Avoid linking to commercial sites where content may change dramatically or that may
appear to benefit other organizations vis-à-vis the perceived Alpha Kappa Alpha Sorority,
Inc. endorsement that is inherent in a link
4. Do not frame another site's content
5. Do not endorse or guarantee other sites, software or products in the text surrounding a link
6. Links to other sites (Alpha Kappa Alpha Sorority, Inc. or other) should note the destination
sites
7. Avoid "Under Construction" pages:
1. Publish completed, approved information
2. Avoid including incomplete content; add this later when data is available
8. All web pages on a site should contain substantive information
9. Use graphics/images to give visual cues to the type of information to which the user will be
led to rather text links.
10. Provide short descriptions of linked information to tell users of the content being linked.
4 REGISTRATION AND APPROVAL
The graduate advisor approves and is responsible for the website in the undergraduate chapters.
The basileus or her designee approves and is responsible for the website in graduate chapters. In
the regions, the regional director or her designee approves and is responsible for the website. The
Supreme Basileus of Alpha Kappa Alpha Sorority, Inc. or her designee approves and is responsible
for the international website, www.aka1908.com. See APPENDIX B.
When chapters are ready to go live with their website, they must register their Universal Resource
Locator (URL) with their regional director or regional designee. Chapters must include the
following information:
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Chapter Name and Location (City, State and School – applicable)
Basileus’ Name and Graduate Advisor’s Name (undergraduate chapter only)
Webmaster/Web Coordinator Name
Webmaster/Web Coordinator Phone Number
Webmaster/Web Coordinator e-mail address
Domain Registrar
Date of Registration
Registrant’s Contact Information
Confirmation (if applicable) of a chapter social media presence
Chapters should ensure that the domain name registration and invoices for such are in the
name of the chapter and not in the name of a member.
4.1.1 Adding a Hyperlink to a Chapter or Region Website to the International Website
From the member’s only section of the national website, the chapter basileus is empowered to
update chapter information to include the URL of the chapter’s website. This should only be done
after ensuring that the website content and format adheres to the guidelines defined herein. Within
30 days of setting this up, the URL for the chapter websites will be linked to the international
website under the chapter locator feature.
Within 30 days of notification, the URL for regional websites will be linked to the international
website.
5 WEBSITE MAINTENANCE
Quality control of any Alpha Kappa Alpha Sorority, Inc. related website is important to the Sorority
as a whole. These websites are accessible to anyone and reflect on everyone connected to Alpha
Kappa Alpha Sorority, Inc. Each region or chapter choosing to host and maintain a website must
take full responsibility for its maintenance. Proper maintenance includes collecting the necessary
information on a regular basis, editing for accuracy and suitability, and ensuring that all listings and
links on the website are current and accurate.
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The Webmaster contact information should be included in an obvious location.
The website should include the date of the last update and an e-mail address of the
webmaster. This informs visitors of the age of the content and allows them to contact
someone with their feedback on the content and general inquiries.
Email inquiries should be followed up on within 30 days of receipt.
Non-technical issues/inquiries should be directed to the appropriate chapter officers as
applicable. (Ex: an inquiry about an upcoming event, membership inquiry from non-soror,
membership from a person identifying themselves as a soror)
5.1 NETIQUETTE
Members must follow the Soror Code of Ethics in their use and presence on the World Wide Web including when visiting blogs, websites and sending email. The term “netiquette” refers to etiquette
on the Internet. Etiquette refers to more than where to place the dinner fork; it relates to ethics
because it, like ethics, involves the relationship of trust between people. Most of the rules of
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netiquette were developed as behavioral guidelines for e-mail and newsgroup postings, where
writers sometimes forget how to be considerate. Netiquette includes the following principles:
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Take extra care to be polite, since you are generally addressing a stranger when you write
to a website creator. Generally, the less you know someone, the more formal you should be
in your email correspondence, to avoid unintentional offensive remarks.
Be very careful of humor, sarcasm, irony or criticism. In face-to-face conversation our tone
of voice, gestures and facial expressions all provide clarity and the non-verbal intent of the
statement. These visuals are absent from web postings. To add the desired intent,
emoticons may be useful.
Do not send e-mails repeatedly if you do not get a reply. A second e-mail is acceptable,
because the first may not have arrived or may be parked in the spam file. After that, use
another medium for reaching the party such as a phone call.
Always sign your e-mail with your full name, and preferably a description of who you are.
Use a signature that contains your name, major/department/subject and educational
institution if you are an undergraduate member or educator; your name, business area and
corporation if you are at your employer; your name and sorority affiliation, if you are at
home or conducting official sorority business. This will make you more human to your
correspondent.
Do not use e-mail as a weapon to harass someone, to forward chain letters or hoaxes, to
send hate letters or to generate/perpetuate negative rumors and false information about
Alpha Kappa Alpha Sorority, Inc. or its members.
Remember, anyone with access to the Internet can view your website. Your website must reflect the
standards of your chapter/region and Alpha Kappa Alpha Sorority, Inc. Always protect the integrity
of our organization by actively monitoring and managing posts to your website, following up on
email submissions, and regularly updating your website.
Regional and chapter websites shall be monitored on a periodic basis to ensure continual
adherence to rules, policies, procedures, guidelines and standards approved by the Directorate and
as provided for in the website guidelines.
6 PROTECTING WEB CONTENT: Security Tips
While information on the Alpha Kappa Alpha Sorority, Inc. public websites is in the public domain,
ensuring security of public websites is vitally important because, unlike print information,
information published via the web is vulnerable to alteration and subsequent quick mass
