1.0 PREAMBLE WEB POLICY...

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1 Name: Web Policy and Procedures Policy Number: Origin: Information Technology Systems & Support (ITSS) Approved: 28 July 2004 Issuing Authority: Executive Management Group Responsibility: Director, Information Technology Systems & Support Effective Date 23 April 2012 Revisions 28 July 2004, 24 October 2011, 23 April PREAMBLE WEB POLICY WEBSITE OWNERSHIP SHARED RESPONSIBILITIES GOVERNANCE ORGANIZATIONAL ROLE DETAILS FACULTY AND ADMINISTRATIVE DEPARTMENTAL ROLES Content Owner (Dean or Director) Web Editor Web Writer ADMINISTRATIVE ROLES Executive Sponsor (VP, Administration) Associate Vice President, External Affairs Director, Information Technology Systems and Support Manager Web Services Web Developers Brand Manager WEB DESIGN POLICIES CONTENT MANAGEMENT SYSTEM TRAINING FOR WEB EDITORS AND WRITERS TRAINING ON CMS TRAINING ON HOW TO WRITE CONTENT FOR THE WEB Web Policy, Procedure and Design Guidelines Page 1 of 11

2 Preamble This policy will follow the Strategic Directions set forth by the President and will support the Academic Plan and the University s marketing and communication requirements. This policy shall: 1) Apply to all Web pages owned by Saint Mary s University, within the public domain of Web pages; 2) Apply to all users of the Saint Mary's University Website; and 3) Be reviewed annually and revised as necessary. Members of the university community and users of the Web presence should understand that there will be stages of development for the Website and that not all areas will develop at the same rate or to the same extent. The web site will be under continuous renewal and typically change in an evolutionary fashion. Other policies affecting this Web policy must be observed including: Policy on Information Technology, University Procedures and Guidelines, Policy on Prevention and Resolution of Harassment & Discrimination and other University policies. This policy shall not supersede any Executive mandate direction whether announced or otherwise. Web pages not owned by Saint Mary s University (i.e. personal pages, society pages, partner pages, conference pages, etc.) are not required to follow this Web policy but will continue to follow the current policy on Information Technology and other University Policies. This policy does not apply to the Saint Mary's University Intranet. 1.0 Web Policy 1.1. Website Ownership The Saint Mary's University Website is a public website. Responsibility for the overall Website is held by the Executive Management Group (EMG) with the Vice-President, Administration as the Executive Sponsor. The external Web presence (as seen by the public) will have a coordinated message drawing from the strategic directions, academic plan, the University s marketing and communication requirements, and other initiatives as determined by the EMG. The Executive Sponsor will be responsible for assuring message coordination. Web work will meet the university graphic standards as defined in the Brand Graphic Standards Manual, maintained by the Associate V.P. External Affairs Shared Responsibilities The development of the Saint Mary s University web site is a shared responsibility between Content Owners, External Affairs, and ITSS. Web Policy, Procedure and Design Guidelines Page 2 of 11

3 Content Owners in Faculties and Administrative Departments will work with External Affairs and ITSS to renew websites and pages in accordance with subject-based content guidelines/protocols. There are number of things which are a shared responsibility between Content Owners, External Affairs, and the Web Services team in ITSS which include: - Web Design - Page Layout - Graphics These responsibilities are fulfilled using the design templates and principles approved by the Web Steering committee, Support of the Content Owners and their Editors and Writers is shared by the Web Services Team and the Brand Manager in External Affairs. The following table provides a brief overview of the support areas of each: Brand Manager Content Development University Brand Content Training Landing page content/development Image/Photography bank Web Services Content Management System (CMS) Template development CMS Training Technical training Web Architecture 1.3. Governance The governance of the overall Saint Mary s web site is shared by multiple levels as described briefly in this section. Further details of organizational roles are provided in Section 3 Organizational Roles Details. 1. The Executive Management Group through the Executive Sponsor will approve the university front page. Overall coordination will be the Web Policy, Procedure and Design Guidelines Page 3 of 11

