University Web Policy Examples
AMERICAN UNIVERSITY
http://www.american.edu/technology/loader.cfm?csModule=security/getfile&pageid=2912781
I. SCOPE
This policy governs the use of the University Web site, www.american.edu. The University’s
Web site is distinctive for its integrated user experience, widely distributed publishing
responsibility and flexibility to allow customized content. With such distributed publishing
responsibility comes shared responsibility for quality assurance, usability, performance and
security. The actions of one individual or department can affect the entire system. Therefore,
expectations are set to ensure quality, manage risk, and present the university’s Web content
to users in the most effective ways.
II. POLICY STATEMENT
The purpose of this policy is to establish basic requirements for use of university Web resources
in a manner that maintains quality and appropriately reduces risk to the confidentiality,
integrity and availability of university data, as well as the system. The requirements of this
policy deal with university standards for Web content, including visual identity, design and
editorial quality, accessibility, management applications and databases, security and
advertising.
III. DEFINITIONS
Web Content Management System (CMS): Software application used to store, edit and publish
Web pages, including html, text, photos, video, and other media via a series of managed
templates. American University has adopted PaperThin's CommonSpot as its Web CMS
solution.
Domain: A domain name locates an organization or an entity on the Internet. In case of
American University our domain name is www.american.edu. The domain name represents the
labeling used to identify multiple computer addresses under single umbrella, allowing nearly
unlimited sub domains. Web sites that use a name that includes amerian.edu are considered
part of the domain.
University Web site: Web sites that represent administrative and academic units of the
university. These Web sites are university assets and should follow university policies and
procedures.
University Web Content: Any content or data created by university faculty and staff and
published on the university Web site to represent the work of the university, school,
department or unit. Such content is owned by the university (with the exception of intellectual
property of the faculty, which is licensed for use by the university). Web content is primarily
hosted by the university on the domain www.american.edu. In addition, some university Web
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content is externally hosted by outside firms. Such hosting relationships are managed and
guided by university contracts.
University Data (Refer to Data Classification Policy)
Externally Hosted Web Content: University Web content hosted by external service providers,
managed through university owned contracts. University Web content that is externally hosted
is also governed by this policy.
Content Publisher: A university representative with authorized access to the content
management system who enters data (text, photos, video,) into approved modules or
templates, so that the information is displayed on the university Web site.
Content Publishing Committee: The group of content publishers who have been trained and
authorized to use the content management system, and who provide user input to the Web
Steering Committee at monthly meetings.
Content Owner: The academic or administrative unit head with primary responsibility for the
department or unit.
Web Steering Committee (WSC): An advisory group reporting to the President that provides
overall governance and program management (scope, schedule, budget) for the university’s
Web site, www.american.edu and all sub-sites hosted on the server for this domain. The WSC
is responsible for creating, recommending and implementing policies and procedures to guide:
use of the content management system; content migration; editorial, design, branding and sub
branding considerations; security and risk management; training and leadership of content
publishers; quality assurance; performance; measurement, tracking and evaluation. The WSC
is led by the Executive Director, University Communications and Marketing, and includes
representatives from OIT, Academic Affairs, Campus Life, and the Office of the President.
IV. POLICY
All university Web content presented on the Internet will be governed by this policy. Web
content will be supported on the domain www.american.edu, which is the primary domain to
which this policy pertains. [Existing personal faculty pages and student organization pages on
the old university server, www1.american.edu, are not university Web content and are
specifically exempted from this policy. (See Policy on Ownership of Copyright.) Other
exemptions will be made by the President, at the recommendation of the WSC. Faculty, staff
and students using university resources to develop and present university Web content
will abide by standards designed to assure quality, performance, usability and security.
Standards are developed and maintained by the WSC. An integrated user experience is assured
through the use of a content management system and a series of design templates that
provide reasonable publishing flexibility. Editorial and design standards ensure consistency of
the experience for users across the site. Standards for timeliness and accuracy assure quality as
well. Content publishers will be provided
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training and on-going support to effectively use these tools and standards. Content publishers
and owners will be notified in the event that standards are not being met.
Performance and security standards assure that the site functions properly and the university’s
data, including personal student data, is protected, as well as the university’s reputation and
good name. Performance problems, security risks or poorly presented content on one part of
the site can affect the entire domain. University Web content will be reviewed for quality
assurance, including loading times, presentation, and security risks, prior to publishing content.
Successful review by the WSC’s Quality Assurance Process is required for the content to go live
on the University’s site. On-going security and performance review, as well as periodic content
and design review, will monitor live content and problems. Issues of concern will be raised with
the content publisher and owner so they may be promptly addressed.
Replication and repurposing of original content should be avoided; rather links to the original
source in the content management system should be used. Policies regarding Intellectual
Property, Copyright, and Trademarks should be followed.
Special Web applications and databases presented on the site will adhere to university
standards referenced in this policy. Applications that rely on university data, including
confidential, official use only and unrestricted data (see Data Classification Policy) will follow
appropriate requirements.
Applications that in the judgment of the WSC pose security risk, hinder performance or confuse
the user will not be hosted on the site.
External hosted university Web content should be explicitly reviewed and approved by the
WSC, following review of unique requirements that would warrant such hosting.
Content that is linked from the university’s Web site to another entity or organization’s site
should clearly identify a departure from university pages. Non-university Web content should
not use or replicate the University’s templates in a manner that confuses content ownership.
The university is a non-profit organization and is strictly limited in terms of accepting
advertising revenue that would compromise its non-profit status for tax purposes. As such,
advertising is not appropriate for any part of the university site. (See Advertising Policy.) In
addition, messages that imply university endorsement should be avoided. Links to partners and
affiliates should be provided as resources, and should avoid advertisement or official
endorsement.
V. ROLES AND RESPONSIBILITIES
The Office of University Communications and Marketing provides standards for design,
editorial, visual identity and advertising, as well as leadership for the university’s Web site.
UCM is the service owner of the CommonSpot content management system and associated
performance(See Service Level Agreement for CommonSpot). UCM leads the Content
Publishing Committee and quality assurance review process.
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The Office of Information Technology provides management and development of the
application environment (and related infrastructure) that is used to run the university’s Web
site and publish university Web content. OIT is also responsible for ensuring performance,
availability, and the on-going monitoring and assessment of issues related to security of the
university Web site (refer to Service Level Agreement for CommonSpot).
The Web Steering Committee establishes governance mechanisms for use of university Web
resources, including policy dealing with university standards for Web content. Sets policies and
procedures. Leads working groups managing development of new features. Monitors migration
of content to site.
VI. STANDARDS
Design standards for university Web pages maintain an integrated user experience and look
across the site. (link)
Editorial standards for headlines, copy, style and content maintain an integrated user
experience and voice across the site. See the Editorial Tool Kit at (link)
Digital media standards (link)
Quality Assurance
1) Timeliness and Accuracy: Content owners and content publishers are responsible for
maintaining Web content that is accurate and timely. Publishers should ensure proper
maintenance, and follow all published university standards of form and content. The WSC will
notify content publishers and owners of any sites that have not been updated for a period of
one year or more, so that the content can be reviewed, updated, or deleted.
2) Web Security and Performance: AU Web servers are regularly monitored for security
vulnerabilities and performance. Web pages that are identified as vulnerable or causing server
performance issues may be deactivated until the areas of concern are addressed. Software
upgrades, new application features and major site releases are to be tested on the quality
assurance server environment to prevent the introduction of poor performing or vulnerable
Web resources.
BALL STATE UNIVERSITY
http://cms.bsu.edu/About/AdministrativeOffices/UMC/WhatWeDo/Web/~/media/Department
alContent/UMC/pdfs/WebPoliciesProceduresFINAL.ashx
Introduction
Ball State University’s Web presence is a key communications medium to promote and
enhance the university’s image by providing relevant and up-to-date information about
our programs, research, services, and accomplishments.
University Marketing and Communications is responsible for executing and coordinating
external communications for Ball State University. As part of these duties, this office is
charged with:
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Creating a Web identity that captures the unique brand characteristics of Ball
State
Ensuring that the Web site reinforces and effectively supports the university’s
marketing messages and university goals outlined in Ball State’s Strategic Plan
Ensuring the Web site addresses audience needs and meets high standards of
content and ease of navigation
Coordinating with Information Technology to provide up-to-date Web site tools
for area site administrators to manage and author sites within the bsu.edu domain
Section 1: Types of Web Pages
Ball State Web servers host five general categories of Web pages:
 Type 1: Institutional and/or Marketing Pages – These are public Web pages that
address the interests and needs of key university audiences such as prospective
students, parents, alumni, donors, current students, faculty, staff, and other important
constituents. These include Web sites for academic departments and colleges, university
offices, centers, institutes, and other official university units. These pages are managed
through the university’s Web content management system (CMS) and are reviewed by
University Marketing and Communications (UMC) prior to or shortly after posting.
 Type 2: Specialty Web Sites – These sites, also sometimes referred to as “microsites,”
provide supplementary highlights to Type 1 pages to demonstrate student or faculty
work, or other distinctive aspects of a Ball State program or service. Rather than explain
core information about Ball State and its various programs and units, these specialty
sites usually showcase some unique aspect of the Ball State experience. Examples of a
specialty Web site might be a blog related to an academic project, a field study site, or a
virtual gallery of student work. These pages may or may not reside in the CMS but
should comply with university Web identity guidelines and policies.
 Type 3: Web Application Sites or Pages – These are pages or sites that require special
programming by University Computing Services and/or a third-party vendor. Examples
of Web application sites or pages include ballstatesports.com, online admissions
applications, Gradebook, Blackboard, and Webmail. These pages may or may not reside
in the Ball State CMS but should comply with university Web identity guidelines and
policies.
 Type 4: Privileged Information – These pages provide mostly confidential information
and services such as student records, registration or advising services, and employee
data. These require passwords and are not accessible to the general public or to all Ball
State students and employees. Examples include the BSU@Work site, FormFinder, or
the Employee Self-Service site. These pages may or may not be in the university’s CMS.
 Type 5: Personal or Group Web Pages – Examples of these kinds of pages are faculty
course pages, student organization pages, and students’ personal pages. These pages
are reviewed only reactively, for example, if someone makes a complaint about them.
These pages are not supported within the university’s CMS.
