Upload
vanhuong
View
245
Download
2
Embed Size (px)
Citation preview
Alpha Kappa Alpha Sorority, Incorporated | International Technology Committee |Guidelines for Alpha Kappa Alpha Websites
Revised: September 2014
Website Design, Registration & Approval and Maintenance
SOROR DOROTHY BUCKHANAN WILSON
Supreme Basileus
GUIDELINES FOR
ALPHA KAPPA ALPHA
WEBSITES
INTERNATIONAL TECHNOLOGY COMMITTEE
Soror Theresa M. House, Chairman
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 1
Table of Contents
1 International Directorate Members...................................................................................................... 2
2 INTRODUCTION ..................................................................................................................................... 0
3 PLANNING A WEBSITE: Considerations and Options ............................................................................ 1
3.1 CONTENT ....................................................................................................................................... 1
3.1.1 Copyrights, Trademarks, Privacy and Other Legal Issues ..................................................... 3
3.1.2 Linking to Existing Content .................................................................................................... 5
3.1.3 Regional Website Content .................................................................................................... 6
3.2 PRESENTATION .............................................................................................................................. 6
4 DESIGNING FOR EXCELLENCE: Tips, Tools, Techniques ........................................................................ 6
4.1 Usability ........................................................................................................................................ 7
4.2 Browser Compatibility .................................................................................................................. 9
4.3 Tags ............................................................................................................................................... 9
4.4 Links ............................................................................................................................................ 10
5 REGISTRATION AND APPROVAL .......................................................................................................... 10
5.1.1 Adding a Hyperlink to a Chapter or Region Website to the International Website ........... 11
6 WEBSITE MAINTENANCE .................................................................................................................... 11
6.1 NETIQUETTE ................................................................................................................................ 11
7 PROTECTING WEB CONTENT: Security Tips ........................................................................................ 12
7.1 Limit Server Access ..................................................................................................................... 12
7.2 Back Up Frequently ..................................................................................................................... 13
7.3 Monitor Internet Service Providers (ISP) Hosting Sorority Content ........................................... 13
7.4 Monitor Server Activity ............................................................................................................... 13
7.5 Safeguard Internet Connections ................................................................................................. 14
8 FAQs .................................................................................................................................................... 14
9 APPENDIX A ......................................................................................................................................... 17
10 APPENDIX B ......................................................................................................................................... 18
11 APPENDIX C ......................................................................................................................................... 20
11.1 Privacy Policy............................................................................................................................... 20
11.2 Collecting Personally Identifiable Information ........................................................................... 20
11.3 Links to Other Websites .............................................................................................................. 20
11.4 Your Consent ............................................................................................................................... 20
11.5 Disclaimers .................................................................................................................................. 20
12 APPENDIX D ......................................................................................................................................... 22
12.1 Sample Media Release Form for Minor ...................................................................................... 22
13 APPENDIX E ......................................................................................................................................... 23
13.1 Sample Media Release Agreement for an Adult ......................................................................... 23
14 INTERNATIONAL TECHNOLOGY COMMITTEE ..................................................................................... 24
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 2
1 International Directorate Members
Alpha Kappa Alpha Sorority, Incorporated DIRECTORATE
2014 - 2016
SOROR DOROTHY BUCKHANAN WILSON
Supreme Basileus
SOROR GLENDA BASKIN GLOVER
First Supreme Anti-Basileus
SOROR AUTUMN KYLES Second Supreme Anti-Basileus
SOROR CHARLETTA WILSON JACKS
Supreme Grammateus
SOROR DANETTE ANTHONY REED Supreme Tamiouchos
SOROR MARTHA L. PERINE BEARD
Supreme Parliamentarian
SOROR ANNALISE ANISE Undergraduate Member at Large
SOROR KARRIE S. HARGRAVE
Undergraduate Member at Large
SOROR MEREDITH L. HENDERSON North Atlantic Regional Director
SOROR JOYCE HENDERSON
Mid-Atlantic Regional Director
SOROR SHARON BROWN HARRIOTT South Atlantic Regional Director
SOROR TONI S. KENDRICK Great Lakes Regional Director
SOROR MARY F. CONNER
South Eastern Regional Director
SOROR CHELLE LUPER WILSON South Central Regional Director
SOROR KATHY A. WALKER STEELE
Central Regional Director
SOROR JAN CARPENTER-BAKER Mid-Western Regional Director
SOROR BARBARA DENSON TROTTER
Far Western Regional Director
SOROR GIZETTE THOMAS International Regional Director
Alpha Kappa Alpha Sorority, Incorporated | International Technology Committee |Guidelines for Alpha Kappa Alpha Websites
Revised: September 2014
2 INTRODUCTION
As the proliferation of internet websites continues, Alpha Kappa Alpha Sorority,
Incorporated considers it appropriate to periodically review and update guidelines for
chapter, regional and international Alpha Kappa Alpha Sorority, Incorporated websites.
