IEEE Web Site Manager Responsibilities / Site Administration

IEEE Webmasters and site managers shall continuously assure that their respective Web 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.

IEEE site managers are asked to initiate communication with the IEEE Digital Innovations team at several key stages of their Web projects. The Digital Innovations team may be able to provide recommendations and tools, and will archive your materials in a repository of IEEE Web presence work.

The stages are as follows.

Expand All | Collapse All 1. As soon as a Web project has been conceived 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 Web project needs/plans for internal and external partnership/vendors project budget and human resources (project team) 2. When major scope changes are planned Scope changes may include modifications (reductions or expansions) to the planned budget, schedule, or requirements and deliverables for a given project. 3. Any other milestones throughout the 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

In addition to the requirement to include the IEEE Privacy Policy, Terms & Conditions, and Non-Discrimination Policy in site footers, all IEEE sites and Web 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.

Review the IEEE privacy policy

Learn more about the IEEE privacy policy through the FAQ section of the IEEE Support Center

Additional questions related to the privacy policy should be e-mailed to privacy@ieee.org

• 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.

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)
     - IEEE Domain Naming Guidelines (IEEE employee or volunteer sign in required)

2. Pre-launch testing and quality assurance
•   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)

3. Digital Innovations Team approval
     - Contact the Digital Innovations Team

4. Update / add links or references related to the new site
5. Communications strategy implementation
•   Stakeholders (IEEE employees and volunteers)
•   Users (as appropriate)

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)
   

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

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

Salary equity
IEEE Human Resources will maintain salary equity.  

Job description requirements
Jobs where 20% or more of job responsibilities are Web-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.

All IEEE groups engaging external partners in their Web projects are responsible for educating the partner/vendor on IEEE Web 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, Web 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 Web properties must comply with the IEEE Web Style Guide (this document).  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:

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

Download Usability Testing Guidelines for full requirements, sample receipt, and consent form

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.