Section 2: Standards and Related Policies
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All university Web pages must comply with local, state, and federal laws and the Ball State’s
Computer User Policy. And, to ensure that the university is represented with integrity and
consistency, all Type 1-3 pages must also meet the standard Ball State Web criteria outlined or
referenced below:
Branding Guidelines: The Ball State Web site is one of the key places audiences can learn about
the university and form an impression of the institution. Ball State Web pages must adhere to
the Ball State University Graphic Identity Standards Manual.
Editorial Style: Editors preparing text for Web pages must follow the Ball State Editorial Style
Guide.
Accessibility: Ball State is required by Title 2 of the Americans with Disabilities Act to be fully
accessible to everyone. For a thorough explanation of accessibility design guidelines, visit the
W3C Web Accessibility Initiative Web site at www.w3.org/WAI. Web site administrators using
the CMS have the advantage of knowing that pages and functionality within the CMS are tested
for accessibility. However, special care should still be taken for audio, video, and multimedia
content. UMC recommends that text transcripts of all Web videos be posted along with video
or audio files.
Privacy and Collection of Personal or Confidential Information: Individuals responsible for
Web pages within their area should become familiar with the university’s Web Privacy Policy to
make sure all pages are in compliance.
Copyright: Content (including graphics, sound, and video) should not be reproduced on the
university's Web site from other sources without written permission from the author(s). The
Copyright and Intellectual Property Office provides guidance in selecting the appropriate and
legal means for reproducing material in accordance with the Digital Millennium Copyright Act.
For additional copyright information, contact the Copyright and Intellectual Property Office.
Advertising: Advertising on the Web site within the bsu.edu domain is prohibited. Special
consideration can be given to sponsors.
URLs: Official Ball State sites should have a URL that is intuitive and reflective of an academic or
administrative unit’s affiliation with Ball State. UMC recommends that all units adopt a domain
name that is brief and marketable.
 Not preferred: http://www.bsu.edu/arch
 Preferred: http://www.bsu.edu/architecture
 Preferred: http://architecture.bsu.edu
Web sites of official Ball State units must reside in the bsu.edu domain, unless approval is
granted from University Marketing and Communications.
Termination of Link
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Ball State reserves the right to refuse to provide a link on an official university Web page and to
remove a link without notice. Content and/or links to areas found to be in violation of Ball
State policies, or local, state, or federal laws, will be immediately terminated. The following
reasons are also grounds for termination:
 Content on official university Web sites does not adhere to the university's mission or
policies.
 Content violates United States copyright laws. To use copyrighted material including
text, graphics, photographs, sound and video clips, and software on a site within the Ball
State domain, the site developer must obtain and retain on file written permission for
each use from the originating author.
 Content is obscene, offensive, or threatening.
 Content is designed for private financial gain or compensation not relevant to the
mission of the university or in violation of official university policy, the Computers Users
Policy, and restrictions for nonprofit organizations.
 Content is used to intimidate or single out an individual or group for degradation or
harassment in violation of federal or state law and official university policy.
 Content is used to engage in or solicit any illegal activity in violation of federal or state
law or official university policy.
 University Marketing and Communications upon correction of the infraction(s) may
reactivate a terminated link upon review.
Section 3: Web Content Management System (CMS) Procedures
To assist editors in managing university Web site content, as well as provide consistency in
organization and appearance of the Ball State Web site, the university uses a Web content
management system (CMS) for official university Web sites.
Pages within the CMS are designed to be compatible with a variety of popular Web browsers
and devices, accessible for persons with disabilities, and adherent to industry Web design
standards, as well as Ball State-specific standards. Editors using the CMS are then free to
concentrate on developing content and features for their audiences, rather than get bogged
down with the technical aspects of Web site construction.
University Marketing and Communications (UMC) is responsible for coordinating with
departments and units to move sites into and maintain sites within the CMS. UMC has
identified five phases of the Web site development process. After an initial client intake
meeting, UMC will provide varying level of support (depending on available resources) to units
for the development of sites.
Web Site Development Process
Below are the five key steps for all new sites, those sites being migrated to the
university’s CMS, and sites within the CMS needing a major overhaul:
Phase 1: Discovery
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Unit leaders will meet with an assigned team from UMC to discuss goals and objectives
for the Web site, review existing content, look at competitors, and other important
aspects impacting the development and maintenance of the site.
Phase 2: Planning
 UMC will work with the units to develop an information architecture, Web strategy, and
production schedule.
Phase 3: Creating
 Content and design will be created for the site.
Phase 4: Building and Launching
 This step involves building the site, training Web site managers, testing, and review.
Phase 5: Maintaining
 While individual units are responsible for keeping their sites up-to-date, UMC will
continue to review Web sites and offer ongoing information and advice to assist Web
site managers.
CMS Roles and Requirements of CMS Users
Site manager: Each site within the CMS must be assigned a site manager. This person is
responsible for overseeing Web maintenance and development of the site and interfacing
with the University Marketing and Communications Web team. Site managers need to be fulltime employees of the university.
Web assistants: Site managers can assign assistants to help with the maintenance and
development. Editors can be students or Ball State employees.
Requirements for Web Site Managers and Assistants
Staff, faculty, or students assigned to creating and/or maintaining Web pages for university
units will be required to attend the following training sessions before given access to the CMS:
 Communications and Web policies training by UMC
 CMS training by Technology Training Support Services
 Acknowledgement that web managers and assistants understand and will abide by
the policies and procedures in this document
Review of Web Sites
Before a site within the CMS can go live, it must be approved by UMC to make sure it
adheres to policies and guidelines outlined in this document.
After the launch of a unit’s Web site, UMC’s editorial manager will review content
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posted to the site to ensure its editorial and information accuracy and adherence to university
branding guidelines. This review will take place after content is live on the Ball State site so as
not to slow down the dissemination of timely and accurate information.
Review of Web Forms
To ensure that all Web forms collecting information are compliant with the university’s
Web Privacy Policies and to make sure information collected is coordinated with
university databases when needed (for example if a form is collecting current addresses
from current students or alumni), UMC will review the forms created in the Sitecore
CMS before editors can place these on their Web sites. This procedure will be handled
via the workflow system in Sitecore. Because this workflow is not available on Vignette
pages or other Web pages, UMC reserves the right to request changes to new or existing
forms or to remove them from the Ball State Web site.
CAL POLY POMONA
Appropriate Use Policy for Information Technology –
http://www.csupomona.edu/~policies/information_technology/Appropriate_Use.html
Policy Statement
The purpose of this Policy is to help ensure reliable and proper user access to Cal Poly Pomona
Information Technology (University IT) resources and the lawful use of these resources.
This Policy applies to all users of University IT resources. There is no intent to infringe on other
University policies, procedures and documents including, but not limited to, Academic
Freedom, Intellectual Property and Contract agreements. In the case of detected misuse,
intentional or otherwise, it may be necessary to suspend the use of University resources for an
individual user until the integrity of service for all University users is restored. Access will not
be revoked without cause.
Appropriate Use
Appropriate use of University IT resources shall:
 Be for the purposes of furthering the mission of the University.
 Be for the purposes for which they are assigned.
 Be in accordance with all license and contractual agreements to which the University is a
party.
 Comply with policies of any network over which such data or information must be
routed to reach its final destination.
 Not interfere with the operation of University IT resources nor unreasonably interfere
with the appropriate use of University IT resources by other users.
 Not indirectly violate this Policy by using any device, software, or services of another
network provider to circumvent the intent or meaning of this Policy.
 Not compromise the security and confidentiality of data that is the property of
University or any other user of University IT resources.
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Not be for personal purpose other than incidental and minimal use.
Not be for private commercial use unless authorized by contract.
Not intentionally misrepresent personal identity.
Be in accordance with state and federal law.
Not conflict with any other approved University Policy.
User Responsibilities
Use of the University’s IT resources requires that the user must:
 Comply with all software licenses of programs and data.
 Use only those computers and computer accounts for which authorization has been
granted.
 Use campus accounts in conformity with this Policy.
 Be responsible for taking reasonable measures to protect the user’s password(s) and
University data to which the user has access.
Administrative Responsibilities
The responsibility for implementing and interpreting this Policy resides with the Vice President
of Instructional and Information Technology (I&IT) and authorized designees. Interpretations
and disciplinary referrals shall be done in consultation with relevant administrative units,
bargaining units, law enforcement agencies, and individuals. Questions regarding this Policy
should be directed to the office of the Vice President of I&IT. Implementation includes actions
taken by the VP of I&IT or an authorized designee to uphold the intent of this Policy. Such
actions include the following:
1) Creating and maintaining procedures to support the intent of this Policy.
2) Enforcement of the intent of this Policy.
3) Requiring specific training and/or granting permissions for the use of IT resources.
4) Entering into agreements on behalf of the University with third parties to ensure the
integrity of University IT resources.
In no case shall any action be contrary to any other University policy, contractual agreements or
bargaining unit agreements. Any procedure developed by a department, college, school, or
division must conform to the policy in this document. Copies of this document shall be available
online.
Implementation
The Vice President of I&IT is authorized to take actions necessary to ensure the availability and
integrity of campus information resources. This may include temporarily disabling a user’s
access when there exists evidence that user’s actions represent inappropriate use as defined in
this Policy and impacts other users and/or the integrity of data or systems. When this is
necessary, the user will be contacted and advised of the Policy and specific inappropriate
actions. Access will be restored quickly once the Policy violation has been resolved. The Vice
President of I&IT may refer repeated, intentional, or egregious violations to the appropriate
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office under existing procedures for consideration of corrective/disciplinary action.
Inappropriate use may be brought to the attention of the Vice President of I&IT by technical
staff, other members of the campus community, or off-campus entities (e.g., when an offcampus system is being attacked by a computer on the campus or attached to the campus
network). The Vice President or designee is required to respond to such complaints.
Investigation of complaints occasionally requires the inspection of a user’s computer or files.
When proper cause exists, authorized system administrators, when authorized by the Vice
President of Instructional and Information Technology, will inspect content only as required for
purposes of the investigation.
Consequences of Non-compliance
Violation of Policy
Violation of the Appropriate Use Policy for Information Technology could also subject the
employee to additional training/reprimands/corrective action which may be placed in the
Official Personnel File. Violation may also result in disciplinary action, which may only be
administered in a manner consistent with the terms of the applicable collective bargaining
agreement in accordance with the applicable provisions of the California Education Code.