dissemination. In addition, it is vulnerable to service unavailability due to user authorized or
unauthorized activity. While content can be corrected or restored quickly and cheaply, preventive
measures as well as alert mechanisms are important to maintain Alpha Kappa Alpha Sorority, Inc.'s
public reputation and integrity. The following guidelines support this objective.
6.1 Limit Server Access
Restrict server access to a limited number of administrators to prevent unauthorized modification,
deletion or addition of content to the web server:
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Control access to the web server using log-ins
Password-protect the web server from unauthorized use
Keep a record of the passwords in a secure location
Limit the number of administrator who knows the web server passwords
Change passwords frequently
Don't use dictionary-based words for passwords
Include at least one number, punctuation mark, and/or cap letter in a password
Use password-protected screen savers
Always log-off from the web server when leaving the server to enable password protection
6.2 Back Up Frequently
Safeguard existing content and ensure efficient restoration of service in the event of a disruption of
service:
1. If website is maintained internally by a member the sorority:
a. Back up web server files at regular, predetermined intervals (back-ups should be
performed at least weekly)
b. Store back-up files in a secure location
c. Determine a retention schedule for back-up files
d. Consider storing a copy of the back-up files in a secure location off premises
2. If website is maintained by a third party:
a. Ensure that the provider is regularly creating site backups
b. Request copies of files on CD
c. Request that an on-demand back-up be created after major structural or content
changes to the site
6.3 Monitor Internet Service Providers (ISP) Hosting Sorority Content
Maintain the security and integrity of Alpha Kappa Alpha Sorority, Inc. data on outside servers:
1. Encrypt all passwords on a secure server
2. Password-protect web server and ftp access
3. Duplicate all files on the provider's server onto another secure server (e.g. test or back-up
server vs. production server)
4. Frequently back up all files on the provider's server
5. Make sure the Internet service provider has a secondary server for back-up
6. Before outsourcing content on a non-AKA server, perform a risk assessment
6.4 Monitor Server Activity
Minimize the risk of intrusion by practicing regular intrusion detection and continuous monitoring
of service availability and content integrity:
1. Monitor server activity to determine whether files have been accessed and altered without
permission
2. Implement software to determine whether files have been accessed and altered without
permission
3. Scan files to detect unauthorized access and alterations
4. Set file permissions to prevent unauthorized access to server files
5. Monitor sites for denial of service and other attacks that compromise or shut down the web
service
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6.5 Safeguard Internet Connections
Safeguard Alpha Kappa Alpha Sorority, Inc. connections to the Internet:
1. Follow local security procedures, which should be documented
2. Disconnect the user machine (used for website maintenance) from the chapter, regional or
corporate office local area network (LAN) by either not loading network drivers or physical
disconnection. "Logging out" of the LAN is not sufficient
3. Ensure the stand-alone system is properly secured, based on the technologies being used
4. Use proper virus protection techniques if files are transferred to the PC
5. Physically disconnect a publicly accessible Internet service (such as a web server) from the
chapter, regional or corporate office LAN
6. Take necessary precautions to minimize the potential monetary and productivity loss as
well as embarrassment to Alpha Kappa Alpha Sorority, Inc. in the event of a security
compromise
7. Have a set of standby statements (covering different scenarios) ready to use for member
inquiries in case of a disruption
7 Periodic Reviews
Once launched, the chapter website will be reviewed and evaluated periodically for adherence to
these guidelines by the regional technology committee as outlined in the process. See APPENDIX F
for the website evaluation process and forms. The Regional Director and/or the Chairman of the
Regional Technology Committee will notify the basileus of the results of the website evaluation.
Regional websites will also be evaluated for adherence to guidelines.
page 16
8 FAQs (Frequency Asked Questions)
1. Who is responsible for the appropriateness of the content of Alpha Kappa Alpha websites?
ANSWER: The graduate advisor approves and is responsible for the website in the undergraduate
chapter. The basileus or her designee approves and is responsible for the website in graduate
chapters. In the regions, the regional director or her designee approves and is responsible for the
website. The Supreme Basileus of Alpha Kappa Alpha Sorority, Inc. or her designee approves and is
responsible for the international website, www.aka1908.com. We believe that everyone is
responsible for the content – if you see something inappropriate, please notify the appropriate
person.
2. Are Alpha Kappa Alpha websites allowed to provide information on job openings?
ANSWER: Yes. Sites should list and describe all publishable open jobs at the local site; link to all
jobs throughout the chapter and regional websites, and offer contact information (email or
address)for responses.
3. What additional things can the various Alpha Kappa Alpha chapters and regions do to
minimize costs and duplication of effort?
ANSWER: Collaborative development of content across the Alpha Kappa Alpha organization fosters
coherence from a user's perspective and represents a cost-effective use of resources. As web
technology moves forward with enhanced opportunities for interactive web surfing and multimedia
applications, site development is becoming increasingly more complex and expensive. Given that
sites redesign fairly often, there exists significant opportunity to collaborate. Chapters, regions and
the Corporate Office are strongly urged to share expertise and allocate resources efficiently by
linking to each other's sites and working together on development projects when feasible.
Website developers should communicate among themselves regarding new developments on their
site. These would include new content offerings that others may want to link to, URL changes, and
significant changes to or removal of key content. Good, timely communications can reduce the
number of URL forwarding addresses required on the host server to properly direct web requests
and can minimize the overlap of content duplication on multiple sites.
4. What guidelines specific to each Alpha Kappa Alpha chapter are needed?
ANSWER: Chapters, regions and the Corporate Office should each develop its own documented
guidelines and procedures to ensure website quality, tailored to the needs and structure of each
group. At a minimum, guidelines should address procedures for:

