Chapter Web Site Development

Chapter Web Site Development

Copyright © 2008 | Stephanie L. Webb Facilitator Guide Page 1 of 10

Learning Objectives

Participants will ...

1. Analyze primary, secondary, and tertiary audiences and their importance. 2. Identify information that a chapter web site should contain and avoid. 3. Evaluate aesthetic appeal, and distinguish between the good and the bad of web design. 4. Learn tools of the trade for web site creation. 5. Discover techniques to make a web site more “searchable” online.

Materials Checklist

Participant Handouts 3x5 Index Cards Pens/Pencils Flip Chart Markers PowerPoint Presentation (for full 50‐minute/1‐hour sessions)

Laptop Projector and Screen



Session Timeline

5 Minutes Introduction/Program Overview

Pass out two index cards for each person in the room. Explain that one of the index cards will be used to provide feedback and suggestions for the session; the other index card will be used as a networking tool as an equivalent to a business card.

Introduce yourself (if you have not already done so). Include information about your professional and fraternity experience and your current role as a Volunteer Leader for Delta Sigma Pi (if applicable). 1

Topics Discussed During Session:

• Analyzing the Audience (Handout, pg. 1) • What information should or should not go on a chapter web site? (Handout, pg. 2) • What is “aesthetic appeal?” The Good, The Bad, and The Ugly (PowerPoint Presentation;

Handout, pg. 3‐5) • Helpful Hints, Tips, and Tricks to Create a Fast and Effective Web Site (PowerPoint

Presentation; Handout, pg. 6‐7) • How do people know your web site exists? (Handout pg. 8)

5 Minutes Participation Activity

Have the attendees turn to the first page of their participant handout (Analyzing the Audience). Ask the attendees to jot down a couple of quick ideas of who should fall within their audience chart. After 2 minutes, ask for volunteer answers. Make sure that the following are mentioned in each category (and explain why if needed).

Primary/Target:

• Business Students (or other qualifying potentials) at your University • Pledges

Secondary:

• Alumni members (from your chapter or local area) • School officials (may be within primary audience if they need approval to post)

Tertiary:

• Other Deltasig members



Once the group has come up with at least 2 examples for each column, you should begin explaining why this exercise is important.2

• Understand the language style, format, vocabulary, background, etc. • Ability to change words, format, graphics, and images to appeal to specific audiences

10 Minutes Participation Activity

Have the attendees turn to the second page of their participant handout (What information should or should not go on a chapter web site?). Ask for a volunteer to write on the flip chart using the markers. Once you have a volunteer, ask them to split the page into two columns, the first labeled “Include” and the second “Do NOT Include.” Have the audience give examples, but the key points below should be included.

Include:

• Pictures o Brothers o Events (Community Service, Professional, Fundraising, Social)

• Events Calendar o Community Service, Professional, Fundraising, Social, and other authorized

Fraternity activities (LEAD Schools, Provincial Conferences, Grand Chapter) • History

o Important information such as the founding dates of the Fraternity and Chapter • News

o Academic/Scholastic Achievements o College Achievements o Athletic Accomplishments o Brother of the Week/Month and Collegian of the Year Nominee

• Contact Information o Email Address(es) – Officer Contacts o Chapter/School Address for mail o Central Office Information

• Links – make sure to check often for broken links o Regional or Provincial Web site o National Web site o University/College Web site o Merchandise (chapter or Fraternity) o Alumni Chapter Web site(s) o Community Service Projects (Red Cross, Ronald McDonald House, etc.)



Do NOT include:

• Pictures o Brothers that appear disoriented (drunk or on drugs) o Events that show alcoholic beverages or illegal substances3

• Events Calendar o Should not have additional information that violates the Risk Management

policy, such as an open invitation to a friend’s party. • History

o Do not include any information that will violate our ritual • News

o Avoid “negative” press o Leave out any personal information that does not directly relate to the

betterment of the Fraternity, Chapter, or members • Contact Information

o Phone Numbers (may be included on a chapter‐distributed document, but not recommended for a web site unless password protected)

• Links o Pornography o Facebook, MySpace, Bebo o Search Engines Google, Yahoo!, Ask

20 Minutes Lecture/Presentation

Have the attendees pay attention to the PowerPoint presentation and follow along in their handouts from pages 3‐7 (1. What is aesthetic appeal? The Good, The Bad, and The Ugly; 2. Helpful Hints, Tips, and Tricks to Create a Fast Effective Web Site).