A student who violates university policies or regulations is subject to disciplinary action as
prescribed in the student code of conduct.
Non-student/non-employee violations of the Appropriate Use Policy for Information
Technology could also subject the user to temporary or permanent disabled IT access and other
administrative remedies, as deemed appropriate.
Disclaimer
The University is not responsible for loss of information from computing misuse, malfunction of
computing hardware, malfunction of computing software, or external contamination of data or
programs. The staff in Instructional and Information Technology and all other system
administrators must make every effort to ensure the integrity of the University’s computer
systems and the information stored thereon. However, users are advised that no computer or
computer network is inherently private and that no security or back-up system is 100% reliable.
Web Policy - http://www.csupomona.edu/~policies/information_technology/Web_Policy.htm
Introduction
Use of the World Wide Web as a communication and information resource to students, faculty,
staff and the greater community is critical to the mission of Cal Poly Pomona. The following
Web policy is designed to provide an immediate guide for the campus regarding the most basic
of issues. It is the responsibility of the university to provide the resources necessary for users to
meet these requirements, and the responsibility of the users to seek information about these
resources from the Division of Instructional & Information Technology.
Applicable policies and laws
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The current Appropriate Use Policy for Information Technology applies to web pages. Use must
be in accordance with applicable state and federal laws. Users are expected to consult the
appropriate law for content and understanding.
Scope
This policy pertains to:
 All web servers connected to, and web pages hosted on, the csupomona.edu domain.
 All web servers belonging to Cal Poly Pomona, regardless of their domain, and all web
pages hosted on them, regardless of content.
 All web pages that represent Cal Poly Pomona or its Auxiliaries in any capacity,
regardless of their domain or where they are hosted.
This policy is applicable only to web sites that are available to the general public or generally to
members of the Cal Poly Pomona community—documents intended for private use or
documents shared by defined groups of users are not covered, provided that they may not be
viewed by others.
Web pages – general requirements
 Each individual web page must provide a way for a user to contact the owner of the
page, either an email address, a contact form, or a link to a page that includes either or
both of these.
 Each individual web page must adhere to the accessibility guidelines set forth in
Executive Order 926 and Coded Memorandum AA-2006-41 or its successors, best
evidenced by adherence to guidelines for Sect. 508 compliance.
Organizational web pages
Definition
An organizational web page represents an organizational unit of the university and its activities
and services (e.g., Division of Administrative Affairs, College of Engineering, Biological Sciences
Department, Cal Poly Pomona Downtown Center).
Responsibility
Because organizational web pages are official documents, the content on each organizational
web site must be the responsibility of an employee of Cal Poly Pomona, who will personally, or
through delegates, insure that the web page content meets all applicable policies and
guidelines, and that the pages are available to their intended audiences.
Specific requirements
Organizational web pages must maintain the visual identity of Cal Poly Pomona by adhering to
the Cal Poly Pomona Graphic Standards Manual or by use of official Cal Poly Pomona web
templates. Each page must identify the organizational unit that it represents.
Each individual web page must have an indication of the currency of its information. This can be
accomplished by a publication date, a “last modified” or “last reviewed” date, by clear
association in a unit with other web pages that show their currency , or by any other means
that are appropriate.
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Course web pages
Definition
A course web page is explicitly associated with a specific course or group of courses at Cal Poly
Pomona. Course web pages ordinarily provide content or administrative information for their
respective courses.
Responsibility
Course web pages remain the option of the instructor. Should a course web page be developed
for a specific course or group of courses, the content of that page is the responsibility of an
instructor or a group of instructors.
Personal web pages
Definition
Personal web pages belong to individuals associated with Cal Poly Pomona, and are covered by
this document only when they satisfy items (1) or (2) of "Scope", above. Pages pertaining to
faculty research or research groups are personal pages unless they are created to satisfy
contractual obligations of the university or the Foundation, in which case they are
organizational pages.
Responsibility
The content of a personal web page is the responsibility of the individual in whose web space it
is hosted.
Specific requirements
All personal web pages that contain personal opinion must either contain a disclaimer, or link to
a page (usually the personal home page or a specific disclaimer page) that contains a disclaimer,
such as: “Space for this page is provided by California State Polytechnic University, Pomona.
Although it is intended to further the educational mission of the university, the opinions
expressed here are the author's, and do not represent official policy of the university.”
Auxiliary and Affiliate Organization web pages
Definition
Auxiliaries are organizations affiliated with Cal Poly Pomona that have been formally recognized
by The California State University. Cal Poly Pomona auxiliaries are:
 Cal Poly Pomona Foundation, Inc. ("Foundation")
 Associated Students, Inc. ("ASI")
 University Educational Trust ("UET")
Affiliate Organizations are organizations associated in a formal way with Cal Poly Pomona or
one of its auxiliaries. Affiliate Organization web sites that meet one or more of the items in
"Scope", above, are covered by this policy. Some examples of Affiliate Organizations:
 Student clubs
 California State University recognized collective bargaining organizations
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Cal Poly Pomona Alumni Association
Department and College advisory boards
Organizations of retired faculty and staff
Responsibility
Web page content representing the Foundation, ASI or the UET is the responsibility of an
employee of the respective organization or of the university.
For content on web pages of student clubs, it is the responsibility of each club and organization
advisor to “assist students in interpreting various university policies, rules and regulations” (OSL
Club Resource and Information Online Guide); this includes helping students understand this
policy and consulting directly with students, when changes are necessary. All content on other
Affiliate Organization web pages must be the responsibility of an employee of Cal Poly Pomona,
the Foundation, or ASI.
Specific requirements
No Auxiliary or Affiliate Organization web page may represent that it is an official web page of
Cal Poly Pomona.
EMPIRE STATE COLLEGE (STATE UNIVERSITY OF NEW YORK)
http://www.esc.edu/policies/?search=cid%3D35655
Web Presence and Publishing Policy - SUNY Empire State College
Purpose
The purpose of this policy is to establish authority, responsibilities, and actions that assure that
the SUNY Empire State College (the college) presence on the World Wide Web supports and
promotes the college mission by:
A. providing appropriate access to accurate, timely, relevant and authoritative information
B. publishing materials consistent with the college’s graphic identity program and which best
reflect the official image and message of the college
C. identifying authority and responsibility for the college’s presence on the Web
D. establishing resources available and direction to all who would publish materials on college
or college-affiliated Web pages
E. ensuring regular review of college and college -affiliated Web pages for compliance with
established policy, standards, guidelines and best practices
F. ensuring that the college's Web presence forms a coherent whole.
Definitions
A. College Web Pages: Web pages under the direct control of SUNY Empire State College that
represent the official voice of the college to all internal and external audiences including
prospective students, current students, alumni, faculty, staff, friends of the college and the
general public. Examples include the main college Web pages; learning resource sites such as
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B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
the online Library; Web based applications such as Web Advisor and DP Planner; and, other
online sites and tools used to conduct official college business or convey official college
information.
college-affiliated Web Pages: Web pages developed, maintained or hosted by entities other
than SUNY Empire State College but referenced or used by the college to conduct official
business or represent the official voice of the college in accordance with the college’s
mission. Examples may include but are not limited to: www.esclibrary.blogspot .com;
www.ed2go.com/esccwa; www.subjectguides.esc.edu/home; www.cml.esc.edu;
www.alumni.esc.edu; and, www.bookstore.esc.edu.
Individual Web Pages: Web pages developed and maintained by SUNY Empire State College
students, faculty and staff for the purpose of self-expression, communication or other
individual uses related to the individual’s affiliation with the college and the college’s
mission.
Personal Web Pages: Web pages developed and maintained by individuals for the purpose
of personal self-expression, communication or other personal uses. SUNY Empire State
College does not host, maintain or provide support for personal Web pages.
College Name Space: domain names recognized as associated with SUNY Empire State
College, e.g. www.esc.edu, suny-empire.esc.edu, commons.esc.edu, etc.
Electronic Publications: content posted and available online or shared via network
resources. Examples include, but are not limited to, text files, HTML and PDF documents,
audio and video flash files or other materials and documents available online.
Site Steward: individual SUNY Empire State College employee responsible for the accuracy
and appropriateness of a Web page’s content. The steward may or may not also be the site
administrator and /or subject matter expert. The site steward is typically, but not
exclusively, a dean or director.
Site Administrator: individual SUNY Empire State College employee responsible for the
development and maintenance of content on Web pages assigned by a site steward. Site
administrators are normally those with technical skills assigned to develop and maintain
Web pages, or who have direct supervisory responsibility over those who develop and
maintain Web pages.
Subject Matter Expert: individual SUNY Empire State College employee who creates or
provides basic content source materials and reviews Web page content for accuracy,
timeliness and relevance
Branding: any feature of a Web page that conveys the identity of SUNY Empire State College
through name, text, symbols, emblems, logos, colors, seal or other audio or visual effects
Archive: to save content that is no longer current but may be required for historical
purposes or reference
Delete: to erase content, entire Web pages and/or files from the server
Remove: to eliminate all links to content, entire Web pages and/or files from a published
website, and to change the access permissions to prevent access by users who may have
bookmarked the content.
Publications Style Guide: SUNY Empire State College official guide for the appearance,
writing style and branding of all SUNY Empire State College publications including print and
digital media.
15
O. Web-based Instructional Materials: Instructional material provided via the Web specifically
for courses or studies. Such materials are governed by the college’s policy on academic
freedom as outlined in the Faculty Handbook. More general-purpose, publicly available
learning resources such as Writing Resources or the Information Skills Tutorials are not
considered SUNY Empire State College Web-based Instructional Material and should be
treated as College or college-affiliated Web Pages.
P. Web Presence: message, image or other representation of an organization or individual as
presented on the Web. Encompasses any form of content that may be presented via the
Web on College, college-affiliated, Individual or Personal Web Pages.
Q. Web Presence Advisory Committee: SUNY Empire State College working committee tasked
with advising the Vice President for Communications and Government Relations and the
Vice President for Integrated Technology regarding the college’s presence on the Web.
R. Web Presence Standards and Practices: SUNY Empire State College technical and practical
guide to Web development and maintenance of the college’s Web sites.
