Guidelines for Section Websites and Publications

SPE section publications (print and electronic) and websites play an important role in communicating with SPE members.  These guidelines are intended to assist sections in the effective operation of their publications and websites and to make members aware of relevant SPE policies and practices.

SPE is fortunate as a professional society in that it is active at the section level, the regional level and at the international level. The different parts of the society complement and enhance one another, forming a stronger whole. This concept is embodied in the aspiration of the OneSPE:

OneSPE encompasses a diverse range of activities, products, and services that mutually support one another to create an SPE that is technically excellent and relevant. It is a global entity that nurtures local initiatives, driven by the energy, creativity and volunteerism of its members. This multifaceted whole pursues a common purpose in line with recognizable SPE standards, sharing and deploying innovation and knowledge synergistically for the benefit of all SPE members.

At all levels, SPE has a reputation as a respected association for oil and gas professionals and the industry’s most reliable provider of technical information. All publications should protect and enhance that reputation, and contribute to the OneSPE synergy.

Section publications consist of two types: bulletins or newsletters that appear at regular intervals; and one-time publications announcing a particular activity or event. These guidelines are relevant to both types of publications, although the emphasis is on newsletters.

Starting or Improving a Section Newsletter

Before a section starts a section newsletter, or improves an existing publication, it should examine newsletters from other sections. SPE offices (Americas, Asia Pacific, Europe and Russia, Houston, and Middle East) are able to provide sample copies of newsletters from other sections.

Format and Content of a Newsletter

Section newsletters come in a variety of formats, ranging from single typeface sheets to multi-paged printed full-color magazines. Newsletters usually contain the following information:

• Dates, locations, fees, abstracts of talks, calls for papers and other information for upcoming section events
• A list of section officers and directors with phone numbers and/or email addresses
• Name and contact information of the section officer acting as publisher of the newsletter

In addition, a newsletter may contain the following:

• Information on study group activities
• News about section awards, activities, or members
• Reports and summaries of technical presentations or workshops within the section
• News of regional activities relevant to section members
• Regular column from the section chairman or other members
• Job vacancies
• News from a sponsored student chapter or young professionals group
• Advertisements

Section publications should not jeopardize the OneSPE synergy by publishing material that competes with the international publications of SPE (JPT, SPE technical journals). For example, newsletters should not carry general technical papers. See the section on Content later in these Guidelines for further discussion.

Promotional information, such as “advertorials” or articles promoting a specific product, should not be included in newsletters.  Similarly, material copyrighted by others should not be included in newsletters without the written permission of the copyright holder.

Distribution of Information Copies Outside the Section

To improve communication, sections are requested to send information copies of their newsletter to: 

• Their Regional Director
• The SPE Americas Office (attention Sections Manager)
• The SPE Asia Pacific Office, SPE Houston Office, SPE Europe and Russia Office, or the SPE Middle East Office, if appropriate
• Other sections in their Region.

Developing a Section Website

A section planning to develop a section website for the first time or to revise a current website should examine the websites of other sections and student chapters to develop ideas about the kind of information to include. Links to these websites can be found from the section list or section maps. In addition, assistance can be obtained from the Sections Manager, email sections@spe.org (P.O. Box 833836, Richardson, TX 75083 3836, USA).

What to Include on the Website

Section websites should include:

• The SPE logo with the section name prominently displayed, as described in the SPE Graphics Standard;
• A link to the SPE home page at http://www.spe.org and other SPE products and services on SPE.org, as appropriate;
• Section goals and/or the Mission Statement of SPE; and
• A Calendar of Events detailing upcoming section programs, speakers or events.

Section websites may include all material appropriate for section newsletters. In addition, they may also include:

• Links to other websites that may be of interest to members
• Local directories (e.g., consultants)
• Contact details of the section webmaster
• Banner advertising
• Logos of local section sponsors
• Student chapter information
• Fundraising events or upcoming social events
• SPE news and meeting information

SPE encourages sections to take advantages of many online services available through SPE.org. Sections should consider incorporating links to www.spe.org for the convenience of section members. Websites should not carry general technical material not related to activity in the section area or promotional information for specific products that is not clearly an advertisement. Copyrighted material should not be included unless permission to reproduce has been obtained in writing from the copyright holder. See the Content section of these Guidelines for further discussion. Most importantly, sections should not post any member identification numbers or personal details of their section members to protect member privacy.

If a lot of time-sensitive information is included, then it is essential that this be kept up to date. Otherwise the website gives a poor impression to the visitor, which reflects poorly on SPE as a whole.

SPE-Hosted Section Websites

SPE offers software and hosting to make it easy for sections to set up and maintain a website.  More information on SPE's section websites program.

