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Technology Policy




Member/Chapter Website Development Procedures for Collegiate Chapters The following guidelines are established for the protection of Sigma Sigma Sigma, its members and its chapters. The guidelines are intended to assist each chapter in developing and maintaining a site that ensures a positive image of Sigma Sigma Sigma, the chapter, and its members. Each chapter website must be registered with Sigma Sigma Sigma. Chapters will accomplish this on Form C202.

Chapter officers are advised that in any contract negotiations or discussions involving any site development or hosting it must be clear to the other party that he/she is contracting ONLY with the chapter and not the Sorority as a whole.

Collegiate Chapter Websites Will
  • Be registered with Sigma Sigma Sigma
  • Be linked to Sigma Sigma Sigma's Website; websites may also be linked with other chapters, both Alumnae and Collegiate.
  • Promote a positive image of the local chapter and of Sigma Sigma Sigma and, where applicable, the college or university where a chapter is located.
  • Include appropriate email addresses for comments, questions and suggestions.
  • Be monitored occasionally by Sigma Sigma Sigma's National Webmaster for adherence to current rules and procedures.
  • Adhere to all Sigma Sigma Sigma guidelines and policies regarding publicity and print materials, particularly with regard to the use of Sigma Sigma Sigma's marks.
  • Be periodically updated with special attention given to any time-sensitive information.
  • Adhere to Panhellenic rules. Where there is conflict with Sigma Sigma Sigma rules and procedures, contact the National Webmaster for direction.
  • Have one person assigned as the Chapter Webmaster who will be responsible for maintaining and updating the site in compliance with all rules, regulations and policies of Sigma Sigma Sigma. If a bulletin board is included on a website, a BB administrator must be assigned.
  • Comply with all Panhellenic rules regarding the publishing of Recruitment details or schedules.

Collegiate Chapter Websites Will Not
  • Include any copyrighted materials, including photographs, from other sources, or any trademarks owned by third parties without proper authorizations.
  • Include information about the following:
    • The Ritual of Sigma Sigma Sigma
    • Chapter minutes
    • Phone numbers/addresses of members
    • Phone numbers/addresses of advisors
    • Phone numbers/addresses of sorority house or other facilities housing chapter members
  • Contain content considered to be defamatory, offensive, or harassing, or any comments or images that would offend on the basis of race, gender, national origin, sexual orientation, religion, political beliefs, or disability.
  • Be used for the posting of any type of electronic chain letter.
  • It is incumbent on the individual member of Sigma Sigma Sigma to use personal websites/homepages appropriately with regard to any reference to the sorority or any sorority information that is included in one's personal site. The above chapter guidelines are appropriate cautions for personal sites. Use caution in linking to other sites and check all of your links periodically.
Violation of any of these guidelines may result in disciplinary action for one or more individuals or for the chapter.

*Sigma Sigma Sigma reserves the right to revise this policy at any time. Chapter compliance will be expected with appropriate prior notification. Tri Sigma also reserves the right to remove inappropriate language or pictures from this website.


Member/Chapter Website Development Procedures for Alumnae ChaptersThe following guidelines are established for the protection of Sigma Sigma Sigma, its members and its chapters. The guidelines are intended to assist each chapter in developing and maintaining a site that ensures a positive image of Sigma Sigma Sigma, the chapter, and its members. Each alumnae chapter website must be registered with Sigma Sigma Sigma. Alumnae Chapters will register via the Alumnae Website Registration Form.

Alumnae Chapter Websites Will
  • Be registered with Sigma Sigma Sigma
  • Be linked to Sigma Sigma Sigma's Website; websites may also be linked with other chapters, both Alumnae and Collegiate.
  • Promote a positive image of the local chapter and of Sigma Sigma Sigma and, where applicable.
  • Include appropriate email addresses for comments, questions and suggestions.
  • Be monitored occasionally by Sigma Sigma Sigma's National Webmaster for adherence to current rules and procedures.
  • Adhere to all Sigma Sigma Sigma guidelines and policies regarding publicity and print materials, particularly with regard to the use of Sigma Sigma Sigma's marks.
  • Be periodically updated with special attention given to any time-sensitive information.
  • Adhere to any Panhellenic rules. Where there is conflict with Sigma Sigma Sigma rules and procedures, contact the National Webmaster for direction.
  • Have one person assigned as the Webmaster who will be responsible for maintaining and updating the site in compliance with all rules, regulations and policies of Sigma Sigma Sigma. If a bulletin board is included on a website, a BB administrator must be assigned.
  • Comply with all Panhellenic rules regarding the publishing of Recruitment details or schedules.