Statements
A. SUNY Empire State College webpages, affiliated webpages and electronic publications are
official SUNY Empire State College publications. Their content is the property of SUNY
Empire State College and may not be copied, modified, used on other sites or re-purposed
without express, written permission from the vice president for communications and
government relations. As official SUNY Empire State College publications, they are subject to
the policies and standards for the college’s publications as found in the SUNY Empire State
College’s Publications Style Guide. The use of the college name, symbols, emblems, logos,
seal, and colors shall comply with this guide.
In addition, these pages and publications are subject to the guidelines and best practices
found in the SUNY Empire State College’s Web Presence Standards and Practices and the
college’s Integrated Technologies Acceptable Use policy. More specifically:
1. College Webpages
a. will use current official college templates and designs
b. will be in accordance with the college’s Publications Style Guide and Web Presence
Standards and Practices
c. may contain public and/or password-protected content
d. will reside on a college server or under a college name space
e. will be reviewed and approved to ensure compliance with the college’s Publications
Style Guide, Web Presence Standards and Practices and Integrated Technologies
Acceptable Use policy
f. will be included in the college's site search in accordance with the Web Presence
Standards and Practices
g. will be overseen and maintained by the author or designated site steward(s), site
administrator(s) and subject matter expert(s).
2. College-Affiliated Webpages
a. may use college name space, templates or designs
b. may contain public and/or password-protected content
16
B.
C.
D.
E.
F.
G.
c. may reside on a college server, under a college name space or in a social media site
like Facebook, Blogspot or YouTube
d. may be reviewed for compliance with the college’s Publications Style Guide and
Integrated Technologies Acceptable Use policy
e. will be in accordance with the college’s Publications Style Guide and Integrated
Technologies Acceptable Use policy
f. will be included in the college's site search in accordance with the Web Presence
Standards and Practices
g. will be overseen and maintained by the author or designated site steward(s), site
administrator(s) and subject matter expert(s)
h. will be linked from official college webpages; the placement and phrasing of such links
will be guided by the college Web manager, director of collegewide Web marketing
and the vice president for communications and government relations.
All college and college-affiliated webpage content will have an assigned site steward and site
administrator. Any college website content for which a steward and administrator has not
been assigned will be removed from the college website by the college Web manager. Once
a steward and administrator have been assigned the college Web manager will republish the
content to the college website.
College and college-affiliated webpage content shall be reviewed and updated as necessary
at least once per calendar year to assure accuracy, currency and compliance with college
policy, standards and guidelines. After appropriate notice has been given to a site steward,
content not reviewed may be removed from the college website by the college Web
manager. Such content may be republished once the required review and any necessary
updates are completed.
Temporary or ad hoc websites and pages connected to specific events are to be taken down
no later than 60 days after the event. Such pages may be moved to a generally available and
searchable archive by request. Forward requests for accessible archiving to the college Web
master.
Individual webpages shall comply with SUNY Empire State College policy, Use of the
Commons and Individual Web Spaces.
Webpages and electronic publications not officially affiliated with SUNY Empire State
College, shall not exhibit SUNY Empire State College branded templates, name, symbols,
emblems, logos, colors, seal, or, recreate content or functionality provided by SUNY Empire
State College and college-affiliated publications and web pages.
SUNY Empire State College reserves the right to remove from any SUNY Empire State College
server or communications system utilizing university network or name space, any webpage
or publication it believes to be in violation of SUNY Empire State College policy. The college
Web manager, with final authority resting with the vice president for communications and
government relations, may remove webpages and publications believed to be in violation of
this policy.
Responsibility and Authority
A. The vice president for communications and government relations is responsible for:
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1. coordinating all college information and publications and for assuring accuracy and
consistency of college message and image. The vice president has responsibility for and
authority over the content and appearance of all college webpages, College-affiliated
webpages and publications
2. creating, approving and maintaining SUNY Empire State College’s Publications Style
Guide. The college Web manager, director of collegewide Web marketing and Web
Presence Advisory Committee shall provide assistance to the vice president for the webrelated portions of this guide
3. approving the portions of SUNY Empire State College’s Web Presence Standards and
Practices that pertain to the college’s message and image
4. ensuring due process with regard to reviewing alleged violations and enforcing
noncompliance to this policy and related procedures
5. chartering the Web Presence Advisory Committee and recruiting and appointing
members which shall include the college Web manager as an ex officio non-voting
member
B. The college Web manager is responsible for:
1. working with the vice president for communications and government relations, the vice
president for integrated technologies, the director of collegewide Web marketing, the
Web Presence Advisory Committee, Office of Integrated Technology staff, and others as
needed to ensure that the college Web presence supports and promotes the college
mission
2. stewardship of SUNY Empire State College’s Web Presence Standards and Practices. The
college Web manager will consult with the vice president for communications and
government telations, the vice president for integrated technologies, the director of
collegewide Web marketing, the Web Advisory Committee and OIT staff regarding the
development and maintenance of the Web Presence Standards and Practices
3. monitoring college and college-affiliated webpages for compliance with the college’s
Publications Style Guide, Web Presence Standards and Practices, Integrated Technologies
Acceptable Use policy and other relevant college policies, taking appropriate steps
necessary to ensure compliance
4. overseeing the content review cycle – communicating with site stewards about upcoming
review deadlines, removing content that has not been reviewed on time and restoring
content once reviews are completed
5. coordinating with the director of collegewide Web marketing and OIT staff to monitor
website content, quality and performance and assisting site stewards and administrators
to improve the site content, quality, and performance
6. ensuring that stewards have regular access to site and content analytics
7. providing assistance to site stewards and administrators on Web development and
support issues, including account access
8. maintaining records of all assigned site stewards and administrators in a form that is
available to college employees
9. stewardship of the internal search function of the college’s Web presence; providing
guidance and help to site stewards and administrators related to the searchability of their
content.
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C. The director of collegewide Web mMarketing is responsible for:
1. working with the director of communications, the college Web manager, the Web
Presence Advisory Committee, OIT staff and others as needed to ensure that the Web
presence supports and promotes the college mission
2. search engine optimization (SEO) of the college’s public Web presence for external search
engines; the director of collegewide Web marketing shall have authority over the SEO of
the college’s public Web presence
3. stewardship of the college’s Web-based marketing activities
4. analyzing and reporting the college’s Web-based marketing activities
5. providing assistance to the director of communications and the college Web manager for
pertinent sections of SUNY Empire State College’s Publications Style Guide and the Web
Presence Standards and Practices.
D. The Web Presence Advisory Committee is responsible for:
1. representing the concerns of key stakeholders in all matters related to the college’s Web
presence
2. proposing and reviewing appropriate policies, standards, guidelines and practices related
to the college Web presence
3. advising the vice president for communications and government relations, the vice
president for integrated technologies, the director of collegewide Web marketing and the
Web manager regarding issues related to the college’s Web presence.
E. Site stewards are responsible for:
1. overseeing and approving the content of their designated Web pages
2. ensuring the accuracy, timeliness and relevance of their designated Web pages
3. appointing site administrator(s) and subject matter expert(s)
4. ensuring that their designated Web pages are in accordance with policy, standards,
guidelines and best practices
5. consulting as necessary with the college Web manager, director of collegewide Web
marketing and/or director of communications regarding assigned Web content
F. Site administrators are responsible for:
1. developing and maintaining the content of their assigned pages in accordance with
policy, standards, guidelines and best practices
2. consulting as needed with subject matter experts and the site steward
3. consulting as needed with the college Web manager, director of collegewide Web
marketing and/or director of communications regarding assigned web content.
G. Subject matter experts are responsible for ensuring the accuracy and currency of content in
their assigned pages.
Applicability
A. This policy applies to:
1. all members of the SUNY Empire State College community and governs all Web storage
and communications systems utilizing the college network or college name space
2. all college and college-affiliated webpages and electronic publications that meet this
document’s definitions.
B. This policy does not apply to:
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1. pages that meet this document’s definition of Web-based instructional materials or
individual webpages. However, such pages may, at the discretion of the creator or
author, exhibit college-branded templates, the college name, symbols, emblems, logos,
colors or seal. In so doing, these pages will be deemed as expressing the official voice of
SUNY Empire State College and will be governed by this policy
2. pages that meet this document’s definition of personal Web pages. Personal Web pages
shall not exhibit the college-branded templates, the college name, symbols, emblems,
logos, colors or seal, or recreate content or functionality provided by college or collegeaffiliated webpages or publications.
Violations/Non-compliance
A. Reports of Web content that is in alleged violation of this policy will be investigated and
handled in accordance with the college’s Web Presence Standards and Practices.
B. If Web content is found to be in violation of SUNY Empire State College policies, or if traffic
to a page has a negative impact on the operation of the SUNY Empire State College system,
the college has the authority to remove the page without prior notice and/or refer the
complaint for appropriate action. Site stewards who have their pages removed may appeal
the decision to the vice president for communications and government relations in
accordance with the college’s Web Presence Standards and Practices.
C. SUNY Empire State College complies with all New York state and federal disability
regulations (including the Americans with Disabilities Act, as amended in 2008, and the
Rehabilitation Act of 1973) and follows industry-standard Web accessibility guidelines (such
as Section 508 of the Rehabilitation Act of 1973 and World Wide Web Consortium
guidelines). Additional information can be found online at:
http://www.esc.edu/disabilityservices. Interpretation of accessibility requirements, policies
or related questions and concerns may be directed to the SUNY Empire State College
director of collegewide disability services at Disability.Services@esc.edu, or 800-847-3000,
ext. 2201, or the New York State Relay Service at 800-421-1220.
Exceptions/Exemptions
Requests for exceptions or exemptions to this policy shall be processed in accordance with the
college’s Web Presence Standards and Practices. Requests must be in writing and routed to the
vice president for communications and government relations with copies to the college Web
manager and director of collegewide Web marketing. The requestor must provide supporting
evidence for the exception or exemption. The vice president for communications and
government relations will consult with the Web manager, director of collegewide Web
marketing and Web Presence Advisory Committee about whether or not to grant the exception
or exemption. Final authority for the decision about the exception or exemption rests with the
vice president for communications and government relations.
