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web Design Procedures & Policies

Cyber Studios, Inc. Web Design Procedures and Policies

Down Payment Information
Guidelines for Project Design / Re-Design
Design Process Steps
Copyright Information

These procedures are presented to show respect for our client's time and our programming/design teams for the professional development of projects and to clearly state objectives and expectations from both parties entering into an agreement for services.

Down Payment Information

A non-refundable initial down payment is due before the project begins; no exception will be made. We require a down payment of 50% of the proposed project price. Our reason for this requirement is that website design and development is purely service work and our time cannot be recovered. A down payment ensures that we'll be paid for the time we spend on any project.

Guidelines for Project Design / Re-Design

Experience has shown us that the best websites are produced for the lowest cost when these guidelines are followed:

First, choose an Administrator for your website project. This will be the person in charge of approval during the different stages of development. If your company requires the critique or approval of more than one person, it is important for those decisions to be agreed upon within your organization before they are communicated to us by the administrator. In our experience, preserving the integrity and continuity of a project is best done when only one person is communicating and responsible for editing/changes/design elements. Any critiques and/or changes will need to be communicated from the named administrator of the project. Any changes necessary after the administrator has approved the change will become a billable item in addition to the website contract agreement.

Use email. Email is the most effective method for communicating with us, particularly because it gives both our client and our company a written record.

Be clear on what your goals are. Let us know what you want from your website.

Decide what content you want to present on your website. We will design the how and where - the formatting and layout. If you do have a specific location for the placement of menus or navigation links decided on, make that clear to us in the first phase and stick with it. A major part of site design is the placement of navigation. Changing this mid-way through the design process will cost additional time and money.

Deliver content to us in an organized and timely manner. Text you submit to us should first be be finalized, proofread by you and ready for publication.

Images should be named carefully (with no spaces or special characters and under 25 characters in length) and labeled correctly so that we have no problems in determining which image goes with which context. You can email images or we can provide you with an FTP site. If you need us to search for stock images for use on your site please know that this time will also be billed hourly. We have found that it is much more cost-effective for the client to search for these stock images, as we cannot always predict what you will like and could end up wasting our time and your money.

Offer clear, helpful feedback to design draft(s).

Leave it to us to produce a professional product. Be flexible and aware that time is limited to the stated hours of development. Additional hours can be added to accommodate conceptual projects and will be billed according to the project specifications.

Design Process Steps

Step 1 - Initial Design Phase:

Once you have selected a design or approved a custom quote prepared especially for you, and paid the down payment, we'll need several items from you so we can move forward. A "design" is the color scheme and overall graphical layout of what your new web site or re-design will look like.

The items we will need from you to prepare the sample design(s) are:

  • Any existing logo that you have or currently use. If you do not have a digital logo file, we can create one for you. However, that element is not included as part of the website design. A separate quote would be prepared specifically for logo creation.
  • Any color schemes that you would like to use on your new or re-designed web site.
  • Other web sites you have located that you like the look/layout/functionality of and the specific elements of each that you like or dislike. Be as detailed as possible.

When sending the information outlined above, please make sure that you know what you want. It is imperative that you have some idea of the way you want your web site to look as we cannot provide endless design samples. Take your time and determine what you like before you begin this first step of the design process. The more time we use preparing samples, the more time will be subtracted from your original quote. Thus costing you more in the long-run.

Once the information outlined above is received by us, we will then prepare a design sample. We may prepare one sample or several, depending on the information you provide. You will then be presented with a link to the sample(s) for your review of the example(s). We will work with you to tweak a design that you like ... remembering that we do not provide endless design samples. Again, please make sure you know what you want before we get started and that you have full rights of use for the text and images to be used on your website.

If you require consulting time for research, exploring, education, general or specific information for your website or target market, an hourly fee will be quoted based on your circumstances. An estimate for your consulting requirements will be quoted as a separate scope of work.

If you are purchasing a Content Management Site or Network Marketing infrastructure, your quote will be an ESTIMATE. As the site is developed or custom programming components created, it may be necessary to generate a change order to increase the time estimate for the project. If this happens, a written change order will be issued and signed by an authorized representative for your company and acknowledged by Cyber Studios, Inc. before the additional work is started.

Step 2 - Site Structure and Content:

In this phase of your project, we ask you to provide us with the structure of your site. This means that we'll need each page link that you plan to have on your site ... which is also known as the "navigation" of your site. At this time, we'll also ask you to forward all site content to us in a standard text format, i.e., MS Word file, text file, standard email message, etc. Site content is the information that each page of your site will contain. The content should be well laid out with easy to follow instructions as to what information goes where on the site.

After all information is received, we will compose the basic structure of your web site You will then be presented with another link to the site so that you can again review it with your content implemented. You will be given two (2) revisions to the site content. The time used on these revisions will be subtracted from the total proposed hours. Site content is all of the text and images and such contained on each page of your web site. Any revisions of site content above and beyond two (2) will be billed hourly and added to your final invoice. So, be thorough in your examination of the site content as we do not provide endless changes to site content. If you are purchasing a Content Management Site, we will train you on how to make those changes to the content once the site is completed. Your quote will state the number of hours included for design and content fulfillment along with the training time included with your particular web site design. Additional training hours can be purchased as needed.

Step 3 - Final Implementation and Construction:


Once you have approved Steps 1 and 2, we will begin the final stage and get the site fully constructed. At this point in the development, it is too late to make any changes to the design or layout of the site without incurring additional fees. If you decide you want a change, depending on the level of labor involved, such as the changing of Flash elements or online forms, is what determines the extra charge to your final invoice. If the changes you request are substantial, we may require you to pay the remaining balance on your final invoice before the requested changes will be made. Why? Because by the time we reach Step 3, you will have been given ample opportunity to make changes to the design, layout, content and overall look of your site before it was built.

Note: We do not build inferior or amateur websites and we will advise you against incorporating techniques, such as excessive bolding of text, underlining, blinking, highlighting and other such deviations from professional standards in the development of your website. We build professional sites that are search engine optimization ready and useable by multiple browsers. This is why we ask you to approve each step before proceeding to the next, to make sure you are happy with the design, layout, content and overall look of the site. By the time we reach Step 3, it's too late to make any changes, without incurring additional fees.

Upon completion of Step 3, final invoice payment is required. All web sites remain on our web servers until the account is paid in-full. No domain rights, nor passwords to web site hosting nor any other items will be turned over to customer until customer's final invoice is paid in-full. All CMS sites will be required to be hosted on our servers at all times. This insures the proper set up of your site and the ability to benefit from any updates that may need to be done on the server side.

Copyright Information

Web sites are not automatically copyrighted and thus we will not affix any copyright information to your web site until you have specifically requested it and/or once you have properly obtained authorization for this privilege. You can obtain copyright approval from the Library of Congress on your own using the following information:

Library of Congress
101 Independence Ave SE
Washington DC 20559 (202) 707-3000

You may also obtain additional information by visiting the Library of Congress's web site at: www.copyright.gov