Independent (Non-SPE Hosted) Section Websites

It is also acceptable for sections to set up an independent (non-SPE hosted) website. This is appropriate for sections that have the necessary financial and manpower resources to develop and maintain a website. The level of resources required can be significant.

Nomenclature for an Independent Section Website
The domain name/universal resource locator (URL) for an independent section website should include the section name or abbreviation, and should not include the name of any third-party organizations (such as a hosting service). If a section chooses to develop an independent website, it will need to purchase an appropriate domain name for the website. This domain name should include the initials spe, with some indicator for the section name, with a preferred ending of .org, or .org.country abbreviation.  Examples of current domain names for independent section websites:

www.spe-uk.org
www.spegcs.org
www.spe-delta.org
www.spe.no
www.laspe.org

Sections will need to let their website provider know that the section domain should be used throughout the site, not just on the homepage. Website provider names should not appear in the URL of interior pages of the website. If a section that has purchased a domain name elects to use the SPE section websites software at a later date, the chosen domain name can be retained.

Linking to an Independent Section Website
SPE will provide a link from SPE.org to independent section websites upon notification by email of the URL, or web address, of the site. Send link requests for section websites to sections@spe.org.

Logins on Section Websites
Section websites are strongly discouraged from requiring members to log in to access content on the section website or to maintain their contact information, including email address. Because it is not possible for this login to interface with SPE.org’s login or membership system, considerable member confusion could exist. If a member updates contact information on the section website, he or she may expect it to be updated on their SPE record, but since the two systems are wholly independent, members would have to update information in both places, leading to frustration and confusion. Members would also have two “SPE” logins (one for SPE.org and one for the section site), another potential source of frustration and confusion.

SPE acknowledges that there may be good reason for having a login on certain section sites. In such cases, sections should maintain only necessary information, and any pages for updating that information should clearly state that this information applies to the section website only and will not be updated in the SPE membership database. A link for updating member information on SPE.org (http://www.spe.org/mbrservices/index.cfm) should be provided.

SPE has a reputation as a respected association for oil and gas professionals and the industry’s most reliable provider of technical information. All SPE publications should protect and enhance that reputation for the benefit of all members and sections, in line with the principles of the “OneSPE.” Sections should ensure that their publications and website present a professional image and maintain SPE’s reputation for impartiality.

Section Responsibility and Oversight of Content

A section officer should act and be listed as publisher of any section publication or website. Some sections outsource production of their publications or website, but the contractor should NOT be listed as the publisher. SPE, not the contractor, is the publisher of section publications and ultimately bears the responsibility for the content. Questions, complaints, or comments about the content of a section publication should be directed to and responded to by the section officers, not a contractor.

Editorial Policy

All SPE publications, including section publications and websites, must comply with the following Editorial Policy, approved by the SPE Board of Directors 17 June 1986:

The Society of Petroleum Engineers encourages open and objective discussion of technical and professional subjects pertinent to the interests of the Society in its publications. Society publications shall contain no judgmental remarks or opinions as to the technical competence, personal character, or motivations of any individual, company, or group. Any material which, in the publisher's opinion, does not meet the standards for objectivity, pertinence, and professional tone will be returned to the contributor with a request for revision before publication.

It is recommended that this Editorial Policy statement be included in all section publications.

Impartiality

To protect the Society’s reputation as a respected association for oil and gas professionals and the industry’s most reliable provider of technical information, editorial material published in section publications and websites should not promote the use of a specific product or service and should present an impartial, balanced view of technology.

Content

SPE has a range of publications, including international journals such as JPT and the SPE technical journals, SPE.org, section newsletters, and section websites. In general the role of each publication is clear, and there is no doubt about what content is appropriate to include in the publication.

However, in some cases, section publications serve more than one section, or have grown into a role in which they serve an SPE region. This enhanced role is generally beneficial, filling a need felt by members, but if expanded too far it may jeopardize SPE’s international publications. This can occur specifically through competition for advertising revenue. But more serious is the long-term effect on the “OneSPE” if the unifying role of the society’s international journals and website is challenged.

The purpose of the SPE technical journals is to disseminate technical information. This is also primarily the role of JPT. If section publications include purely technical material, unrelated to specific section activities, this may detract from the international publications. Moreover, technical information in section publications will not be archived centrally and cannot be made available to other members through SPE.org and/or the SPE eLibrary.

SPE.org aims to be the premier source for E&P industry technical information. Such a role will provide significant financial benefits to SPE, and enable the society to better serve its worldwide membership. Section websites should try to support SPE.org, by making maximum use of SPE.org functionality, rather than creating their own.
 
Sections should therefore consider carefully the role of their publications within the “OneSPE,” and consciously work toward  providing a service to members that complements efforts in other parts of SPE.

Liability

It is recommended that section publications include a disclaimer of responsibility for contributed content. Example: “The SPE ____ Section is not responsible for any statements made or opinions expressed in its publications.”