Applicable Legislation and Regulations
1. NYS Technology Law: Internet Security and Privacy Act
(www.cio.ny.gov/tables/Policy/OFTenablingLeg.htm#ArticleII)
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2. New York State Laws and Regulations Relevant to State Government Records
(www.archives.nysed.gov/a/records/mr_laws_state.shtml)
3. Digital Millennium Copyright Act (www.copyright.gov/legislation/dmca.pdf)
4. Executive Order No. 3: Promotion of Access to Government Decision
making (www.cio.ny.gov/eo3.htm)
Related References, Policies, Procedures, Forms and Appendices
New York State Policies:
1. Accessibility of Web Based Information and Applications (www.cio.ny.gov/Policy/NYS-P08005.pdf)
2. NYS Guidelines for Internet Privacy Policy (www.cio.ny.gov/policy/NYSGuidelineG02001.pdf)
3. Acceptable Use of Information Technology (IT) Assets (www.cio.ny.gov/policy/G09001/NewYorkStateAcceptableUseBestPracticeGuideline.doc)
SUNY Empire State College Policies:
1. College IT Policies (www.esc.edu/integrated-technologies/technology-policies/)
2. Academic Freedom (Faculty Handbook) (www.esc.edu/facultyhandbook)
GEORGIA STATE UNIVERSITY
http://www.gsu.edu/ist/webpolicy.html
Policy
Georgia State University’s websites will exhibit a uniform and cohesive identity through the use
of the content management system (CMS) approved by the CoreWeb Steering Committee. The
sites will provide accessible, accurate and informative content and will be used for appropriate
and legal purposes.
Rationale
To strengthen the university’s public image through the adoption of a uniform visual identity, it
is imperative that the university formalize a Web strategy to present a unified experience to
internal and external constituents.
A site-wide design for Georgia State’s websites will ensure a user-centric, usable and consistent
environment that supports a stronger brand for the university and provides efficiency in site
creation.
Standards
CoreWeb Steering Committee: The CoreWeb Steering Committee is appointed by the President
and the Provost and consists of the VP for Research, the Associate Provost for Academic
Programs, the Associate Provost for Information Systems and Technology, the Assistant VP for
University Relations, the Chair of the Senate Information Systems and Technology Committee,
21
and a representative from the Office of Legal Affairs. Technical advice is provided to the
committee by the Director of Planning and Strategic Initiatives, IS&T.
Use of Institutional Content Management System (CMS): A content management system easily
supports visual and navigational consistency across sites, decentralized management of Web
content through a simple, word processor-like interface and better accountability for Web
content through the use of optional departmental workflow and approvals prior to page
publication.
College, academic department (including centers and institutes) and administrative websites
must be produced using the approved CMS (currently RedDot) with the templates and patterns
approved for use within RedDot. Use of the official design templates or elements thereof
outside of the CMS is not permitted except in cases where the use of the CMS is not viable
(such as for some web-based applications). In these cases, basic Georgia State-branded frames
are provided by the Experience Design Group, a unit of IS&T.
Development of institutional sites by external providers is permitted, with the approval of the
president or designee, and must comply with this policy.
Websites for student organizations are not produced within the CMS.
At this time, individual faculty pages are not required to be developed in the CMS.
ADA Compliance: The university is committed to Section 508 compliance. Section 508 of the
Rehabilitation Act requires federally funded agencies to make their electronic and information
technology accessible to people with disabilities. All Web implementations are required to
adhere to the Georgia State University Web Accessibility Policy.
Site Locations: All college, academic department and administrative Web pages must reside on
a registered server with the required security software installed and current. Hosting of Georgia
State Web pages on non-Georgia State servers occurs only rarely, and must be approved by the
CoreWeb Steering Committee. Student Web pages reside on www.student.gsu.edu rather than
the main Georgia State domain, www.gsu.edu.
Site Names:
Administrative website addresses are in the form: http://www.gsu.edu/admin-unit-name
College-level site addresses can be in the form:
http://www.gsu.edu/college for college sites hosted on the central Web server or
http://college.gsu.edu for college sites hosted on college Web servers
Academic department site address can be in the form:
http://www.gsu.edu/college/department for department sites hosted on the central Web
server or
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http://college.gsu.edu/department for department sites hosted on college Web servers or
http://department.gsu.edu at the college’s discretion
Center addresses can be in the form:
http://www.gsu.edu/college/center for center sites hosted on the central Web server or
http://college.gsu.edu/center for center sites hosted on college Web servers
Other considerations are possible for center sites affiliated with more than one college.
Other site names are possible and will be reviewed by the CoreWeb Steering Committee.
Commercial Use of Web Pages: Material contained on university websites must be for
academic, research and business activities traditionally associated with a university, unless
otherwise approved or permitted by the president or designee.
Use of Copyrighted or Licensed Material: For the use of any and all copyrighted materials not
belonging to Georgia State University, written permission must be obtained from the copyright
holder and kept on file. Appropriate copyright notices must be prominently displayed as
necessary. It should not be assumed that images or photographs used in other university
publications are the property of Georgia State University.
Content: Content should be reviewed at least biannually to ensure accuracy and freshness.
Web pages linked from the Georgia State University site or stored on a server connected to the
university network must comply with applicable laws and with university policies and
regulations. The following must not be included in any Web pages:

Copyrightable or licensed materials for which the necessary permissions for use have not
been obtained or an exception permitting use applies

Material for commercial gain unrelated to the university

Material that could lead to illegal activities (unless used in an appropriate academic
context)

Material or speech that is unlawful (unless used in an appropriate academic context)

Material that is intended to damage, to interfere with, or place an excessive load on a
computer system or network
Advertising, Endorsements and Sponsorship Acknowledgements: Georgia State University is
the owner of its Web pages. No advertising or third-party endorsements are authorized on
university Web pages unless expressly approved by the president or designee. This includes, but
is not limited to advertising, endorsements, or sponsorship acknowledgements in the form of
banner ads and website development credits by third party vendors. Event sponsorship
acknowledgements in the form of a simple listing of company names and logos are acceptable.
Links to the websites of sponsors is not acceptable.
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Non-gsu.edu Domain Hosting: External or non-gsu.edu domains can be hosted at Georgia State
under the following conditions:

There is an institutional affiliation with the non-gsu.edu domain relating to Georgia State’s
research, instructional or service missions

It is in the university’s interest to host the non-gsu.edu domain

Any Web pages for the non-gsu.edu domain must maintain approved Georgia State
branding
Requests are made to the CoreWeb Steering Committee using the form “Non-gsu.edu Domain
Hosting”.
Off-site Hosting of gsu.edu Web pages:
Requests are made to the CoreWeb Steering Committee using the form “External hosting of
Georgia State websites."
Web Page Aliases: Web page aliases (short names or short-cuts) will not normally be
established on the central www.gsu.edu server. The administrators of other registered web
servers can elect to support aliases on their servers, at their discretion.
Oversight: The university reserves the right to remove from its servers or disconnect from its
network any material or Web pages that the university determines violates university policies
or applicable laws. Various units within the division of Information Systems & Technology (IS&T)
are responsible for protecting both the system and users from violations of these policies and
laws. Pursuant to this duty, IS&T may communicate with offending parties and give instructions
as to necessary steps to be taken to correct such violations. In certain cases the university may
temporarily or permanently deactivate a Web page. Any enforcement of policies will be made
pursuant to appropriate administrative procedures applicable to the party in question.
Adjustments or additions to the CMS templates and patterns, or questions about whether a
website violates applicable policies or laws are referred to the CoreWeb Steering Committee.
NORTHEAST OHIO MEDICAL UNIVERSITY
Hosting Web Sites for External Entities
Web pages for entities other than University units, University affiliates or registered student
organizations, may be hosted on University servers only when the entity has a relationship with
the University that supports the University’s teaching, research, or service missions. Such a
relationship may be demonstrated by one or more of the following:
 The entity is an organization of which the University itself is a member.
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


The entity is an organization of which a faculty or staff member is a member, and the
relevant department chair, director or vice president approves the hosting as being in
support of the University’s teaching, research or service missions.
The University has, or enters into, a contractual relationship for the hosting with the
entity.
The Office of Public Relations and Marketing determines that the entity has another
relationship to the University sufficient to support the university’s teaching, research or
service missions.
Internet pages may not be used for commercial, non-University or affiliate purposes. They
cannot be for the personal or private gain of an individual or group of individuals promoting a
private or commercial cause.
OHIO STATE
The university shall develop and maintain a comprehensive Web presence. This presence will
be represented by university Web initiatives in instruction, libraries, research and research
administration, student services, university, college and department administration and a
variety of other university- related activities.
Hosting Web Sites for External Entities
Web sites for entities other than university units, university affiliates, or registered student
organizations, (e.g., professional associations, consortiums, or journals) may be hosted on
university servers only when the entity has a relationship with the university that supports the
university's teaching, research, or service missions. Such a relationship may be demonstrated
by one or more of the following:
1) The entity is an organization of which the university itself is a member.
2) The entity is an organization of which a faculty or staff member is a member, and the
relevant department chair, director, or vice president approves the hosting as being in
support of the university's teaching, research, or service missions.
3) The university has, or enters into, a contractual relationship for the hosting with the
entity.
4) The Web Policy Council determines that the entity has another relationship to the
university sufficient to support the university's teaching, research, or service missions.
Naming the Site
Determining the domain name for a Web site reflects both a marketing and a technical
consideration. In general, shorter names are preferred to longer names. They are easier to
communicate, remember, and type. However, too short names and acronyms may be confusing
to some users. Ohio Statedomain names should also be reflective of the name of the university
organization that is sponsoring the Web site.
25
All units, departments, schools, colleges and administrative areas may use a shortened
'OSU.EDU' URL. URLs will maintain a three level naming construction 'NAME.OSU.EDU'. Fourth
level names will not be allowed except for the fourth level name 'WWW' to eliminate error
messages. (Example: newmedia.osu.edu, and www.newmedia.osu.edu)
All Ohio State Web sites are free to continue to use their given sub-domains as URLs
(name.subdomain.ohio-state.edu), and encouraged to use their three level URLs
'NAME.OSU.EDU' for promoting Web sites.
New URL names may be applied for online at: www.osu.edu/newmedia
The Web Policy Committee chair will approve URL names based first on relevance to an
academic area, second on appropriateness to a departmental function, and third on usability by
all users of Ohio State Web services. Conflicts of URL name choices will be resolved by the Web
Policy Committee on an ongoing basis.
Dot COM Web sites shall not be hosted within the ohio-state.edu or osu.edu domain space. Dot
ORG sites whose mission is connected to a university department or academic unit may be
hosted within the university's domain space.