Slide 1: Title Slide

Slide 2: Overview

• Aesthetic Appeal o Definition of aesthetics o Why is it important?

• The Good, The Bad, The Ugly o Examples

• Creating a Fast and Effective Web Site o Helpful Hints (software, web space, etc.) o Tricks of the Trade (easy to use templates) o Tips to Think About



Slide 3: Aesthetic Appeal

• Definition4: o 1. a: of, relating to, or dealing with aesthetics or the beautiful <aesthetic

theories> o 1. b: artistic <a work of aesthetic value> o 1. c: pleasing in appearance : attractive <easy‐to‐use keyboards, clear graphics,

and other ergonomic and aesthetic features – Mark Mehler>

o 2: appreciative of, responsive to, or zealous about the beautiful; also : responsive to or appreciative of what is pleasurable to the sense

Slide 4: Aesthetic Appeal

• Why is it important?5 o Appears to be more organized o Easier to understand/read o Increases motivation to come back (credibility)

Slide 5: Overview






Slide 6: The Good

http://www.americanexpress.com

Slide 7: The Bad

http://everlucenthometheater.com/



Slide 8: The Ugly

http://members.tripod.com/fuzzymartian/

Slide 9: Overview




Slide 10: Creating a Web Site

• Helpful Hints o Web Space (Domain and Storage)

University Web Management Go Daddy.com Host Monster.com

o Software and Online Applications Dreamweaver Frontpage iWeb (Mac‐specific) Geocities




• Tables are your friends if you do not know more complex web structures! o This may also help if someone takes over who is less familiar with design

structures (HTML, CSS) • Templates are great for getting started!

o Do not rely on them alone! Make it your own! • You can create preset photo albums quickly in Photoshop!

o File > Automate > Web Photo Gallery... • Stay current with web terminology, software, and processes!


• Keep the web site current and up to date • Make it consistent with any policies or bylaws

o May want to have a section available to download most current release • Keep it professional

o Remember, we are a PROFESSIONAL fraternity • Keep it consistent

o Create style guides if necessary to document how things flow (ex: “web site” or “website;” “email” or “e‐mail”)

• Share passwords o Not with everyone, but make sure that more than one person has this

information

Slide 13: Review






Slide 14: What’s wrong?

Slide 15: What do you think?

Slide 16: Black Slide

This is the last slide of the presentation. It is the same as the introduction slide so it will not distract from the following discussion on making your website more viewable online.



5 Minutes Lecture/Discussion

Have the attendees turn to the eighth page of their participant handout (How do people know your web site exists?).

It’s all about marketing!!

• National Website (email central office: [email protected]) • Tell your alumni (from your school and nearby chapters) • Have your University link it on their website • For advanced users, add meta tags to your homepage for search engine optimization

Ask for additional ideas and encourage outside the box thinking.

• Posters in the business school for new web site launch during recruitment • Add on all marketing materials (including t‐shirts)

15 Minutes Questions and Answers/Wrap‐Up

Ask everyone if they still have any questions on any of the topics mentioned or in general regarding anything relative to the topic. Welcome additional questions, but try to limit between 5 and 6, unless time permits for more. Remind everyone to turn in the index card with session feedback and suggestions before they leave and encourage them to network around the room with other chapters and alumni members throughout the conference. Also, have your [the instructor] business cards available to hand out for follow‐up.

1 Introduction paragraph taken from Get It Done Right – Facilitators Guide used at the 2008

National Volunteer Leadership Retreat in Chicago, IL. 2 This information is taken from Colorado State’s Online Writing Guide

(http://writing.colostate.edu/guides/processes/audmod/list6.cfm). 3 It is strongly encouraged that all photographs of collegiate members in the Fraternity not

include alcoholic beverages. Alumni members are also encouraged to reduce the risk of posting any photographs where alcoholic beverages are present. This is to reduce the risk of appearing unprofessional.

4 Merriam‐Webster Online Dictionary: http://www.m‐w.com/ 5 http://www.sapdesignguild.org/resources/simplification/Principles/Aesthetics.htm

  Aesthetic Appeal －  Definition of aesthetics －  Why is it important?