Publishing new content: Before any new material is deployed on a public website, it
should go through an appropriate clearing process to ensure that it has good content and
presentation.
o Approving new and updated content for posting
o Ensuring accuracy of content
page 17




Updating existing content: Keeping content current, including the establishment of
retention periods and procedures for removal of dated material
Creating back-ups of the site content
Developing an online "standby statement" to publish in the event the site is hacked
Assigning authority and responsibility for site maintenance: Each undergraduate
chapter's graduate advisor, each graduate chapter's basileus, the regional director, the
Information Technology Director in the Corporate Office and the Chairman of the
International Technology Committee should take ultimate responsibility for the chapter,
region and Corporate Office websites, respectively, and should issue authorization memos
delegating responsibility for content management
o The Web Coordinator or Webmaster at each site should procure authorization for
new and updated content before it is published on the website. Annually,
authorization should be reviewed (and renewed) to ensure accuracy as well as in
response to any changes
o Content that does not have clear ownership should become the responsibility of the
Web Coordinator or Webmaster. The Web Coordinator or Webmaster should inform
content providers of quality expectations and design issues related to the website
o The Web Coordinator or Webmaster should monitor submissions to ensure content
meets quality measures and meets Alpha Kappa Alpha standards. If the content fails
to meet Alpha Kappa Alpha standards, the Web Coordinator or Webmaster should
work with the content providers to generate content that is suitable
5. How do I decide what is appropriate for publishing?
ANSWER: If the material has been reviewed for print by the graduate advisor, basileus, regional
director, the Information Technology Director in the Corporate Office or the Chairman of the
International Technology Committee (as role applicable for the site), then it is probably suitable for
the web. However, as discussed above, each site should have a formal procedure for placing new
material on the website. At a minimum, websites should include:
o
o
o
o
o
Current, accurate and appropriate information on chapter activities, members and
programs including officers.
Chapter history with former basilei and chapter members. Regional sites should
contain Regional History that includes former RD and regional history.
Copyright notice verbatim from the corporate office.
Link to, and not duplicate, International website content and other websites.
Contact information for further questions or information.
6. What would be appropriate for public sites and members only sites?
Answer:
o
The public section communicates our mission, vision and services. It should display
program initiatives and activities that highlight the AKA community serve. It should
page 18
o
o
include the officers, history, international presence, and events that the public is
invited to participate.
The ‘Members Only’ section should include any chapter financial documents,
newsletters, meeting minutes and similar documents. Members Only section should
be password protected.
Discretion needs to be used for publishing chapter newsletters and calendars on the
public section. It is not required and if done, should not include any confidential or
ritual information.
7. How long should material be retained on the website?
ANSWER: As new material is added, its retention period should be determined. Archiving
information is important for material not available elsewhere in a printed format. Please see
information from the International Archives and Standards Committees on retention periods for
archival purposes.
8. May a website contain music?
ANSWER: Use of music is not permitted unless you have permission and paid the licensing fees
from either Broadcast Music, Inc. (BMI) or the American Society of Composers, Authors and
Publishers (ASCAP). If the aforementioned requirements have been met, ensure the music is
tasteful and with PG rating as a maximum.
9. Do we need to evaluate associated chapter websites (i.e., fundraiser sites, foundation
sites, blogs, social media sites, etc.)?
ANSWER: The evaluation is extended to chapter website (public and private content). Foundation
and other sites are outside of the scope of this evaluation process. However, chapters should use
the Guidelines for Alpha Kappa Alpha Web Presence to guide all websites affiliated with Alpha Kappa
Alpha Sorority, Inc.
10. Does my chapter need to submit a Chapter Information for Web Presence Form if we
don’t have a website?
ANSWER: All chapters should submit a form to indicate whether or not they have a web page. This
will allow the RD to definitively identify and distinguish maintained sites from orphaned sites and
cyber-litter.




Chapters whose sites are on the test server should indicate that on the web presence form
Chapters who only have a Social media page such as a Facebook page should also include
that on the form in the appropriate section
Any sites on the internet that are unmaintained and/or unsanctioned should be reported to
corporate office for removal
Chapters should be reminded to seek approval to publish websites before launching. The
approval process is outlined in the Guidelines but approval authority to rest with the
Regional Director or her designee.
page 19
9 APPENDIX A
2010-2014 Website Official Pantone Colors
Websites should use the sorority’s official colors, salmon pink and apple green. Other shades can be
derived from these official colors; also, web designers can easily take a screenshot and perform a
color test to determine if other shades of salmon pink and apple green complements the website.
RECOMMENDED PANTONE COLORS:
Salmon Pink
Apple Green
FF9999
FFCCCC
FF6666
66CC33
66CC00
009900
00CC00
page 20
10 APPENDIX B
SUMMARY OF WEBSITE APPROVAL AND REGISTRATION RESPONSIBILITY
Website Type
Undergraduate
Approving
Authority
Graduate Advisor
Registration
Recipient
Regional Director
Regional Technology
Chairman
Checklist Items






