final- guidelines for alpha kappa alpha … kappa alpha sorority, incorporated | international...

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

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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


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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.


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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.


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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)


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• 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


Email Address


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Region Regional

Director

Regional

Director • Region’s Name

• Regional Director’s Name


Email Address










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• 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.


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• 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.


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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:


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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.


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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


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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


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• Webmaster e-mail address

• Domain Registrar

• Date of Registration


• 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:


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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, 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:


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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


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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?


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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?


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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.


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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


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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



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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


on the social media

network)


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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.


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.


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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____________


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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 ________________


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14 INTERNATIONAL TECHNOLOGY COMMITTEE

To contact the International Technology Committee, please email

[email protected]

Soror Theresa M. House, Chairman

Tau Pi Omega

South Atlantic Region

[email protected]

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

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