  The Good, The Bad, The Ugly －  Examples

  Creating a Fast and Effective Web Site －  Helpful Hints (software, web space, etc.) －  Tricks of the Trade (easy to use templates) －  Tips to Think About

  Definition: －  1. a: of, relating to, or dealing with aesthetics or the

beautiful <aesthetic theories> －  1. b: artistic <a work of aesthetic value> －  1. c: pleasing in appearance : attractive <easy-to-use

keyboards, clear graphics, and other ergonomic and aesthetic features – Mark Mehler>

－  2: appreciative of, responsive to, or zealous about the beautiful; also : responsive to or appreciative of what is pleasurable to the sense

Merriam-Webster Online: http://www.m-w.com/

  Why is it important? －  Determines the audience’s opinion

  Appears to be more organized

  Easier to understand/read

  Increases motivation to come back (credibility)

http://www.sapdesignguild.org/resources/simplification/Principles/Aesthetics.htm




http://www.americanexpress.com

http://everlucenthometheater.com/

http://members.tripod.com/fuzzymartian/



  Creating a Fast and Effective Web Site －  Helpful Hints (web space, software) －  Tricks of the Trade (easy to use templates) －  Tips to Think About

  Helpful Hints: －  Web Space (Domain and Storage/Hosting

  University Web Management

  Go Daddy.com

  Host Monster.com

－  Software and Online Applications   Dreamweaver

  Frontpage

  iWeb (Mac-specific)

  Geocities

  Tripod

  Tricks of the Trade: －  Tables are your friends if you do not know more

complex web site structures!   This may also help if someone takes over the website who

is less familiar with design structures (HTML, CSS)

－  Templates are great for getting started!   Do not rely on them alone. Make it your own!

－  You can create preset photo albums quickly in Photoshop!   File > Automate > Web Photo Gallery...

－  Stay current with web terminology, software, and processes!

  Tips to Think About: －  Keep the web site current and up to date －  Make it consistent with any policies or bylaws

  May want to have a section available to download the most current release

－  Keep it professional   Remember, we are a PROFESSIONAL fraternity

－  Keep it consistent   Create style guides if necessary to document how things

flow (ex: “web site” or “website;” “email” or “e-mail”)

－  Share passwords   Not with everyone, but make sure that more than one

person has this information





Copyright © 2008 | Stephanie L. Webb Participant Guide Page 1 of 8

Analyzing the Audience

Primary Secondary Tertiary

Notes:



What information should or should not go on a chapter web site?

Include Do NOT Include

Notes:



What is “aesthetic appeal?” The Good, The Bad, The Ugly

Definitioni

• 1. a: of, relating to, or dealing with aesthetics or the ____________ <aesthetic theories> • 1. b: ____________ <a work of aesthetic value> • 1. c: ____________________________________: attractive <easy‐to‐use keyboards,

clear graphics, and other ergonomic and aesthetic features – Mark Mehler>

• 2: appreciative of, responsive to, or zealous about the beautiful; also : responsive to or appreciative of what is ________________________________________________

Why is it important?ii

• Determines the audience’s opinion o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

Notes:



The Good

The Bad



The Ugly

Notes:



Helpful Hint, Tips, Tricks to Create a Fast and Effective Web Site

Helpful Hints

• Web Space (Domain and Storage/Hosting) o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

• Software

o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

o __________________________________________________________________

Tricks of the Trade

• Tables are your friends if you do not know more complex web site structures! • Templates are great for getting started! • You can create preset photo albums quickly in Photoshop!

o File > Automate > Web Photo Gallery... • Stay current with web terminology, software, and processes!

Tips to Think About

• Keep the web site current and up to date • Make it consistent with any policies or bylaws • Keep it professional • Keep it consistent • Share passwords

Notes:



What’s wrong?

What do you think?



How do people know your website exists?

It’s all about marketing!

• ________________________________________________________________________

• ________________________________________________________________________

• ________________________________________________________________________

• ________________________________________________________________________

Notes:

1 Merriam‐Webster Online: http://www.m‐w.com/ 2 http://www.sapdesignguild.org/resources/simplification/Principles/Aesthetics.htm

DELTA SIGMA PI

Web Site Guidelines

Updated on June 20, 2008

This manual is designed to be a quick reference guide of tips and good habits for

attaining the highest standards of operational performance in collegiate chapters. It is not

intended to be inclusive of all procedures or possible good practices and is not a

substitute for any policy.