Graduate
Basileus
Regional Director
Regional Technology
Chairman






Chapter Name and
Location
Basileus Name
Webmaster/Web
Coordinator Name,
Phone #, Email
Address
Web Hosting
Company and
Domain Registrar (to
include date of
registration)
Registrant’s Contact
Information
Social Media
Presence (give the
name of the social
media network and
the chapter’s name
on the social media
network)
Chapter Name and
Location
Basileus Name
Webmaster/Web
Coordinator Name,
Phone #, Email
Address
Web Hosting
Company and
include date of
registration)
Information
Social Media
Presence (give the
name of the social
media network and
on the social media
network)
page 21
Region
Regional Director
IT
Director/Corporate
Office
International
Technology Chairman






Region’s Name
Regional Director’s
Name
Webmaster/Web
Coordinator Name,
Phone #, Email
Address
Web Hosting
Company and
include date of
registration)
Information
Social Media
Presence (give the
name of the social
media network and
on the social media
network)
page 22
11 APPENDIX C
SAMPLE PRIVACY POLICY WITH SAMPLE DISCLAIMERS
11.1 Privacy Policy
The XXX Chapter of Alpha Kappa Alpha Sorority, Inc. is committed and recognizes your need for
protection and privacy issues on the Internet.
In general, you can visit us at www.XXX.com without telling us who you are or revealing any
information about yourself. We do collect Internet Protocol (IP) addresses and domain names of
visitors for site administration purposes, such as to analyze this data for trends and statistics. No
personal information is obtained, rather just the patterns of usage of our various users may be
tracked and monitored. This data is used to customize our website content to deliver a better
experience to our users.
11.2 Collecting Personally Identifiable Information
There are times when we may collect personal information from you. For example, in order to
respond to your questions or fulfill your requests, it may be necessary to ask for personal
information such as your name, address, e-mail address and telephone number. We may use this
information to respond to your requests, or to contact you via mail, e-mail or phone to inform you
of events or announcements regarding our chapter. We will not provide this information to a third
party without your permission, except as necessary to fulfill your request.
11.3 Links to Other Websites
XXX Chapter's website may contain links to other sites. These sites are not controlled by XXX
Chapter and XXX Chapter is not responsible for any content contained on any such website. While
we try to link only to sites that share our high standards and respect for privacy, we are not
responsible for the privacy practices employed by other sites. As with our site, you should become
familiar with any external party's privacy policy when visiting that site.
11.4 Your Consent
By using the website of XXX Chapter of the Alpha Kappa Alpha Sorority, Inc., you consent to our use
of your information as described in this Privacy Policy. We reserve the right to change our Privacy
Policy at any time without advance notice. Should any new policy go into effect, we will post it on
this site, and the policy will apply only to information connected thereafter.
11.5 Disclaimers
THIS WEBSITE AND ITS CONTENT ARE PROVIDED "AS IS" AND XXX CHAPTER EXCLUDES TO THE
FULLEST EXTENT PERMITTED BY APPLICABLE LAW ANY WARRANTY, EXPRESS OR IMPLIED,
INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY,
SATISFACTORY QUALITY OR FITNESS FOR A PARTICULAR PURPOSE. THE FUNCTIONS EMBODIED
ON, OR IN THE MATERIALS OF, THIS WEBSITE ARE NOT WARRANTED TO BE UNINTERRUPTED
OR WITHOUT ERROR. YOU, NOT XXX CHAPTER, ASSUME THE ENTIRE COST OF ALL NECESSARY
SERVICING, REPAIR OR CORRECTION DUE TO YOUR USE OF THIS WEBSITE.
page 23
Except as specifically stated in this Policy, or elsewhere on this website, or as otherwise required by
applicable law, neither XXX Chapter nor its members, content providers, or other representatives
will be liable for damages of any kind (including, without limitation, lost profits, direct, indirect,
compensatory, consequential, exemplary, special, incidental, or punitive damages) arising out of
your use of, your inability to use, or the performance of this website or the content whether or not
we have been advised of the possibility of such damages.
XXX Chapter uses reasonable efforts to ensure the accuracy, correctness and reliability of the
content, but we make no representations or warranties as to the content's accuracy, correctness or
reliability.
Alpha Kappa Alpha Sorority, Inc. is not responsible for the design nor content of these web pages.
They are the sole property and responsibility of the __________Region or the ___________Chapter who
hosts and maintains this website.
Some U.S. states and foreign countries do not permit the exclusion or limitation of implied
warranties or liability for certain categories of damages. Therefore, some or all of the limitations
above may not apply to you to the extent they are prohibited or superseded by state or
international provisions.
page 24
12 APPENDIX D
12.1 Sample Media Release Form for Minor
As you may be aware, XXX Chapter maintains a website that contains information about the
chapter’s service projects and programs. From time to time, we may videotape or photograph the
chapter’s service projects and programs. For the photo(s) or video(s) of someone under the age of
18 to appear on our web page or in a television broadcast, we must obtain written permission.
Your child will not be identified by name in photos published on the web or broadcast on television.
Personal information about your child is never posted nor is information indicating the physical
location of your child at any given time other than general participation information about an
activity/event at a particular chapter program or service project.
Please sign below to allow your child to be part of these good news stories about our chapter
program(s) or service project(s). I give permission for my child's picture, voice, or work to appear
in television broadcasts, video, photos, and/or on the XXX Chapter’s website. I understand that
information broadcast on television and/or published on XXX Chapter’s website may be accessed
by the general public at any time.
Child’s Name_____________________________________________________
SIGNATURE OF PARENT/GUARDIAN______________________________DATE____________
page 25
13 APPENDIX E
13.1 Sample Media Release Agreement for an Adult
I hereby irrevocably consent without royalty or other compensation of any kind, to the use, for any
lawful purpose, by XXX Chapter of my name, voice and any portraits, likeness, pictures, images,
video, film and photographs of me (hereinafter “Images”) taken by or on behalf of XXX Chapter and
reproductions of the same in any form, in any medium, including on the World Wide Web, hereby
releasing XXX Chapter from all liability arising from use of Image including what I might deem
misrepresentation of me by virtue of distortion, optical illusions or faulty mechanical
reproductions. I agree that all such Images whether plates, transparencies, negatives, film, video,