TEMPLE UNIVERSITY
https://www.temple.edu/webhelp/web_resources/policies.htm
Temple University provides Web systems and services to Schools, Colleges, Units and
authorized organizations for University related information and education. Temple University's
central web server www.temple.edu (www) hosts web sites on behalf of more than 500
departments and organizations of the University. A Temple University Web Consortium meets
regularly to provide guidance and assistance to the Temple University Web Community by
crafting fair and usable policies in accordance with Temple initiatives and mission.
SECTION II.
Policies and Guidelines for CONTENT CONTRIBUTORS
(Content Contributors are people who have permission to edit, modify or update Web page or
Web media content within the temple.edu domain. Content Contributors are bound by all
preceding sections of the Temple University Web and Internet Policies and Guidelines.)
a) Enterprise Content Management
Physical root level Websites (www.temple.edu) are reserved for major School, College or Units
(for example: www.temple.edu/cst or www.temple.edu/hr). All departments, centers,
institutes and other organization websites must be contained within the root directory a major
School College or unit. For example the training department in Computer Services must be
located under the Computer Services umbrella Website (www.temple.edu/cs/training). Temple
University is organizing all Websites into a logical structure to improve searching, usability and
locating all content within an information hierarchy for ease of managing web assetts. Temple's
content managment systems opens web editing and updating to the entire university
26
population and no technical expertise is required. To facilitate this accessability and usability it
is important to consolodate and structure Websites.
b) Content Management
Content Contributors are responsible for the management of Web site content and related
materials (Web pages, media files, images). It is required that outdated information or content
be removed or updated. Web developers and content contributors must utilize shared content
either within the Web site or use Temple University 's authorized central shared asset content
available in the Web Complex Content Management System and the Media Complex Content
Management System. For example, tuition rates are published from a central source in the
Bursar's office. Web developers or content contributors may link to the central tuition asset to
display tuition rate information within their Web site.
c) Offensive Content
Temple University will not tolerate content that is harmful or offensive to people. All Web users
and Web developers must read and adhere to the Temple University Computer Usage Policy
(http://policies.temple.edu/getdoc.asp?policy_no=04.71.11 ). All policies in Temple 's
Computer Usage policy may override the Web usage policy. Corrective action will be
implimented against users who do not use Temple Web systems in accordance with the
policies. All questionable issues will be escalated to the Vice President of Computer and
Information Services Main Campus, Conwell Hall, 7th Floor.
d) Content Ownership and Responsibility
Development, administration and management of Web content including Web pages, Web
media and Web data is the sole responsibility of the corresponding department. Web content
ownership and responsibility will be directed to Deans, Directors, Vice Presidents or Vice
Provost offices who are ultimately responsible for all departments, centers, institutes and other
organizations in their portfolio.
SECTION III.
Policies and Guidelines for WEB DEVELOPERS
d) File and Website naming conventions
Physical root level Websites (www.temple.edu) are reserved for major School, College or Units
(for example: www.temple.edu/cst or www.temple.edu/hr). All departments, centers,
institutes and other organization websites must be contained within the root directory a major
School College or unit. For example the training department in Computer Services must be
located under the Computer Services umbrella Website (www.temple.edu/cs/training).
Requests for temporary server alias names (for example:
www.temple.edu/trainingconference2007) can be reviewed and granted for a short duration by
the Temple University Web committee.
All Website file names must use the following conventions:
www.temple.edu/cs/WEBSITENAME. When requesting a new Web site Web developers and
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Department Heads are encouraged to follow these guidelines in forming the WEBSITENAME of
the Web address or naming files within the Web site:
i Never use spaces within, before or after the name of any file or folder. Never use unusual
characters or symbols within a file name and avoid punctuation marks (other than period,
hyphen and underscore).
ii. Keep your file names short (under 25 characters) AND meaningful.
iii. All Web page files must end in html, htm, asp, js, css etc.
iv. All graphic files must end in gif, jpg or png.
v. Be aware of how you use upper and lowercase letters. This can help users understand your
file names but some systems are case sensative so using the incorrect case can prevent users
from accessing information or resources.
f) Branding Guidelines
Web developers must follow the university branding policies and guidelines available
at www.temple.edu/logos. Student organization websites are not permitted to use Temple
logos, signatures or other forms of official branding. Use of Temple logos or affiliated branding
by student Websites may result in the suspension of privileges and access to Temple University
web systems and services. To find out more about branding and the Temple's strategic
message, contact the Publications office at pubs@temple.edu or call 1-8561. To find out how to
use a University Web template, contact webhelp@temple.edu.
g) Student web developers and web sites
Students organizations may administer a website under the root web
site: www.temple.edu/students if approved by the President of the student organization and if
the organization is registered and in good standing with the Temple University Student
Activities Office. In addition to the department head or University official authorization, student
organization web sites must obtain the authorization of Gina D'Annunzio, Associate Director,
Student Affairs, gina.dannunzio@temple.edu. All requests must be submitted via the Temple
University Web site Account Request Form. Important: to retain the use of Web systems and
services, students Web sites are required to follow the Branding Guidelines in Section IIIf.
SECTION IV.
Policies and Guidelines for WEB ADMINISTRATORS
a) All primary Web contacts (Department Heads, Vice Presidents, Deans etc.) that are
responsible for Web sites, Web content and Web developers are strongly encouraged to
subscribe to the Temple University Principle Web Contacts listserv
(http://Listserv.temple.edu/archives/web-contacts.html).
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b) Web site deactivation in emergency situations relating to the Temple University Computer
Services policy can result in the following actions: Replace a Web site with a Web page message
stating that the Web site is temporarily unavailable or redirect the Web site to another Web
site.
c) Requests to change, disable, delete or deactivate Web sites that come from anyone other
than registered Web developers, Web administrators or department heads require an e-mail
request from the highest-ranking department head (vice president, director, dean, chair)
to webhelp@temple.edu and a telephone call to the Help Desk at 1-8000. If no department
head is available or the department head is involved in the request, an e-mail or Help Desk
contact from the next highest-level executive (VP level or next highest superior to the highest
department head) is acceptable and will be escalated to senior management.
d) Temple University Computer Services reserves the right to inspect any files in any Web site.
We will provide information relevant to specific allegations or issues to an appropriate
authority in accordance with our Network Security Policy.
e) Termination of Access and Accounts - All Web developers and Web administrators who cease
affiliation with Temple (employee, student or other authorized affiliation) will lose access to all
Web accounts and privileges immediately.
f) Account activity - Accounts will be discontinued or eliminated if they have not been updated
or accessed or if the department head has not requested an extension for one calendar year.
g) Computer Services reserves the right to move or remove outdated data or material.
Computer Services may also move or remove data or material in accordance with but not
limited to sections IIa and IIIf.
h) Web administrators should monitor content to ensure appropriate use and compliance with
this policy and ensure that Web developers and content contributors follow all policies in
section IIa.
i) Temple University Web naming conventions (see section V).
j) The Develop system is intended for development of content only before it is transferred to
the Publish system for public access. The Develop system may NOT be used for publishing live
content. Any content indented for live viewing must be moved to the Publish system. The
Develop system may be subject to changes or downtime that would interfere with the use of
the system for live data. Use of the Develop system for live content is prohibited.
UNIVERSITY OF CALIFORNIA/MERCED
http://www.ucmerced.edu/about_this_site
29
Terms and Conditions of Use
The following terms and conditions apply to all official UC Merced Web sites. Your use of this
site constitutes agreement to these terms and conditions. If you do not agree to these terms of
use, please do not use this site. This site is owned and operated by UC Merced (referred to as
"UCM," "we," "us," or "our" herein). We reserve the right, at our discretion, to change, modify,
add or remove portions of these terms at any time. Please check these terms periodically for
changes. Your continued use of these sites following the posting of changes to these terms will
mean you accept those changes.
Official UC Merced Web Sites
Official UC Merced Web sites display the UC Merced seal. Other sites hosted by UC Merced
servers including student, staff, and faculty Web pages are not official UC Merced Web sites
and do not represent the university in any way. The content of such unofficial Web sites and
any material accessible therein do not reflect the views of the Regents of the University of
California. The Regents do not endorse, warrant, or otherwise take responsibility for the
contents of such unofficial sites. A link from a UC Merced-hosted Web site to a non-university
site does not imply university endorsement of the site's products or services. References to
non-UC Merced products, services, or organizations do not imply university endorsement.
Copyright and Other Rights
It is prohibited to copy, reproduce, republish, upload, post, transmit, or otherwise distribute
any material from an official UC Merced Web site without explicit permission. You may
download one copy of any materials on any single computer for personal, non-commercial
home use only, as long as all copyright and other proprietary notices remain intact. Any
modifications of the materials or use of the materials for any other purpose constitutes a
violation of the university's proprietary rights.
UNIVERSITY OF KANSAS
cms.ku.edu
Definitions
 Academic units: Any unit that offers academic courses in the official university catalog.
 Administrative and service units: Any unit that provides services related to the
operation of the university, that assists prospective and enrolled students, or that
provides resources used by faculty, staff, students and guests of the university.
 Research units: Any unit that is engaged in research studies but does not provide any
academic courses in the official university catalog.
 Multi-agency, grant-funded service units or centers: Any unit that is supported by an
exterior revenue source, such as state, federal or private grants, and has a non-KU
academic partner on the grant.
 Centers for public programming: Any unit that offers programming for public
consumption, including exhibitions, performances and lectures.
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CMS Policy
The website content management system (CMS) provides significant benefits to the University
of Kansas and the individual units on our campus. These benefits include an enhanced user
experience through consistent branding and standard navigation across all KU websites, and
the ability for non-technical staff within units to create and manage content on pages.
Because of the significant advantages of the CMS, all campus units are expected to transition
their sites according to the Adoption Timeline. Units may choose to transition their websites to
the CMS sooner than required in the Adoption Timeline.
All units are expected to use the CMS template, which provides flexibility to meet the unique
needs of individual units, yet still maintains a consistent design and navigation for users.
Template Modification
Requests for template modification for special needs should be submitted to the Office of
Public Affairs: webcomms@ku.edu.
CMS Requirements
Conditional Exceptions
Units may submit a request for a conditional exception—such as an extension beyond their
targeted completion date—to the Office of Public Affairs.