4 responsibility of the V.P. Administration as Executive Sponsor. The front page will be evolved and renewed continuously but be reviewed at least annually, with input from validation teams of key University constituents. 2. The Web Steering Committee, under the leadership of the Executive Sponsor, will set the Saint Mary s University s Web Strategy and oversee its implementation, review the matters relating to the Saint Mary s University Website, approve web projects, determine priorities, and provide advice to the Executive Management Group. The membership of the Web Steering Committee will consist of the V.P. Administration (chair), Associate V.P. External Affairs, Associate V.P. Enrollment Management & Registrar, Director, ITSS, Manager, Web Services, and Brand Manager. Special projects that require input from two or more departments will be coordinated by the Web Steering Committee, through the Manager of Web Services or a Steering Committee set up for this purpose. 3. Deans are content owners for Faculties, Academic Departments Schools Institutes, and Centres. Throughout this policy, reference to content owners of Faculties includes their responsibility for Academic Departments, Schools, Institutes and Centres within the Dean s mandate. Directors of Administrative Departments are the content owners for their Departments. Throughout this policy reference to content owners of Departments is to Directors of Administrative Departments. Content Owners will be accountable and responsible for the Web sites under their organizational control as granted by the EMG. 4. Content Owners will assign an Editor who will be responsible for editing and maintaining the content, and who will work with the Web Services Team. 5. Large departments may assign Web Writers who will develop content for the web that is then published by the departmental Web Editor. Writers will work closely with Editors, who will approve all content before it is published to the website. 6. Director, ITSS is responsible for the technical infrastructure for the web site and supports the Content Owners, Editors and Writers. 7. Associate VP External Affairs is responsible for the Brand Graphic Standards Manual and will support Web Editors and Web Writers in its application. 2.0 Organizational Role Details 2.1. Faculty and Administrative Departmental Roles Each university faculty and administrative department will have: - A Content Owner (the Dean or Director of the Administrative Department) - An Editor (Assigned by the Dean or Director) Faculties and Administrative Departments shall coordinate all Web work with the ITSS Web Services team to ensure the consistent application of the policy and web design guidelines. Faculties and Administrative Departments requesting the services of a third party web development organization or individual may do so, but must coordinate their effort with the Manager of Web Services to ensure such work complies with this policy and meets the technical requirements set out by ITSS. Web Policy, Procedure and Design Guidelines Page 4 of 11

5 Details Descriptions of These Roles are described here Content Owner (Dean or Director) The Content Owner for each Faculty or Administrative Department is responsible for ensuring the Web Policy and procedures are adhered to. Content Ownership may be delegated by a Dean or Administrative Director, but they must first obtain approval of their EMG representative. Regardless of Content Owner delegation, the Dean or Administrative Director maintains ultimate responsibility for the Faculty or Administrative Department content. More specifically, the Content Owner will be Responsible For: Reviewing and approving content for their department or Web site within Web design guidelines. The content owner is accountable for the information and material within their Web area. This includes content, navigation, organizational outline, references, and links to external pages/websites. These Web pages shall meet the standards described within this Web Policy. Ensuring that the web site content is current and refreshed regularly to reflect the Faculty or Administrative Department requirements and image. Assigning the role of Web Editor/Writer to an appropriate individual within the Faculty or Administrative Department. Notify the Manager, Web Services and the Brand Manager of any changes to Web Editor or Web writers. Supervising Web Editors/Writers work. Providing Editors/Writers with tools beyond the common tools provided by ITSS. NOTE: The content owner of the front page is the Executive Sponsor, the Vice President of Administration, on behalf of the EMG Web Editor The Web Editor will be assigned by the Content Owner and will be responsible to follow the Web policy and design guidelines and be responsible for writing and/or editing at the departmental level. The Web Editor will facilitate content creation for their department and coordinate their activities with the Web Services Team in ITSS. Where no appropriate and permanent Web Editor can be assigned, the role of Web Editor will be fulfilled by the Web Services team in the ITSS department, until such time as the Web Editor is available to take over these duties. More specifically, the Web Editor will be responsible for: Acting as a liaison with the Web Services team for site development. Will serve as the Faculty or Administrative Departmental contact for the Web Services Team. Web Policy, Procedure and Design Guidelines Page 5 of 11