audio, electronic, digital, and/or any medium now or hereafter utilized shall remain the property of
XXX Chapter. All copyrights in Images shall belong to XXX Chapter and if requested, I will execute
any additional agreements to evidence these rights. I further agree to the use of statements made
by me about XXX Chapter and its various service projects and programs. I acknowledge that this
release constitutes the entire understanding with the above parties, all prior understandings, if any,
being merged herein.
Signed _____________________________________ Date ________________
Print Name __________________________________________
Witness ____________________________________ Date ________________
page 26
14 APPENDIX F
14.1 Website Evaluation Process
The Website evaluation process will assist the International Technology Committee and Regional
Technology Committee to ensure that all chapter and regional websites adhere to the established
website guidelines. Executing this process will require the collective participation of the
International Technology Committee, Regional Technology Chairmen and Committees, Regional
Directors, and various chapter officers (Basileus, Graduate Advisor, Technology Committee
Chairman and/or Webmaster). Please note: Chapter foundation websites are excluded from this
review process.
Understanding the Website Evaluation Process
 Website evaluations will be conducted from January 1 to June 30 each year, for each region.
 Websites shall be evaluated biennially for graduate chapters, and annually for undergraduate
chapters. As needed, a re-evaluation shall be conducted for websites requiring corrective
action(s). At any time, the Regional Director may order an evaluation for a chapter’s or
interest group’s website.
 The International Technology Committee will oversee the website evaluation process for all
regional websites.
 The International Technology Committee will train the Regional Technology Chairmen and
Committees on the website evaluation process to position them to effectively administer the
process within their regions.
 Each region will have an International Technology Committee representative to support the
Regional Technology Chairman and serve as a consultant/resource.
 Evaluation review teams, as assigned by the Regional Directors, will perform evaluations.
The evaluation review team will be composed of 2-3 reviewers (sorors inside or outside the
region).
 Regional Directors will be the official archivist for all evaluation reports for their region.
page 27
15 APPENDIX G
Understanding the Website Evaluation Implementation Timeline
The following table helps all stakeholders to organize by identifying key dates to specific tasks.
Pertinent Dates
Task
Chapters: (graduate and undergraduate) conduct a Website selfevaluation and address issues internally
On-going
Periodic basis to ensure continual adherence to rules, policies,
procedures, guidelines and standards
October 31
Regional Director: Deadline for Regional Director
appointment/establishment of Regional review team (may be the
same as region’s technology team or a new committee or subcommittee)
October – November
International Technology Committee and Regional Technology
Committee: Website Evaluation Kick-Off Session
November 30
Chapter: Web Presence Form from all chapters (graduate and
undergraduate) due to Regional Director
Regional Technology Committee begins development of Regional
Evaluation Schedule for January 15 submission date
January 15
Regional Technology Committee: Regional Evaluation Schedule
due to Regional Director and International Technology Committee
Chairman
March 31
Regional Technology Committee submits Regional Evaluation
Schedule and Progress Report to Regional Director and
International Technology Committee Representative
February 1
Regional Technology Committee Begins implementation of
regional evaluation schedule
The following steps should be conducted for each chapter
1. Regional Technology Committee (or designee) publishes official
notification of upcoming orientation session and evaluation review
2. Regional Technology Committee (or designee) conducts orientation
3. Chapter completes Section I of the “Website Evaluation Form – General
Information,” and emails the form to Regional Technology Committee (or
designee)
4. Regional review team conducts evaluation
5. Regional Technology Committee (or designee) submits the “Website
Evaluation Form – Review” and “Website Evaluation Form – Summary”
6. Chapter addresses all corrective actions (if applicable).
7. Regional Technology Committee (or designee) verifies corrective actions
and submits the FINAL “Website Evaluation Form – Review” and “Website
Evaluation Form – Summary”
June 1
Regional Technology Committee (or designee) completes
implementation of Regional Evaluation Schedule
June 30
Regional Technology Committee (or designee) submits
FINAL Regional Evaluation Schedule and Progress Report to
Regional Director and International Technology Chairman
page 28
15.1 STEPS TO THE WEBSITE EVALUATION PROCESS FOR CHAPTERS
STEP
NO.
DESCRIPTION
TIMEFRAME
OWNER
1
Regional Technology Chairman
publishes official notification
of upcoming orientation
session and evaluation review
30-45 calendar days
prior to orientation
session
Regional
Technology
Chairman
Notification will be sent to the Regional Director,
Chapter Basileus, Technology Committee Chairman
and/or Webmaster, International Technology
Committee Representative, Graduate Advisor (if
applicable), and Anti-Basileus (optional)
2
conducts an orientation.
During the session, the
evaluation form and criteria
are reviewed and questions
answered.
Orientation session:
30 calendar days
prior to conducting
the evaluation review
Regional
Technology
Chairman
Session participants include the Chapter Basileus,
Technology Committee Chairman and/or
Webmaster, Graduate Advisor (if applicable), and
Anti-Basileus (optional). Suggested methods for
hosting the orientation session include conference
call, webinar, or face-to-face meeting.
3
Section I of the evaluation form
is completed and emailed to
5 calendar days after
the orientation
session
Chapter
Basileus or
her
designee
The Chapter Basileus or her designee is charged
with ensuring the form is completed and emailed
4
Conduct Website Evaluation
One-two week
process to start
within 30–45
calendar days after
orientation session
Regional
Technology
Chairman
The Review Team, formed by the Regional Director,
will complete the review (Regional Technology
Chairman follows up to the Chapter Basileus or her
designee with inquiries)
5
Submit the final Website
Evaluation Form
Within 30 calendar
days of completing
the evaluation review
Regional
Technology
Chairman
Report will be forwarded to the Regional Director,
Chapter Basileus, International Technology
Chairman, and Graduate Advisor (if applicable)
6
Recommendations /
Corrective Actions
Implemented
Within 30 calendar
days of receiving the
completed Website
Evaluation Form
Chapter
Basileus or
her
designee
Ensure infractions are addressed and website is
100% compliant
Orientation duration:
45-60 minutes
ACTION