The Alpha Kappa Alpha Sorority Incorporated International Technology Committee, in
conjunction with the International Communications Committee and the Corporate Office
Information Technology Department, continues to coordinate 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, Incorporated programs and activities.
This document is intended to serve as a resource for regions and chapters as they design,
prepare, register, and maintain regional and chapter websites.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 1
3 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, Incorporated 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:
• Provide credible, original content in as many forms as possible;
• Provide valuable, timely information to users; and,
• Be interactive and well organized.
3.1 CONTENT
Alpha Kappa Alpha Sorority, Incorporated’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, Incorporated’s members
and constituents.
Kurrent: Some material may be of long-term interest, but other material may quickly become
obsolete. 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. Obsolete 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.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 2
Web pages may include:
• Photographs and/or videos and descriptions of international/region/chapter activities,
service projects and public events
• Regional/chapter history
• 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 (use caution if incorporating personal information)
• Coat of Arms (Sorority Crest)
• Current Administration’s Seal, 2014-2018
• 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
• Browser preference
• Link to the home page
• Current international programs
• Privacy policy
• Disclaimer
Web pages may NOT include:
• Any copyrighted material without permission
• Ritual ceremonies - neither narratives nor photography. Including Membership Intake
Activities
• Proprietary and confidential Alpha Kappa Alpha Sorority, Incorporated 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, Incorporated 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)
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 3
• 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
In addition, web pages may not include any matter that is contrary to or inconsistent with Alpha
Kappa Alpha Sorority, Incorporated’s Constitution and Bylaws, Manual of Standard Procedure, or
current operational documents.
3.1.1 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
http://www.aka1908.com/news-events/brand-and-logo-usage, General Guidelines for Using
the Sorority’s Official Emblem and Administration Seals in the document archives section in
the members’ only section of the international website.
• A privacy policy should be posted to the website and reviewed periodically, see APPENDIX B
SUMMARY OF WEBSITE APPROVAL AND REGISTRATION RESPONSIBILITY
Website Type Approving
Authority
Registration
Recipient
Checklist Items
Undergraduate Graduate
Advisor
Regional
Director
Regional
Technology
Chairman
• Chapter Name and Location
• Basileus Name
• Webmaster 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)
Graduate Basileus Regional
Director
Regional
Technology
Chairman
• Chapter Name and Location
• Basileus Name
• Webmaster Name, Phone #,
Email Address
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 4
• 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)
Region Regional
Director
Regional
Director • Region’s Name
• Regional Director’s Name
• Webmaster 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)
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 5
• APPENDIX 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].”
• A person’s photograph should not be placed on the website without his or her express
written consent. Please see APPENDIX D and APPENDIX for sample media releases.
3.1.2 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.
• 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 (public) corporate office forms and cite reference to
Members Only site for (internal) 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.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 6
• 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.
3.1.3 Regional Website Content
Regional websites should present content of interest to the region and chapters in the region:
• 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
3.2 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.
• 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, Incorporated 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, Incorporated (www.aka1908.com) home page. See “Designing for
Excellence: Tips, Tools, and Techniques.”