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Units that have contracts with third-party vendors that do not expire until after their targeted
completion date must submit a request for a conditional exception and a plan for a timely
conversion to the CMS once the contract has expired.
Any unit that seeks a complete exception to the CMS must include a plan for how any non-CMS
site will comply with visual identity standards, present prominent KU branding, keep content
current, delete old information in a timely manner, promote university strategic plan
objectives, provide quality usability and navigation and not hinder a user’s ability to find
content via the all-university search function.
Exemptions
The following affiliates are exempt from joining the CMS: KU Endowment, KU Alumni
Association, Kansas Athletics and Kansas Memorial Unions.
Governance
The University of Kansas-Lawrence campus content management system is jointly governed by
Information Technology and the Office of Public Affairs.
Public Affairs is responsible for:
 Templates: The design and approval of page templates, including navigation structure,
branding, font and color selection, and content for the KU Navigator and footers.
 Modules: The design and content for required and optional modules for page
templates.
 Photography: The creation of a gallery of optimized, current images for units to use in
creating their pages within the CMS. The images will be made available for use in page
headers and rotating galleries. The content will include campus beauty, facilities,
student life and seasonal scenes.
 Best practices: The dissemination of information on the best practices and approaches
relating to content, navigation and usability.
 Policy: The development of policies to govern the CMS, which will include regular
communication with users on their experience managing sites within the CMS.
 Exceptions and initiatives: The approval or disapproval of requests for delayed
adoption, modified use or exemption from the CMS, and for proposals for additions,
deletions or modifications to the CMS templates and governance.
 Communications: Public Affairs and Information Technology will share responsibility for
communication with the university community on how to use the CMS.
Information Technology is responsible for:
 Templates: Creation of templates designed and approved by Public Affairs. KU IT has
created templates specific to key content categories.
 Access: Manage the certification of approved users and provide secure access to the
CMS.
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

Training: Provide free in-class and online training for Content Contributors, Content
Editors and Site Administrators.
Security and Support: Provide system administration, security and other technical
support for the CMS.
UNIVERSITY OF WESTERN SYDNEY
http://policies.uws.edu.au/view.current.php?id=00116
SECTION 1 - PURPOSE AND CONTEXT
(1) This policy provides an effective University-wide framework for governance and
management of matters related to web delivery of information and services.
(2) The policy is applicable to anyone intending to publish a web page, website or web
application, as well as other web initiatives that involve proposed or actual use of University
resources, whether by the University directly or by external organisations.
SECTION 2 - DEFINITIONS
(3) For the purpose of this policy:
external organisations - include public and private sector organisations within Australia or
elsewhere, and wholly owned or related entities of the University.
web content - refers to text, images, documents, video and audio files, links etc., available
through a web browser (e.g. Internet Explorer, Firefox, Lynx), regardless of device (e.g. PC, PDA,
mobile phone).
UWS-Web - is the collective term for websites, web pages, web applications and web enabled
corporate applications through which the University is represented in the online environment.
This includes but is not limited to the uws.edu.au domain.
Micro-Site - refers to a web page or group of web pages which operate to support the
University website, drive traffic to the University website, or meet an objective that cannot be
supported by the official Content Management System (CMS) of the University.
University website - refers to official University website at www.uws.edu.au
SECTION 3 - POLICY STATEMENT
(4) The University of Western Sydney recognises UWS-Web's essential role in enabling the
University to fulfil its mission and achieve its goals.
(5) Appropriate use of UWS-Web in promoting the University's purpose and in supporting its
learning and teaching, research and engagement activities is actively supported and
encouraged. In each of these endeavours, the University is committed to providing a web user
experience that reflects our values and strategic priorities in accordance with the UWS-Web
standards.
(6) The University is committed to a program of continuous improvement for UWS-Web and
will provide regular opportunities for internal and external stakeholders to contribute to and
provide feedback on its performance.
Part A - Governance and Management Framework
33
Web Steering Committee
(7) The Web Steering Committee is the peak web governance body of the University of Western
Sydney.
(8) Chaired by the Deputy Vice-Chancellor, International and Development, its role is to:
provide executive leadership and direction on matters related to the web;
oversee the effective use of University resources for proposed or actual web delivery of
information and services.
(9) The Executive Director, Engagement and Partnerships, provides strategic support to the
Web Steering Committee and is the contact for Web Steering Committee enquiries.
(10) For matters related to this policy, the Web Steering Committee e is the primary and official
forum for consultation and communication with the University's stakeholders.
(11) Membership of the Web Steering Committee is by written invitation from the Chair of the
Web Steering Committee.
Web Services Unit (WSU)
(12) The Web Services Unit (WSU), a unit within the Office of Engagement & Partnerships, is the
University's principal contact in relation to web matters, including those involving external
organisations as clients, partners or suppliers.
(13) The Web Services Unit's responsibilities include, but are not limited to, matters related to
content, functionality, usability, accessibility and the representation of the University on the
web.
(14) In consultation with key stakeholders, the WSU develops and manages University-wide
strategies and processes to enable the University to achieve its goals in the web environment.
Content Authors and Subsite Managers
(15) Content Authors and Subsite Managers must follow and apply the conventions of the Web
Design Style Guide.
(16) Content Authors are responsible for uploading web content to their allocated web pages.
(17) Content Authors and Subsite Managers have a responsibility to ensure that their
information is accurate and timely, or to remove it from UWS-Web if it becomes out-of-date or
misleading.
(18) Subsite Managers are responsible for approving the publication of content on the
University website for their specified area, and ensuring the information is accurate, relevant
and consistent with the University's Web Policy.
(19) Subsite Managers must be a senior staff member or their delegate, reporting directly to a
senior staff member for the purposes of website management. External people may create or
coordinate University web pages, provided that a designated staff member accepts ultimate
responsibility for the information published.
(20) Subsite Managers may not necessarily create the web pages, but they should have a clear
idea of the objective of their web presence and the University's Web Policy framework in order
to provide leadership for their site.
(21) Subsite Managers are responsible for ensuring that duplication of information on the
University website is eliminated. Subsite Managers should ensure that pages under their
control do not duplicate information available on UWS-Web.
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(22) Subsite Managers are responsible for ensuring web pages are maintained in their sites, for
example, coordinating the work of the content authors and periodically reviewing the pages in
their specified areas.
(23) Subsite Managers will also typically:
Take part in the policy formulation processes
Receive and act on reports from Web Coordinators indicating broken links.
SECTION 4 - PROCEDURES
Part B - UWS Web Standards
(24) The WSU, Web Coordinators, Subsite Managers, Content Authors and all others who
contribute to UWS-Web have an essential role to play in ensuring their contribution meets the
requirements specified in this policy and its associated procedures and guidelines.
Web Design
(25) All site designs and developments must comply with the UWS Technical Style
Guide and Web Design Style Guide.
Web Content
(26) Obsolete or inaccurate information damages the reputation of the University. Content
should be reviewed regularly and removed if out of date.
Acceptable Content
(27) Content on UWS-Web must be specific to the official work of the University and not expose
the University to risk in relation to its reputation, the conduct of its business, or its legal or
ethical obligations.
Unacceptable Content
(28) UWS-Web must not:
contain or link to content unrelated to the official activities of the University;
contain or link to outdated, inaccurate, misleading, offensive, obscene, defamatory or
threatening content;
contain or link to content which implicitly or explicitly contravenes State and Commonwealth
legislation, including anti-discrimination legislation;
contain or link to content of commercial or non-University activities performed by staff
members or their families or their commercial or business associates;
contain recognisable images of people unless a Photo Release form including specific release
for web use has been completed and signed by those in the images (still or video). Photo
release forms can be obtained from the UWS Photographer.
contain content owned by external organisations;
contain copyrighted content unless written permission from the copyright holder is held. Please
refer to the Copyright Policy and the Intellectual Property Policy for more information.
Accessibility
(29) UWS is obliged to comply with the World Wide Web Consortium (W3C) Web Content
Accessibility Guidelines 1.0 with the aim to meet level 2 (AA) requirements. All new websites
should work towards AA compliance prior to publication.
Friendly URLs
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(30) Friendly URLs are to be used in place of actual web addresses for commonly referenced
content in print publications or promotional material. An example of a friendly URL would
be http://www.uws.edu.au/campuses for references to the Campuses page.
(31) A list of friendly URLs can be accessed at http://www.uws.edu.au/friendly_urls
(32) Requests for allocation or changes of friendly URLs are to be submitted to the WSU.
Links to External Sites
(33) Executive Director, Engagement and Partnerships, or delegate approves the suitability and
nature of links to non-UWS websites ('outbound links') for initial or continued publication as
part of UWS-Web.
Sponsorship and Advertising
(34) Acknowledgement of sponsors on UWS-Web is permitted where the sponsorship is directly
related to the other content on the page on which it appears, for example, the inclusion of links
to the websites of organisations sponsoring conferences or projects is permitted.
(35) Web pages may contain an acknowledgement of sponsors of University supported
projects, provided that the appearance of the acknowledgement is in keeping with the
University's web page design guidelines. Other forms of advertising on UWS-Web are not
permitted.
(36) Notwithstanding the above, mentioning of a sponsors' name is not permitted on the main
entry-points to the site (e.g. UWS home page).
(37) Sponsor's name or company logo should not exceed the dimensions of the University logo
published on UWS-Web. If this is not possible, please contact the WSU for advice.
(38) Advertising for the purposes of commercial gain (e.g. revenue-raising) is not permitted on
UWS-Web.
(39) All web pages containing potentially promotional reference to external organisations or
individuals should be referred to theExecutive Director, Engagement and Partnerships for
approval.
(40) Mention of particular software that was used to create a web page is not appropriate.
Part C - Micro-Sites
New Micro-Sites
(41) All requests for Micro-Sites are to be submitted to Web Services Unit and require the
approval of the Executive Director, Engagement and Partnerships or delegate.
(42) Business Cases supporting a Micro-Site must be lodged to the Executive Director,
Engagement and Partnerships or delegate, at least 90 days before the proposed launch date.
(43) Guidelines for applications can be found at: http://www.uws.edu.au/micrositerequest
(44) Approval of the Micro-Site Business Case is by the Executive Director, Engagement and
Partnerships or delegate.
(45) The final sign off for the launch of a Micro-Site is by the Executive Director, Engagement
and Partnerships or delegate.