Please note: The Graduate Advisor must be included in all communications involving an undergraduate
chapter.
page 29
15.2 Roles/Responsibilities
a. International Technology Committee
i. Establishing and maintaining the sorority’s website guidelines and
evaluation process as outlined in this document.
ii. Perform consultation & knowledge transfer of the website guidelines and
evaluation process as needed.
iii. Ensure that all existing websites are documented and recorded with the
Regional Director and Corporate Office, including sites for interest groups
iv. Report any orphaned, unmanaged, sorority websites or website content for
recommended removal.
v. Conduct annual periodic audits of Regional Technology Chairmen’s
evaluations and review teams.
vi. Communicate enhancements of the website guidelines and/or website
evaluation process to Regional Directors and all Regional Technology
Chairman for local chapter distribution and post to Forms and Documents
section under www.aka1908.com.
vii. Maintain a ledger of all evaluations and results status.
b. Regional Director
i. Review evaluation results reports for all chapters.
ii. Issue disciplinary action for chapters who are negligent in addressing all
identified corrective actions within given deadlines.
iii. Composition of review teams:

Each chapter website should be assigned 2-3 reviewers (inside or
outside the region). No soror shall review her current or former
chapter website.
c. Regional Technology Chairman
i. Create a complete evaluation schedule for all local chapters and interest
groups within the region. Note: The schedule needs to be submitted to the
Regional Director and International Technology Committee Representative
by January 15th, each year.
ii. Perform & manage the evaluation process throughout the region, as per the
steps provided.
iii. Submit the Regional Evaluation Schedule and Progress Report on March 31st
and June 30th, each year, to the Regional Director and International
Technology Committee Representative to assist in tracking the evaluation
results and necessary corrective actions.
page 30
d. Chapter Basileus and/or Graduate Advisor
i. Participate in the orientation session.
ii. If needed, ensure that recommendations and corrective actions are
implemented within 30 calendar days of receiving the completed website
evaluation form (results report).
iii. Maintain a record of the final website evaluation form with chapter’s files.
iv. Provide access to members only area of site to reviewers.
e. Chapter Technology Chairman and/or Webmaster (sorors only)
i. Participate in orientation
ii. Implement recommendation and corrective actions
page 31
CHAPTER INFORMATION FOR WEB PRESENCE
This form must be submitted any time information previously submitted changes (i.e., key
contacts, new website is launched, web hosting updates, social media is engaged, etc.)
General Chapter Information
Annually, it is due to the Regional Director on November 30.
Chapter’s Name:
Chapter’s Address:
Chapter’s City, State, Zip:
School (as applicable):
Does your chapter have a website:
If you checked No, Basileus should sign and submit form.
 yes  no
If you checked Yes, complete and submit form.
Chapter’s URL/Web Address:
Does the website exist on a production or test server?
Chapter Type:  Undergraduate  Graduate
 Other, please explain and cite name (i.e., interest group, Cascading Ivies of DC):
Key Contacts
Basileus’ Information
Soror:
Phone #:
Anti-Basileus’ Information
Soror:
Phone #:
Graduate Advisor’s Information (for undergraduate chapters only)
Soror:
Phone #:
Webmaster’s Information
Soror:
Phone #:
Chapter’s Technology Committee Chairman Information
Soror:
Phone #:
Email Address:
Email Address:
Email Address:
Email Address:
Email Address:
Web Hosting Information
Domain Registrar:
Date of Registration:
Registrant’s Contact Information (Name, Phone #, Email Address)
Social Media Information
Does the chapter have a Social Media Presence?  Yes  No
If yes, please provide the name of the social network and the chapter’s name in the social network.
Confirmation
Submitted by:
Basileus’ Name (print):
Signature:
Undergraduate Chapter Only:
Graduate Advisor’s Name (print):
Signature:
Title:
Date:
Date:
Date:
For the Regional Director’s Use Only (please do not write below this line)
 Approved
 Not Approved (explanation) _____________________________________________________________
Regional Director’s Signature or Initials:
Date:
Note to Regional Director: Email confirmation or mail completed form back to the chapter.
Note to Chapter: Approval from the Regional Director does not confirm that the website is compliant with the guidelines outlined in the
Guidelines for Alpha Kappa Alpha Web Presence booklet. The Regional Director’s approval clears the chapter for releasing the website to
the public. Compliance to the guidelines is revealed during the evaluation. If an email confirmation is received from the Regional