The liability of a website publisher for comments made in online forums, chat rooms, and threaded discussions is still being debated in the courts. Many sites that have such open forums include disclaimers of website responsibility for statements made or opinions expressed by participants. An example of such a disclaimer is, "Any opinions expressed here are strictly those of the individual posting the message and not necessarily those of SPE, the _____ Section, or the organization with which the individual is affiliated."

Copyright

Sections should confirm the copyright status of any material included in their publications and ensure that all appropriate permissions for reproducing material have been obtained before publication. In general, copyright to material rests with the originator until it is transferred to another. If material is developed within the scope of the author’s job, the copyright rests with his/her employer. The written permission of the originator or his/her employer should be obtained before including material in a section publication. This generally does not apply to material developed specifically for the publication for a fee, which would be copyrighted to the SPE section as a “work for hire.”

Posting material on a website constitutes publication of that material. Thus, copyright laws that pertain to reproducing material in print also apply to material on a website. Copyright remains with the originator (e.g., author, artist, photographer, etc.) until it is transferred to another person or organization. Sections should be aware that taking material from one website, including graphics, and posting it on its website without permission is likely to be a violation of copyright. Also, because it is easy to copy material from a website, a section may want to include a copyright notice on material that it does not want to be freely copied.

Clearly Identifying Section Activities and Publications

To be effective, the reader of any section publication or the visitor to a section website must be able to see immediately from which section it comes, who within the section is responsible for the content and who can be contacted for more information. Therefore, it is important for the section to identify itself clearly in its own publications and website, to ensure that there is no confusion with publications from other parts of the SPE organization.

Inquiries about section activities are often incorrectly directed to one of the SPE offices because the activity has been promoted or publicized just as an “SPE” event. To avoid this confusion and to ensure your audience reaches you, section events should be clearly designated as such. Information on section events and activities should include a section contact name, telephone number, or email. The accessibility of a website to individuals all over the world who may not have any knowledge of SPE structure makes this distinction even more important for information posted on section websites.

The section’s name should appear prominently in the title or on the masthead of all section publications and websites. If the SPE logo is used, the section name should be emphasized by appending it to the logo as described in the Policy on the Use of SPE Name and Logo, its associated FAQs, and the SPE Graphics Standard.

Protecting the SPE Name and Logo

Society of Petroleum Engineers (SPE) members, councils, sections, student chapters, and staff should use the SPE name and logo for the Society’s official business, and in communications regarding SPE activities such as meetings, conferences, publications and other SPE programs.  Appearance of the SPE logo is governed by the SPE Graphics Standard.

Approval of SPE’s Board of Directors is required for use of the SPE name or logo for:

• Any event organized by a commercial meeting organizer,
• Any event organized by either a commercial or not-for-profit meeting organizer that will be promoted beyond an SPE section’s membership, or
• Any publication (print or electronic) involving an organization other than SPE.  Board approval of any joint venture, such as a joint meeting or publication, will serve as approval of use of the SPE logo within the terms of the joint-venture agreement.

No individual SPE member or group of SPE members (SPE section, student chapter, national or regional council, technical section, etc.) may authorize use of the SPE name or logo by another organization for any activity that is not in compliance with the following policies:

•  SPE Meetings Policy 
• Guidelines for SPE Publications and Websites
• Policy on Intersociety Cooperation 

Contact SPE’s Director of Technical and Professional Programs with any questions about use of the SPE name and logo.

FAQs for SPE Sections on Use of SPE Name and Logo 

Advertising Policy

In general, advertising accepted for SPE section publications and websites should be pertinent to the oil and gas industry and the readers of the publication. Sections are advised to follow the SPE advertising policy, which is stated in each of its publications: “SPE journals accept advertising for goods and services which, in the publisher’s judgment, address the technical or professional interests of the journal’s readers.” This gives sections the option of refusing to run advertising it does not feel is appropriate to the professional reputation of the Society.

Reporting Income from Section Publications and Websites

The Society of Petroleum Engineers (SPE) is registered as a not-for-profit corporation with the US Internal Revenue Service (IRS). As a not-for-profit organization, SPEI must report to the IRS any profits derived from sources not related to its not-for-profit mission of disseminating technical information. If a section sells advertising in its publications or on its website, the publications or website are considered by the IRS to be unrelated business activities. Advertising revenues received must be reported to SPE so that it can be reported to the IRS. Expenses must also be reported.

Each section’s Treasurer is responsible for submitting the annual Section Financial Statement to SPE by 1 June. Revenue from the sale of advertising in section publications (newsletters and/or websites) should be reported on the line “Unrelated business income” under Income. Expenses for publications and/or websites should be reported on the line “Unrelated business expense” under Expenses.