Alumnae Chapter Websites Will Not
  • Include any copyrighted materials, including photographs, from other sources, or any trademarks owned by third parties without proper authorizations.
  • Include information about the following:
    • The Ritual of Sigma Sigma Sigma
    • Chapter minutes
    • Phone numbers/addresses of members
  • Contain content considered to be defamatory, offensive, or harassing, or any comments or images that would offend on the basis of race, gender, national origin, sexual orientation, religion, political beliefs, or disability.
  • Be used for the posting of any type of electronic chain letter.
  • It is incumbent on the individual member of Sigma Sigma Sigma to use personal websites/homepages appropriately with regard to any reference to the sorority or any sorority information that is included in one's personal site. The above chapter guidelines are appropriate cautions for personal sites. Use caution in linking to other sites and check all of your links periodically.
  • Sigma Sigma Sigma reserves the right to revise this policy at any time. Chapter compliance will be expected with appropriate prior notification.

Member Internet/Email GuidelinesIf you are using email at work, be sure you know what your employer's policy is regarding personal use. Be cautious about conducting personal electronic communications at work. Understand that you may have no expectation of privacy. Your employer may reserve the right to access your email for business purposes or others may inadvertently view your messages. Exercise good judgment in posting all email messages. Take the time to create a new message when responding to email messages. This eliminates the possibility of any confidential information being inadvertently shared or forwarded by your message recipient. Check your software to see if you can disable the inclusion of an original message from a reply.
  • Make hard copies of any information that you may need in the future.
  • Always sign your email.
  • Check your email frequently and respond in a timely manner. Don't rely on email for time-sensitive messages.
  • Think twice before forwarding jokes, trivia, etc. Many people deal with massive numbers of email messages and do not appreciate receiving this type of message, especially in the workplace. Do not use Sigma Sigma Sigma forum for distributing electronic chain letters.
  • Electronic commerce sources are not appropriate vehicles for disposal of Sigma Sigma Sigma jewelry, clothing or print materials. Consult Executive Office for proper disposal of such items.
  • Much of the material available on the Internet is protected by copyright. Ease of copying or downloading material does not mean that you are authorized to do so. Be informed about copyright laws. Refrain from illegally copying protected works including digitization and distribution of photographs or other graphic images or designs from any copyrighted source, or making available copies of such works. Observe copyright and licensing agreements that may apply when downloading files, documents and software and when sending or forwarding email, with or without attachments.
  • Observe all local, state and federal laws and existing Tri Sigma standards, policies and regulations regarding publishing of Sigma Sigma Sigma materials. Be accountable for all Sigma information that you post on a personal website/homepage that is available to the public using the World Wide Web, gopher, FTP, or other Internet information access functions, including information obtained through hyperlinks to externally stored information.
  • Adherence to all policies regarding the use of Sigma Sigma Sigma's marks is required.
  • Do not send or post messages that contain abusive or objectionable language, that defame, libel or harass others, or that infringe the privacy rights of others. Refrain from making comments and/or using images that would offend on the basis of race, gender, national origin, sexual orientation, religion, political beliefs, or disability.
Violation of any of these guidelines may result in disciplinary action for one or more individuals or for the chapter.


Additional Guidelines for National OfficersSigma Sigma Sigma business is often of a sensitive and/or confidential nature. The utmost caution must be used in sending this type of information electronically.

National Officers are expected to check their email regularly. If you will be unavailable for a period of time be sure to let your department head/immediate supervisor know in advance.

While some email may not require a response, it is ordinarily expected that a reply be sent within 48 hours. Be sure to copy other department heads and national officers as needed.

(Be aware that some situations will require IMMEDIATE TURN AROUND!)

Be sure you understand your email application. Sometimes when you reply to a message the reply also contains the original document contents. When copying multiple people, you may be sending more information than you want to share with everyone. For maximum security create a new document for your response.
  • Be cautious in sending attachments. Not all email software handles attachments and often it is difficult to open an attachment if you do not have the same program and version as the sender.
  • Sign your email; this is particularly important if you forward a message that was sent to you from someone else.
  • Some programs will alert you when a message has been received. This may be useful if you are sending a particularly important or time sensitive document/message,.
  • Find out from your department head what you may and may not transmit via email.
  • Make a hard copy of any important information. A virus or brown out or a variety of other situations can cause you to lose files/programs.
If you are using email at work, be aware that a systems administrator or another authorized individual could be monitoring your email - do not jeopardize your employment by using office equipment for Sigma business. Frequent deletion of email files is recommended. When necessary a hard copy should be generated and filed for a permanent record. Be aware that saved email is very difficult to delete from some systems. Even after you have deleted a specific email there are often hidden files that also contain the same message

Suggestions for creating a Chapter Website
Many IPSs (Internet Service Providers) offer free & ad-free locations for hosting websites. If this is not available, there are many other options for web hosts. Sites such as Tripod, Yahoo, and Google offer web hosting for free or a minimal fee. However, when using free hosts, beware that there will be ads added to your site either with pop-ups or with side bars.

Once you have a web host, begin working on your actual website. If you choose a web host that has webpage tools, you can create a webpage just as easily as creating a Word document. Otherwise, you can find cheatsheets for writing HTML on sources such as WebMonkey or FortuneCity.

The only "rules" for chapter websites are above. Remember, your chapter's website is a reflection of not only you and your chapter, but also the organization as a whole. If you need ideas, browse other chapter's websites and make notes on what you like and don't like.