Director, print and attach the email confirmation to the original request form and place in the chapter’s file. If the website exists on a test
server, once approval is received from the Regional Director, it must be moved and launched on a production server.
page 32
Chapter
Orientation
Date
mm/dd/yyyy
mm/dd/yyyy
mm/dd/yyyy
Scheduled
Evaluation
Date
Name
Notification
Date
Regional
Technology
Chairman:
Region:
Reviewer 1
Reviewer 2
(optional)
Reviewer 3
Email Address
scheduled,
completed,
in-progress
Evaluation
Status
Today’s Date:
REGIONAL EVALUATION SCHEDULE AND PROGRESS REPORT
if yes,
include date
Yes or No
Final Report
Completed
and submitted
Yes or No
Re-evaluation
required
Primary Phone Number
To be completed by the
(due March 31st and June 30th)
WEBSITE EVALUATION FORM
Section I: GENERAL INFORMATION
To be completed by chapter
Region:
Orientation Date:
Chapter Name:
Chapter Mailing Address:
Basileus Name:
Email:
Website URL:
User ID:
Members Only Access
Password:
WEBMASTER CONTACT INFORMATION (internal or external)
Name:
Company (if external to Alpha Kappa Alpha)
Phone:
Email:
WEBSITE MAINTENANCE & PUBLISHING INFORMATION
Date website was originally published
How often are changes made to this website?
Who is responsible for reviewing changes
before they are published?
DOMAIN REGISTRATION & HOSTING INFOMATION
Website Alias (if any exist):
Domain Registration Information
Is your domain name registered? yes
Registration Agent Name:
no
If yes, please provide expiration date:
Company URL:
Contact:
Email:
Address:
Phone:
Domain Hosting Company (If different from registrar; otherwise skip to review)
Company Name:
Company URL:
Contact:
Email:
Address:
Phone:
Section II: REVIEW
Content, Format, Functionality, Public Content (to be completed by review team)
Region:
Evaluation Date:
Chapter Name:
Location:
ReqID
Is this a re-evaluation?
YES
NO
Meet
Expectations
Yes ~ No ~ N/A
ITEM
PUBLIC CONTENT MUST INCLUDE
ReqID-1
ReqID-2
ReqID-3
ReqID-4

Privacy Policy

Alpha Kappa Alpha Disclaimer


Webmaster contact information (including e-mail address) or person to direct technical concerns.
Chapter or region contact information [mailing address, phone number(s), fax number, email
address(es)]
Date of last update
Website map for linking
ReqID-5
ReqID-6
ReqID-7
ReqID-8
ReqID-9


ReqID-10





ReqID-11 

ReqID-12

ReqID-13

Statement of internet browsers for which the website is designed to operate effectively
Photographs and descriptions of chapter or regional activities, service projects and public events
Chapter history (chapter) or regional history (region)
Current chapter officers, former chapter basilei, charter members, current chairmen or
committees – Chapter
Current Regional Director, former regional directors, current regional leadership team or
committees - Region
Link to chapter’s foundation website (if applicable)
If applicable, site should link to the regional website [applies to chapters only]
o Forms
o Policies
o Publications
If applicable, site should link to the international website [applies chapter and regions]
o Forms
o Policies
o Publications
Chapter sites include calendar of upcoming events
Regional sites include calendar of upcoming events
Logo for current international administration (where applicable)
ReqID-14 
ReqID-15 
ReqID-16  Alpha Kappa Alpha Sorority, Inc. trademarks must be used correctly
ReqID-17  Current International Programs
page 35
ReqID
Meet
Expectations
Yes ~ No ~ N/A
ITEM
PUBLIC CONTENT MUST NOT INCLUDE
ReqID-18
ReqID-19
ReqID-20
ReqID-21
ReqID-22
ReqID-23
ReqID-24
ReqID-25
ReqID-26
ReqID-27
ReqID-28
ReqID-29
ReqID-30
ReqID-31
ReqID-32
ReqID-33
ReqID-34
ReqID-35
ReqID-36
ReqID-37
ReqID-38
ReqID-39
 Chapter and Regional sites should link to and not duplicate information owned by other sites
 Ritual ceremonies; neither narratives nor photography
 Proprietary and confidential Alpha Kappa Alpha Sorority, Inc. documents and information
 Membership Intake activities; neither narratives nor photography
 Photographs and descriptions of activities not authorized or condoned by Alpha Kappa Alpha
Sorority, Inc.
 Trademarked or patented graphics
 Any copyrighted material without permission. (must not use copyrighted material for which
appropriate permission has not been authorized)
 Alpha Kappa Alpha Sorority, Inc. Membership Intake Manual (graduate nor undergraduate,
complete nor excerpts)
 Alpha Kappa Alpha Sorority, Inc. Constitution and Bylaws or Manual of Standard Procedure
(complete nor excerpts)
 Downloadable copies of documents, forms and/or registration materials distributed by the
corporate office
 Chapter Bylaws (complete nor excerpts) – unless available via password protected access
 Budgets – unless available via password protected access
 Links to unauthorized and unsanctioned websites
 Any content that is contrary to or inconsistent with any official document of Alpha Kappa Alpha
 Spelling, grammar, or punctuation errors