4 DESIGNING FOR EXCELLENCE: Tips, Tools, Techniques
In order to maintain high and consistent standards for Alpha Kappa Alpha Sorority, Incorporated
public websites, the following design strategies should be utilized. Generally, web development
should be consistent with Alpha Kappa Alpha Sorority, Incorporated standards and guidelines,
recognizing that public websites might adopt new technologies well in advance of Alpha Kappa
Alpha Sorority, Incorporated’s use of the web for transactional purposes. Sharing of information
and expertise is important to enable Alpha Kappa Alpha Sorority, Incorporated information
technology professionals to maintain a broad awareness of usage practices.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 7
4.1 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.
10. Do not allow dead-end pages (each page must include at least one link to another page
in a site).
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,
Incorporated source for content questions
Providing for the needs of users should be a goal of each site:
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 8
1. Do not expect users to conform to a specific version or type of browser, but consider stating
the minimum browser (or preferred browser) 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,
Android, Windows, iOS, 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 negotiated and reviewed annually in order to
maintain current with technological advances. The chapter or region should negotiate to
receive the website files on a CD, online accessible or some other secured 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, Incorporated 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
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.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 9
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]
4.2 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
4.3 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, Incorporated site.
1. Write a concise and informative paragraph describing the site and make it easily accessible
to users
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
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 10
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
4.4 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,
Incorporated 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, Incorporated 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 rather text links
10. Provide short descriptions of linked information to tell users of the content being linked
5 REGISTRATION AND APPROVAL The Basileus or her designee approves and is responsible for the website in graduate chapters. The
graduate advisor approves and is responsible for the website in the undergraduate 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, Incorporated 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:
• Chapter Name and Location (City, State and School – applicable)
• Basileus’ Name and Graduate Advisor’s Name (undergraduate chapter only)
• Webmaster Name
• Webmaster Phone Number
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 11
• Webmaster 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.
5.1.1 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.
6 WEBSITE MAINTENANCE
Quality control of any Alpha Kappa Alpha Sorority, Incorporated 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, Incorporated. 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.
• 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)
6.1 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
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:
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 12
• 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, Incorporated 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, Incorporated 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.
7 PROTECTING WEB CONTENT: Security Tips While information on the Alpha Kappa Alpha Sorority, Incorporated 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,
Incorporated’s public reputation and integrity. The following guidelines support this objective.
7.1 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:
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 13
1. Control access to the web server using log-ins
2. Password-protect the web server from unauthorized use
3. Keep a record of the passwords in a secure location
4. Limit the number of administrator who knows the web server passwords
5. Change passwords frequently
6. Don't use dictionary-based words for passwords
7. Include at least one number, punctuation mark, and/or cap letter in a password
8. Use password-protected screen savers
9. Always log-off from the web server when leaving the server to enable password protection
7.2 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 or other secured accessible online media
c. Request that an on-demand back-up be created after major structural or content
changes to the site
7.3 Monitor Internet Service Providers (ISP) Hosting Sorority Content
Maintain the security and integrity of Alpha Kappa Alpha Sorority, Incorporated data on outside
servers:
1. Encrypt all passwords on a secure server
2. Password-protect web server and ftp access or other online accessible sites
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
7.4 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
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 14
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
7.5 Safeguard Internet Connections
Safeguard Alpha Kappa Alpha Sorority, Incorporated 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, Incorporated 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
8 FAQs
{Frequently Asked Questions}
1. Who is responsible for the appropriateness of the content of Alpha Kappa Alpha Sorority,
Incorporated websites?
ANSWER: The graduate advisor approves and is responsible for the website in the
undergraduate chapter. The Basileus is responsible for the website in graduate chapters. In
the regions, the regional director approves and is responsible for the website. The Supreme
Basileus of Alpha Kappa Alpha Sorority, Incorporated approves and is responsible for the
international website, www.aka1908.com.
2. Are Alpha Kappa Alpha Sorority, Incorporated websites allowed to provide information on job
openings?
ANSWER: Yes. Sites may 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 Alpha Kappa Alpha Sorority, Incorporated chapters and regions do to
minimize costs and duplication of effort?
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 15
ANSWER: Chapters and regions 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.
