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Home  >  About IEEE  >  Digital Publishers Toolkit  >  Style Guide

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.

 

Role of Digital master/manager

IEEE Webmasters and site managers shall continuously assure that their respective digital sites:

  • are consistent with the IEEE mission and are used strictly for IEEE related purposes;
  • uphold optimum user experience as the core criterion for design, content, and related site decisions;
  • comply with the guidelines established in this document and related IEEE policy;
  • follow ownership rights of intellectual property;
  • are developed and managed with a responsible use of resources;
  • protect confidential and copyrighted information and materials;
  • do not link to sites that are not complementary to the IEEE mission;
  • are reviewed periodically to ensure the information contained in them is accurate and up to date.
 
 

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Communication with the Digital Innovations Team

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:

  • project overview/purpose
  • planned execution/deliverables
  • project lead (individual contact and sponsoring groups)
  • desired inception and deployment dates for digital project
  • needs/plans for internal and external partnership/vendors
  • project budget and human resources (project team)

Scope changes may include modifications (reductions or expansions) to the planned budget, schedule, or requirements and deliverables for a given project.

 

  • before conducting user research, testing, or expert review

  • after conducting user research, testing, or expert review (when findings are available)

  • at key design/development milestones
          -  the wireframe stage
          -  after visual design (prior to development)
          -  prior to site launch

 
 

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Policy adherence

In addition to the requirement to include the IEEE Privacy Policy, Terms & Conditions, and Non-Discrimination Policy in site footers, all IEEE sites and digital teams are required to adhere to the practices specified within the policies.

Sites may not have a unique privacy policy unless it is more restrictive than the IEEE privacy policy. In these instances, permission for an exception must be approved by the IEEE Privacy Officer.

 
 

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Authentication/single-sign-on

  • All IEEE site managers or employees that currently do or plan to collect or leverage existing customer or member data in any way must be set up to authenticate through an IEEE Account.
  • 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 via an IT work request opened by an IEEE employee. Stand-alone registration/account processes expose IEEE to regulation compliance risk.

 
 

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Launching new sites or updates

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)

  1. Domain registration and naming compliance (where applicable)
  2.      - IEEE Domain Naming Guidelines (IEEE employee or volunteer sign in required)
  3. Pre-launch testing and quality assurance
  4. •   QA testing:  certify readiness with code / unit testing and content quality assurance
    •   Browser testing:   for compliance with IEEE Browser Strategy (IEEE employee or volunteer sign in required)
    •   Device compatibility:  desktop, laptop, tablet (e.g., iPad, Kindle Fire), mobile (e.g., iPhone, Blackberry, Android)
  5. Digital Innovations Team approval
  6.      - Contact the Digital Innovations Team
  7. Update / add links or references related to the new site
  8. Communications strategy implementation
  9. •   Stakeholders (IEEE employees and volunteers)
    •   Users (as appropriate)
 
 

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Decommissioning or migrating a site

When decommissioning a site, the following requirements must be met.

  • Redirects set up to direct users to relevant content including domain updates
  • Archival of old content for future reference (as appropriate)
  • Update/add links or references related to the site
  • Communication to stakeholders (IEEE employees and volunteers) and users (as appropriate)
     
 
 

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Hiring/managing digital employees

This section is primarily applicable to IEEE employees, but may contain useful information for all site managers overseeing a digital team.
 

Communication related to hiring for digital-related functions
All employee hiring managers planning to post positions for digital-related functions should notify the Digital Innovations Team. “Digital-related function” refers to any position that has direct impact on the IEEE digital presence.  This may include, but is not limited to, the following job titles.

- Interaction designer - Webmaster, Digital manager, or Digital project manager
- Content editor or digital editor - Digital analyst
- Digital administrator - Usability specialist


Salary equity
IEEE Human Resources will maintain salary equity.  


Job description requirements
Jobs where 20% or more of job responsibilities are digital-related should be reviewed by the Digital Innovations Team. New and existing job descriptions should be updated to include the requirements below. Other requirements may be relevant, depending on the position focus. Contact the Digital Innovations Team for guidance.

  • basic understanding of and ability to adhere to digital usability and accessibility standards and best practices as well as organizational guidelines and processes;
  • proficiency in writing, editing, and grammar rules, as well as digital writing best practices (content contribution roles);
  • commitment to optimizing the user experience during all phases of the digital publishing process, leveraging internal or external resources to supplement personal skill-set when necessary;
  • strong detail orientation, and attention to quality, accuracy, and consistency.
  • Proficiency with relevant content management tools (content contribution roles);
  • Understanding of and adherence to IEEE digital style and requirements.
 
 

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Partnering with external vendors

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. Additionally, all IEEE digital properties must comply with the IEEE Digital Style Guide (this document). These guidelines were created to present a stronger, more consistent, unified visual presentation of the IEEE brand.

 
 

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Ethical practices for working with users

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:

  • be honest, fair, and maintain integrity;
  • respect confidentiality, privacy and anonymity;
  • follow proper processes and guidelines when providing honorariums and benefits for participation.
 
 

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Ongoing site monitoring

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.

  •   Quantitative methods
  •     -  Analytics: performance and traffic monitoring (required)
        -  Search analytics: SEO or search term monitoring as well as content/IA optimization (desirable)
        -  Other: satisfaction surveys, user feedback, etc. (as appropriate)
  •   Qualitative methods
  •     -  Usability evaluation: testing with site users or expert review (every 2 years minimum for flagship sites; every 5 years minimum for other sites)
        -  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 Web 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.

Changes should be made, as appropriate, based on the analysis.  Changes should be evaluated for usability prior to implementation, and the ongoing impact should be monitored.

Monitoring of sites should be supported by periodic reporting to the Web Team of the following data (after it has been analyzed and refined as necessary)

Web statistics

  • Frequency/reporting period:
    - quarterly for flagship sites (include monthly data for past 3 months)
    - annually for other sites (include monthly data for past 12 months)
  • Types of reports:
    - number of visits
    - number of new vs. returning visitors
    - referral sources (from IEEE and non-IEEE sites)
    - top 50 site search terms (if applicable)

Other reporting (as applicable)

  • conversions (based on site goals or user tasks)
  • other quantitative and qualitative studies: satisfaction surveys, usability evaluations
 
 

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