6 Editors will write and edit content to departmental Websites using the approved content management system in a manner designed and optimized for the web. Writing, editing, proofreading of content published on the Web site Ensuring style guides are followed, including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site. Facilitating the development of timely and consistent internal Faculty or Administrative Departmental content Ensuring that the web site content is current and refreshed regularly Coordinating and reviewing the work of Web Writers, approving content changes, and providing training and support to new Web Writers within their Faculty or Administrative Department Web Writer The Web Writers may be assigned by the Content Owner to help with content creation for their Faculty or Administrative Department, on a permanent or temporary basis. Web Writers will be responsible to follow the Web policy and design guidelines and will coordinate their activities with the Web Editor. More specifically, the Web Writer will be responsible for: 2.2. Administrative Roles Writing, editing, proofreading of content for the Web site in a manner designed and optimized for the web Ensuring style guides are followed including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site Facilitating the development of consistent internal Faculty or Administrative Departmental content Submitting developed content to the Web Editor for review and publication to the Web site Executive Sponsor (VP, Administration) The Executive Sponsor will be responsible for developing and implementing the Saint Mary s University Web policy and ensures the web presence adheres to the strategic directions of the university by: Chairing the Web Steering Committee Establishing policy, procedures, operational infrastructure, and quality assurance program. Being the Content Owner of the University front pages and landing pages on behalf of EMG, Assuring that a common message with respect to the academic plan, the strategic directions, the strategic and integrated Web Policy, Procedure and Design Guidelines Page 6 of 11

7 marketing communications exercise and other EMG priorities are achieved. Implementing priorities strategically established by EMG for renewal and redevelopment of the Web site and its pages Associate Vice President, External Affairs The Associate V.P. External Affairs is responsible for the alignment of the SMU web presence with the University s Brand. This position is responsible for the news, current events, calendar of events, and social media portions of the site. The Associate VP, External Affairs shares responsibility of the overall delivery of the university web presence with the Director, ITSS. The Associate V.P. External Affairs is responsible for ensuring the university web site is consistent with the university Brand Graphics Standards They are also the Content Owner for ongoing news release, and current affairs, on the main web pages. More specifically the Associate V.P. External Affairs will: Oversee the implementation of the university brand on the web, based on the university vision and values. Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the changes to the Web presence related to the university brand. Ensure the colours and graphics used on the site are consistent with the Brand Graphics Standards Developing a schedule of topics and events to be highlighted on the main pages of the site. Press releases and news items are current and continuously refreshed Providing photographic material to be used on the main web pages. Provide support to Web Editors and Writers with training on how to write content for the web. Oversee the Brand Manager Director, Information Technology Systems and Support The Director, ITSS is ultimately accountable and responsible for the proper functioning of the SMU web presence. The Manager, Web Services, reports to the Director of ITSS and is the University contact for all web requests. The Web Developers report to the Manager of Web Services and receive their assignments from the Manager of Web Services. The Director, ITSS shares responsibility of the overall delivery of the university web presence with the Associate VP, External Affairs. The Director, ITSS will be accountable and responsible for the proper functioning of the SMU Web presence with strategic and operational goals and objectives. The Director will provide management advice to Web Policy, Procedure and Design Guidelines Page 7 of 11

8 senior and executive staff and faculty in the provisioning of Web services and policy. The Director will be responsible for the Web services team and associated personnel development, training and operational requirements and for facilitating sessions as required by annual review guidelines in the policy. More specifically the Director, ITSS will: Oversee Web operations and resources (human, financial and technical.) Facilitate annual review of university Web presence. Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the progress of Web presence improvements and growth. Have the Web Services team support the departmental Web Editors and Writers in the use of the CMS and development of web page templates. Departments not in the position to be able to assign an Editor will receive support in publishing their content from the Web Services team, until such time as the Web Editor is available to take over these duties Ensure that a common set of tools are available for the Web Editors and Writers. At a minimum there will be a Content Management System. Provide training on the use of the CMS, either in-house or by a 3rd party, to Web Editors and Writers in the departments. Acquire external specialists as required to perform special functions where the expertise in not available in-house. Create and manage defined contracts for external specialists Manager Web Services The Manager, Web Services will manage the Web Services team within ITSS. The Manager, Web services Reports to the Director, ITSS, ensures priorities are identified to the Web services team and that the Web services team meets the goals and objectives set forth by the Director, ITSS (as per policy and design guidelines). The Web Services Manager interfaces with internal Editors and/or Content Owners to determine specifications of the production Web site and provides advice on how the Editor s and/or Content Owner s needs may be met within the approved Web design guidelines. Ensures that the Web design guidelines are carried out appropriately. Facilitates the Web services team through the actual and practical exercise of building Web pages and demos and reviews with internal department Editors and/or Content Owners. Ensures and manages a stable production environment in terms of maintenance and change management. Performs regular periodic audits and presents findings to the Director, ITSS. More specifically the Web Services Manager will: Manage Web developers, Web design and development within guidelines, maintenance programs and technology. Web Policy, Procedure and Design Guidelines Page 8 of 11