Table of Contents Background ....................................................................................................................... 3 Introduction ........................................................................................................................ 3 Audience ............................................................................................................................ 3 Suggested Content .......................................................................................................... 3 Exclusions ......................................................................................................................... 4 Privacy ............................................................................................................................... 5 Compliance ....................................................................................................................... 5

Background In the age of computers and the internet, Delta Sigma Pi chapters are reminded that a

web page represents a person or organization as much as or more than any personal

interaction could. It provides the opportunity for people to learn more at any time of day

and with any context, without the subject’s knowledge.

With that in mind, Delta Sigma Pi has created the following guidelines that should be

taken into consideration as chapters develop and maintain their individual chapter web

sites.

Introduction Delta Sigma Pi chapters are permitted and encouraged to create and maintain a web

site. The web sites should help to provide information to the public about the chapter,

our purpose, and how the chapter is fulfilling the purpose in its actions.

Audience Chapters are encouraged to design their web sites with several audiences in mind:

• Chapter members

• Prospective members

• Pledges

• Alumni members

• Members of the local and university communities

• Families of members and prospective members

Chapters should remember that the action/images of each Brother or pledge reflects on

every other Brother or pledge on an international basis. Therefore it is essential that

comments, photographs, and other aspects reflect properly regardless of who is viewing

the information.

Suggested Content Web sites may address many chapter needs including communication, information

resources, and recognition. The following items are specifically encouraged:

• Fraternity history and purpose

• Chapter history

• Chapter officer information

• Appropriate photographs

• Chapter awards and recognitions

• Information for prospective members (i.e. Recruiting events)

• Alumni resources

• Community and service activity summaries

• Links to the national Fraternity, your University, and other local chapter sites and

other links as appropriate (i.e. Corporate Sponsors, Charities)

• General schedule of events

• A method of contacting the chapter

The following items are encouraged assuming they are appropriately secured:

• Full member contact information

• Chapter business (meeting minutes, etc.)

• Detailed calendar information

Exclusions Web sites should not include the following:

• Materials that may be offensive in nature including having offensive language,

etc. For example, referring to a competing professional business fraternity or its

members with obscene or offensive terms is not appropriate.

• Advertisements or endorsements which are exclusionary in a nature that deviates from Delta Sigma Pi’s non-discrimination policies. Care should be

taken in choosing product endorsements/sponsorships to ensure that they follow

the Purpose of Delta Sigma Pi and its intentions.

• Text or photographs that could be perceived to show activities that are contrary

to Delta Sigma Pi’s policies (including alcohol, hazing, sexual harassment etc.)

and/or the laws of each community

• Text or photographs that relate to the Ritual of Delta Sigma Pi.

• Inappropriate use of the Coat of Arms, badge, seal or other Delta Sigma Pi

trademark and symbols (for example, do not use inappropriate colors, distortions,

modifications, etc.)

• Out of date information (unless in the History Section)

• Copyrighted or registered trademark materials (unless permission has been

obtained).

Privacy Care should be taken to ensure Chapter and Alumni Member as well as Pledge personal

data is used and provided in an appropriate manner. Specifically, the following should

be taken into consideration during web site development and maintenance.

• For privacy and safety, only limited member contact information should be widely

available so that it could not be inappropriately used by others.

• Full member contact information should be posted in a password-protected area.

• Members should have the option to limit or remove personal contact information.

• For privacy and safety, only limited member contact information should be

included so that it could not be inappropriately used by others. Explicitly,

member student identification numbers, social security numbers, addresses and

the like are never to be used.

Compliance On occasion, web sites will be reviewed to ensure their adherence to the guidelines; any

web sites failing to comply with these guidelines will be asked to be corrected

immediately or taken down.

Additionally, all chapters should have one and only one web site and it should be

registered with the Central Office. Unregistered/ unrecognized web sites will be

requested to be taken down immediately.

If there are password protected sections, passwords should be supplied to the Central

Office regularly and upon request.

It is the responsibility of one or more Provincial Vice President-designees to review

chapter web sites at least twice a year. Accolades and suggestions will be provided to

chapter webmasters as well as Provincial Leadership (PVP, RVP, DD). Items found to

be out of compliance will be reported to the webmaster, chapter president, and

Provincial Leadership with a specific timeline outlined for required changes and/or a list

of suggested changes.

• If required changes are not resolved by the specified time, the issues will

escalated to the appropriate Regional Vice President for resolution and potential

disciplinary actions.

• Questions or clarification requests should be forwarded to the National

Professional Development Committee.