Every IEEE digital site manager who creates or maintains an IEEE site assumes personal responsibility for its accuracy, professionalism, and quality.
Review the sections on this page to learn about other site manager responsibilities.
IEEE webmasters and site managers must continuously assure that their respective digital sites:
IEEE site managers are asked to initiate communication with the IEEE Digital Innovations team at several key stages of their digital projects. The Digital Innovations team may be able to provide recommendations and tools, and will archive your materials in a repository of IEEE digital presence work.
The stages are as follows.
At this stage, include the following details:
Scope changes may include modifications (reductions or expansions) to the planned budget, schedule, or requirements and deliverables for a given project.
Stand-alone registration/account processes expose IEEE to regulation compliance risk and hence all IEEE site managers allowing or planning to allow authentication on their site with an IEEE Account must use the IEEE security suite.
All IEEE site managers planning or using site authentication must work with the IEEE Security team to explore the feasibility of using the enterprise single- sign-on service. This process should be initiated by contacting Digital Innovations, who can submit the request via the HP Project and Portfolio Management (PPM) system on your behalf.
The information below applies to new sites, redesign or major feature releases, and migrations into a new content management system (CMS). All site launches must follow the requirements below (order may vary).
When decommissioning a site, the following requirements must be met:
All IEEE groups engaging external partners in their digital projects are responsible for educating the partner/vendor on IEEE digital requirements. Additionally, the master services agreement, which must be signed by all external partners working with IEEE, must include the statement below.
All IEEE-branded, end-user facing materials (including, but not limited to, digital sites, print collateral, and promotional items such as pens and shirts) for IEEE publications, products, services, conferences, and the like must adhere to the guidelines established in the IEEE Visual Identity Guidelines (PDF, 5 MB). Additionally, all IEEE digital properties must comply with the IEEE Digital Style Guide. These guidelines were created to present a stronger, more consistent, unified visual presentation of the IEEE brand.
It is critical that proper conduct with end users be maintained in order to protect the privacy and interests of study participants and to protect IEEE from risk. In general, the following guidelines should be followed:
All IEEE sites must be regularly monitored and maintained to make sure they are still effectively meeting their goals, reflecting IEEE quality standards, and adhering to IEEE guidelines. When issues are identified, they must be responded to in a timely manner.
The following methods should be used (as applicable) to monitor site performance and usability.
- Search analytics: SEO or search term monitoring as well as content/IA optimization (highly recommended)
- Other: satisfaction surveys, user feedback, etc. (as appropriate)
- Content and information architecture: should be periodically evaluated and updated for accuracy and relevance
- Other: User feedback forms, call center reporting, etc. (as appropriate)
The Digital Innovations Team can help you decide how to implement the appropriate methods for your site and can conduct a site review to evaluate IEEE guideline compliance.
Information produced via ongoing monitoring methods should be periodically analyzed, while findings obtained via a one-time study should be analyzed as soon as the study is completed.
Other reporting (as applicable)
Before launch, any IEEE site or section of IEEE.org must be evaluated for usability.
A site review is required at the wireframe, design comp, and beta site stages. If user testing is necessary, the Digital Innovations team will work with the site manager.
Usability will be evaluated through the content quality assurance process. If additional user testing is needed, the Digital Innovations team will assess on a case-by-case basis.
This requirement applies to all new sites and any site or section that has been significantly redesigned, that is, with:
The usability evaluation may done in one of three ways:
Vendors who are part of the design and development team should not conduct the review. IEEE employees or volunteers may be test participants, but usually will not count towards the testing requirement.
Site managers or IEEE.org contributors must demonstrate that the findings of the evaluation were addressed. Any critical issues must be addressed within six months, or in a time agreed on with the IEEE Digital Innovations team.