Regional Technology Committees are urged to collaborate on resources within and among
both regions and chapters. The International Technology Committee is available for
consultation for regions. Chapters are encouraged to contact their regional technology
committees for assistance and/or guidance as needed. Website developers should
communicate among themselves regarding new developments on their sites
4. What guidelines specific to each Alpha Kappa Alpha Sorority, Incorporated chapters are needed?
ANSWER: Chapters and regions should each develop its own documented guidelines and
procedures to ensure website quality. These should be tailored to the needs and structure of
each group. At a minimum, guidelines should address:
• Publishing new content: Before any new material is deployed on a public website, it
should go through a review process to ensure that it has good content and presentation.
o Approving new and updated content for posting
o Ensuring accuracy of content
• Updating content: Keeping content current, including the establishment of a schedule
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, and each regional director,
should take ultimate responsibility for their respective websites, and designate
responsibility for content management
o The Webmaster should obtain approval for new and updated content before it is
published on the website. Annually, the approval processes should be reviewed
(and renewed as appropriate) to ensure accuracy in response to any changes
o Content that does not have clear ownership should become the responsibility of
the Webmaster. The Webmaster should inform content providers of quality
expectations and design issues related to the website
o The Webmaster should monitor submissions to ensure content meets quality
measures and meets Alpha Kappa Alpha Sorority, Incorporated standards. If the
content fails to meet Alpha Kappa Alpha Sorority, Incorporated standards, the
Web Coordinator or Webmaster should work with the content providers to
generate content that is suitable before it is posted.
5. How do I decide what is appropriate for publishing?
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 16
ANSWER: If the material has been reviewed for print by the graduate advisor, Basileus, or
Regional Director, then it is probably suitable for the web.
6. How long material should 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 available online in Members Only section provided by the International
Archives and Standards Committees on retention periods for archival purpose.
7. 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. A note should be posted that music is being
played on the site in case the site visitor is accessing from an area that may be noise restrictive
(i.e. library). There should be a courtesy button to allow the site visitor to turn off the music, if
so desired.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 17
9 APPENDIX A
2014-2018 Website Official Pantone Colors
Websites must use the sorority’s official colors, salmon pink and apple green. Web designers may
perform a color test of other shades of salmon pink and apple green complements the website.
Pantones:
Main pink: F3B0B1
Main green: A8DA61
Salmon Pink Apple Green
FF9999 66CC33
FFCCCC 66CC33
FF6666 66CC00
009900
00CC00
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 18
10 APPENDIX B
SUMMARY OF WEBSITE APPROVAL AND REGISTRATION RESPONSIBILITY
Website Type Approving
Authority
Registration
Recipient
Checklist Items
Undergraduate Graduate Advisor Regional Director
Regional Technology
Chairman
• Chapter Name and
Location
• Basileus Name
• Webmaster 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)
Graduate Basileus Regional Director
Regional Technology
Chairman
• Chapter Name and
Location
• Basileus Name
• Webmaster 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
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 19
on the social media
network)
Region Regional Director Regional Director • Region’s Name
• Regional Director’s
Name
• Webmaster 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)
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 20
11 APPENDIX C
SAMPLE PRIVACY POLICY WITH SAMPLE DISCLAIMERS
11.1 Privacy Policy
The XXX Chapter of Alpha Kappa Alpha Sorority, Incorporated 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. 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, e-mail address and/or telephone number. We may use this
information to respond to your requests, or to contact you 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, Incorporated, 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.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 21
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.
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.
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 22
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____________
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 23
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 ________________
Alpha Kappa Alpha Sorority, Incorporated. | International Technology Committee | Website Guidelines | Revised: September 2014
Page 24
14 INTERNATIONAL TECHNOLOGY COMMITTEE
To contact the International Technology Committee, please email
Soror Theresa M. House, Chairman
Tau Pi Omega
South Atlantic Region
Soror Towanda Davila Davis
Chi Upsilon Omega
South Atlantic
Soror Anjelious Farmer
Theta Omega Omega
North Atlantic
Soror Gwendolyn Kimble
Delta Lambda Omega
South Central
Soror Wendye Mingo
Lambda Pi Omega
Great Lakes
Soror Elizabeth Nolley Tillman
Nu Xi Omega
North Atlantic
Soror Shaliah Thierry
Tau Omega
North Atlantic
Soror Tasha Tyler Roberts
Alpha Eta Omega
Central
Soror Jamela Wintons
Alpha Lambda Omega
Mid Atlantic