9 Interface with the Editor and Content Owners to plan and organize the Web development efforts university wide and establish working priorities for the Web Developers, System Analysts and others as required. Interface with external contractors for all web initiatives. Work closely with the Brand Manager in the development of the overall web site Liaise with strategic project leaders including External Affairs and the Web Steering Committee to ensure Web presence reflects overall university goals and objectives (e.g. branding, academic plan, strategic directions, etc.) Maintain records on the deployment and licensing of the Content Management System. Ensure policy is maintained and adhered to. Provide reports to Director ITSS on Web group progress, work quality, issues requiring resolution and staff development requirement Web Developers Web Developers will create the Web pages and develop the Web site navigation following the Web guidelines and policy. They will consult, train and/or provide assistance to Editor and Content Owners in the provisioning of Web sites. The Web Developers will report to the Web Services Manager within the ITSS department. More specifically the Web Developers will: Use and support the University s content management system and software, middleware, or systems utilizing new technology and demonstrating and delivering services through a Web presence. Be responsible for design and production of graphics/images, and web pages that are compatible with Web standards. Be proficient in utilization of the standard graphics applications, and possess skills in producing images, web pages, web programming languages, animation, and photo manipulation. Interface with customers via phone, , in person or Webbased tools; process customer requests, provide estimates of effort and cost (external) conversion. Train Web Editors in using the content management system Brand Manager Reporting to the Associate V.P. External Affairs, the Brand Manager is responsible helping the Content Owners, Editors, and Writers develop content for the web. The Brand Manager will work with Content Owners, Editors, and Writers to ensure the highest quality of content and the overall web site. Web Policy, Procedure and Design Guidelines Page 9 of 11

10 They report to the Associate V.P. External Affairs. More specifically the Brand Manager will: Assist with the implementation of the university brand on the web, based on the university vision and values. Work with the Web Services Manager and team in the development of new web page designs and templates. Identifying topics and events to be highlighted on the main pages of the site. Develop landing page content Identifying web content which is inappropriate, out of date or incorrect and working with the Content Owners, Editors and Writers to make changes. Provide support to Web Editors and Writers with mentoring and training on how to write content for the web. Be a champion of the use of the web to publish information about the university. 3.0 Web Design Policies The Saint Mary s University website is organized into 4 primary structural elements: 1. Front Page 2. Landing Pages 3. Administrative and Academic Pages 4. Institutes and Centres 5. Society Pages, Personal Pages, Partner Pages, Conferences, etc. The following is a graphical representation of these 4 structural elements and which policies apply to them: Web Policy, Procedure and Design Guidelines Page 10 of 11

11 In all cases of disagreement between what is considered acceptable and nonacceptable content, outline or reference, the Division VP and/or the EMG will have complete authority to make the final decision on whether or not to publish on the Web. 4.0 Content Management System Saint Mary s will operate one Content Managements System (CMS) which will be maintained by ITSS. All Editors and Web Writers will use this content management system to write and edit their Faculty or Administrative Department Web pages ITSS department will supply one CMS license to each Web Editor and Writer. Content Owners may obtain a license upon request. The Web Services Team will setup all pages with the appropriate template which will follow the Saint Mary's University Brand Guidelines document. Training and support for the CMS will be provided to all Editors and Writers through the Web Services Team in the ITSS department Training For Web Editors and Writers Training will be provided to the Web Editors and Writers in two topics: - Content Management System - How to write content for the web Training on CMS The Web Services team will provide training on the use of the Content Management System. This will include how to enter content, review it in the development environment, control the work flow between the Web Writer and Editor, and how to publish the content to the production web site. This training will be provided primarily in-house but could be provided by a 3 rd party as needed. In-house training will be provided with resources from one or more of ITSS, External Affairs, and the Centre for Academic and Instructional Technologies Training on How to Write Content for the Web External Affairs will provide training to the Web Editors and Writers on how content is written for the web, how it differs from print publication, and the key messages or themes that are to be used to be consistent with the university branding. This training will be provided primarily in-house but could be provided by a 3 rd party as needed. In-house training will be provided with resources from one or more departments of ITSS, External Affairs, and the Centre for Academic and Instructional Technologies. Web Policy, Procedure and Design Guidelines Page 11 of 11