Links to dead-end pages
Greek titles and references (i.e. Basileus, Tamiouchos, Boulé, etc.)
Out of date or incorrect information
Framing of another website’s contents
Endorsements of others’ websites, software or products in the text surrounding a link
Acronyms or simplified data formats (e.g. 01/15/08)
Inappropriate guestbook content

Registration of the Universal Resource Locator (URL) with the regional director or regional
designee.
MAINTENANCE
APPROVALS
ReqID-40

Generate and maintain a brief disaster recovery and backup plan for the website. The plan must
include: Chapter Name, Webmaster/Web Coordinator Name and contact information, hosting
company and account information.
FORMAT
 All downloadable documents in Adobe Acrobat format. Some exceptions may apply such as MS
ReqID-42
Excel files (e.g. email addresses).
FUNCTIONALITY
ReqID-41
ReqID-43  All links are active
ReqID-44  Secured access to “Members Only” pages. If applicable, these must also include log out button.
ReqID-45  Internal chapter or regional documents must restrict access to members (as applicable)
ReqID-46

Avoid browser specific designs. Website navigation and content display should work for common
browsers.
page 36
ReqID
(site the place(s) in the website
where the infraction exist)
Location
Comments and/or Recommendations
Detailed Issues List (to be completed by review team)
Section III: SUMMARY
Verified
(Initials/Date)
Re-evaluation
Resolved
(Yes/No)
Chapter/Region:
Soror:



Chapter/Region:
Soror:
Email:
Email:
Email:
Regional Director
Chapter Basileus and Graduate Advisor (if applicable)
Chairman of the International Technology Committee
Soror Markita J. Grant
Email to: [email protected]
Phone: 404-344-0415 - evening/home EST
SEND COPIES OF THE EVALUATION FORM TO THE FOLLOWING RECIPIENTS:
Chapter/Region:
Phone:
Phone:
Phone:
Due date for updates of infraction(s):__________________________________
(if not applicable, please indicate N/A)
RE-EVALUATION
Is a re-evaluation needed?  YES
 NO
REVIEWER(S) INFORMATION [MEMBER(S) OF REVIEW TEAM]
__________________________________
__________________________________
__________________________________
Soror:
Date forwarded to chapter:
Date forwarded to Regional Director:
Initials of mailer:
SUMMARY OF MEET EXPECTATIONS
Number of YES Marks _________ Number of NO Marks _________
A website must be 100% compliant. Otherwise, a re-evaluation is warranted.
100% compliance denotes all yes marks (zero no marks).
OVERALL ASSESSEMENT
Section IV: TO BE COMPLETED BY THE REVEW TEAM
INTERNATIONAL TECHNOLOGY COMMITTEE
Soror Markita J. Grant, Chairman
Nu Lambda Omega – South Atlantic Region
2031 Dodson Dr., SW • Atlanta, GA 30311-4446
Telephone No.: 404-344-0415
[email protected]
Soror Theresa M. House, Co-Chairman
Tau Pi Omega – South Atlantic Region
1568 Harbour Oaks Rd. • Tucker, GA 30084
[email protected]
North Atlantic
Soror Anjelious Farmer
Theta Omega Omega
813 Floral Pl., NW
Washington, D.C. 20012
[email protected]
Central
Soror Tony Branch
Chi Alpha Omega
3661 Wintergreen Terrace
Algonquin, IL 60102
[email protected]
South Atlantic
Soror Erika R. Pierre
Tau Pi Omega
3436 Eagle Rise
Lithonia, GA 30038
[email protected]
Far Western
Soror Tina Pompey
General Member
11500 Tennessee Ave, Unit 115
Los Angeles, CA 90064
[email protected]
South Atlantic
Soror Venita M. Stewart
Pi Alpha Omega
3980 Medlock Park Dr.
Snellville, GA 30039
[email protected]
Far Western
Soror Sharon Valear Robinson
Theta Alpha Omega
2168 Ridgeview Terrace Dr.
Signal Hill, CA 90755
[email protected]
South Central
Soror Yvette E. Mitchell
Mu Kappa Omega
2916 Nottingham Ln.
Missouri City, TX 77459
[email protected]
Resource - South Atlantic
Soror Kimberly McCants
Gamma Theta Omega
5930 Wedgefield Dr.
Zephyrhills, FL 33541
[email protected]
Corporate Office
5656 S. Stony Island Avenue
Chicago, IL 60637
(773) 684-1282
www.aka1908.com
page 40

Guidelines for Alpha Kappa Alpha Web Presence

Transcription

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