Part D - Domain Name Registrations
(46) Information Technology Services (ITS) is responsible for authorising domain name
registrations and renewals. Requests for domain names must be logged via the IT Service Desk
at servicedesk@uws.edu.au.
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Part E - AARNET Membership and Web Obligations
(47) As a member of Australia's Academic and Research Network, the University is bound to
comply with the AARNET Access Policy which includes conditions that impact the University's
responsibilities in relation to web management.
Part F - Web Hosting for External Organisations
(48) The University may provide web hosting for external organisations where an official
relationship exists between the parties and where hosting provides a benefit in relation to the
mission and goals of the University.
(49) Websites that have potential to present a risk in relation to UWS-Web are not permitted.
(50) The nature of the information published must be consistent with the University's Web
Policy and relate to the mission and goals of the University and meet the following criteria:
The information must relate closely to the University's strategies and objectives;
There must be a demonstrable benefit to the University;
The pages should have a positive impact on the University's reputation or image;
The published information should not expose the University to the risk of legal liability or
contradict official University policies;
The University cannot provide a subsidised service to external organisations if the service
unfairly competes with private providers.
New or Transferred Websites
(51) For consideration of web hosting, the chief executive (or equivalent) of the external
organisation must lodge an application to the Executive Director, Engagement and Partnerships
or delegate at least 90 days before the intended launch date of the website with final approval
by the Executive Director, Engagement and Partnerships or delegate.
(52) The application process is outlined at: http://www.uws.edu.au/transfermicrosite
(53) The decision of the Executive Director, Engagement and Partnerships or delegate is final.
(54) Where approved, a Service Level Agreement between the Deputy Vice-Chancellor,
International and Development and the chief executive (or equivalent) of the external
organisation must be signed at least 60 days before the intended launch date of the website.
(55) Hosting arrangements and corresponding Service Level Agreements are subject to annual
review.
Replacement Websites
(56) Where an external organisation intends to replace a website that is currently hosted by the
University, a new proposal must be submitted and, where approved, a new service level
agreement entered into. Proposals for replacement sites are assessed and processed under the
same conditions and arrangements as new websites.
Part G - Social Media
(57) All University videos must adhere to the Digital Production Standards.
(58) All official use of social media at UWS must follow the UWS Social Media Guidelines.
Part H - Protocol for Exemptions
(59) It may be determined that an exemption be granted to accommodate extenuating
circumstances under this policy. Should an exemption be required, a business case providing
grounds to support such an exemption must be submitted to the Executive Director,
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Engagement and Partnerships for consideration in consultation with key stakeholders, as
appropriate.
(60) If not approved, there is a right of appeal to the Chair of the Web Steering Committee.
(61) The decision of the Chair of the Web Steering Committee in such matters is final.
SECTION 5 - GUIDELINES
(62) Web Design Style Guide
(63) Technical Style Guide
(64) Social Media Guidelines
(65) Digital Production Standards
(66) Micro-Site Guidelines and Support
UNC CHARLOTTE
http://legal.uncc.edu/policies/up-302
C. Web Page Format
All University web pages:
 Should be constructed using the University standard content management system
(CMS.) Web pages constructed in an alternate CMS due to technical requirements not
supported by the University standard content management system must be approved
by Marketing Services and must adhere to University branding guidelines.
 Templates are to be provided online and created and approved through Marketing
Services in the Division of University Advancement.
 Faculty pages are not covered by CMS templates but must use the University logo in
accordance with University branding guidelines.
 Must coordinate the development of new web pages through Marketing Services, Web
Communications, and Information and Technology Services (ITS), whether the pages are
created in-house or using an approved vendor.
 Must adhere to the current version of the University’s Web Standards Guide.
Failure to adhere to these formatting requirements may result in the web page’s removal from
University servers.
G. Hosting Websites for External Entities
Websites for entities such as professional associations, consortiums, or journals that are not
University units, University affiliates, or registered student organizations may be hosted on
University servers only when the entity has a relationship with the University that supports the
University's mission and only upon approval of the Director of Marketing and the University
Chief Information Officer. Such a relationship may be demonstrated by one or more of the
following circumstances:
1. The entity is an organization of which the University itself is a member.
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2. The entity is an organization of which a faculty or staff member is a member, and the
relevant department chair, director, or vice chancellor approves the hosting as being in
support of the University’s mission.
3. The University has, or enters into, a contractual relationship with the entity for hosting
its website.
UTAH VALLEY UNIVERSITY
http://www.uvu.edu/wds/webstandards/cmsstandards.html
Our current policy is all institutional pages on the UVU web site will be in an approved CMS
solution. Currently, the approved CMS systems are OUCampus provided by OmniUpdate and
Luminis CMS. As our needs change, the CMS solutions approved may change.
VIRGINIA UNION UNIVERSITY
http://www.vuu.edu/Uploads/files/Website%20Policies.pdf
Purpose
The Virginia Union University (VUU) web site is accessed by both internal and external markets
as well as the general public. The site serves all these constituencies. The VUU home page is
designed with the external market as its primary audience but also as a source of vital
information for faculty, students and staff. The University web site should be managed to
ensure that information is accurate, and pertinent. This policy establishes standards for all
University web pages linked to/from the VUU Web site. It is intended to establish and maintain
a coherent appearance for the University, promote a positive image and ensure accountability
for information presented in the name of the University.
The university appreciates the spirit in which the web was created and currently exists. VUU
also recognizes that material created by its component departments, schools, and other official
sources represent the university to audiences within the institution and far beyond. A conscious
effort has been made by the Office of University Relations to meet regulatory guidelines and
compliance, promoting consistency, quality and a cohesive, unifying image for the institution
while also assuring individuality.
I. The VUU Home Page
www.vuu.edu is the official Internet site ("home page") for the University. The home page’s
primary objective is to provide an attractive, distinctive, clear and easily navigable point-ofentry to the wealth of information on VUU’s Internet servers, and to set a tone and style for
other University pages. The VUU main home page (www.vuu.edu) is managed by the Office of
University Relations.
II. Publications Policy
The University is reflected in the appearance and content of its web pages. Therefore, official
VUU pages should be prepared with this function in mind. Care should be taken to ensure that
39
information is accurate, up-to-date and consistent with the university mission. The current VUU
template is to be used in developing a cohesive look for the university. While the header and
footer are to remain consistent throughout, the body of the page allows for individuality of the
campus unit.
III. Copyright and Privacy
Information created by a government agency is largely considered to be in the public domain.
"Found" graphics or outside information must not be used on Web sites without proper
attribution. Copyright laws must be followed.
Specific web-based forms that require personal information from a visitor must post a privacy
policy or a link to the policy indicating how the information will be used and under what
conditions the information may be shared or released to another party.
Organization Websites
Organization websites are granted for recognizable student or alumni organizations and
associations. Should the entity cease to hold recognition by the University through the Office of
Student Activities and Leadership, the organization’s website will be removed. The student
organization is solely responsible for the content on its website and must conform to these
policies.
IV. Responsibility
A. The Web Content Coordinator located in the Office of University Relations acts as the
campus webmaster to develop University web pages for the main VUU web site. The Web
Content Coordinator maintains links to organizational unit web pages in accordance to the VUU
policy. University Relations may refuse to link to web pages which are not being prepared or
maintained in accordance with university policy. Web pages that are not hosted by the
University, will be refused unless there is written notice from the Office of the President.
B. Requests to have links added from the official VUU home page are to be made through
University Relations, by filling out the website request form. Send requests to
cdepps@vuu.edu.
C. Every organizational unit head shall designate an individual(s) to serve as department Web
Publisher. To ensure continuity, these individuals must be regular (non-student) university
employees. The organizational unit head will keep the Web Content Coordinator (campus
Webmaster) appraised of the current designees.
Web Liaisons for VUU Web pages are responsible for:
 ensuring the accuracy and timeliness of the information presented;
 abiding by VUU’s Web publishing and identity standards
 regularly updating and keeping published information current;
 understanding and complying with copyright, privacy, accessibility, intellectual property
and
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



libel laws;
responding in a timely fashion to inquiries and comments directed at one’s published
material; and
users must, uniformly, guard against abuses that disrupt the system and threaten its
long-term
viability, degrade performance, deprive access to a VUU resource, or embarrass the
university.
All content will not be posted until approved by the Web Content Coordinator.
V. Submitting a Web page content
The Office of University Relations reviews all proposed official web pages prior to final
publication to the Web. Interdepartmental publications also may be subject to approval by
University Relations. University Relations will check for consistency, grammar, and graphic file
size. If editorial and/or design questions arise or if there is a need for more than minimal copy
or design revision, University Relations will consult with the author. On-line forms will be
created by the campus Webmaster. If you have a need for a form send the request and the
need for the form to the Webmaster by using the website request form.
VI. Web Page Standards
(1) Load Time. Large file sizes require longer time to download. Internet studies show a user
will only wait an average of 8-10 seconds for a page to download. With this in mind, all
standard practices to minimize each file size loaded with the page should be used. This includes
graphic optimization for all images. For assistance or additional information on reducing file
sizes, contact the campus Webmaster.
(2) Duplication and Unused Files. To facilitate revisions and prevent contradictory information
from appearing on the university web site, unit Webmasters should link to needed
information already on the university web site rather than duplicating the information on
their own sites. To request a VUU image, contact the Office of University Relations.
(3) Identification. Each web site's association with Virginia Union University must be clearly
identified. The name of the organizational unit should be on every page it creates. The Unit
Webmaster’s, Department Head’s or Director’s e-mail address should be displayed on the unit's
main page or “contact us” page. To preserve anonymity, generic e-mail addresses may be used.
(4) Under construction. Under construction messages or image signs should not be used.
(5) Names. Files, folders, and images are not to have spaces in the name. Spaces are often
overlooked when users type URLs. Moreover, spaces in links occasionally do not work
(6) Logo. The VUU logo is a marketing symbol meant to convey, at a glance, that the page is a
representation of Virginia Union University.
(7) Seal. Use of the VUU seal is not allowed on the web pages.
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Violations of policy include but are not limited to: misuse of logo, misinformation, inaccuracy,
violations of copyright, Federal or State Laws, and violation of Virginia Union University Website
Policy.
Pages deemed in violation of this policy may be subject to removal and or loss of Web privileges
or maintained in accordance with university policy. Web pages that are not hosted by the
University, will be refused unless there is written notice from the Office of the President.
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