|Date of Approval:
||May 10, 2016
|Date of Last Revision:
||May 10, 2016
|Next Review Date:
The Heritage University website (www.heritage.edu) should provide consistent and accurate information and messaging. The Marketing Department is responsible for the process by which content for the website is created and published as well as development of the University’s key messages and to ensure all content on the site is accurate and consistent with the University’s mission and vision. All those responsible for web content creatio nand management shall adhere to the policy outlines below.
The Heritage’s University website is an invaluable tool that offers opportunities for communicating information about Heritage to a worldwide audience. It is a large, complex, all-encompassing site, a virtual reflection of our University community and its mission. The University’s Web Advisory Committee expects this medium to represent Heritage University, its mission and its character, just as other Heritage publications strive to do. Because of its importance to Heritage’s communication strategy, guidelines have been developed. These guidelines will continue to be developed as necessary.
Policies regarding the university website are designed to keep Heritage University internal and external audiences informed while promoting and safeguarding the image and identity of the university.
Who Needs to Know this Policy
This policy applies to faculty, staff, students, academic departments, ad hoc groups, administrative divisions/departments, informal groups and student organizations.
Website Address for this Policy
For more information about this policy, please contact the Web/Applications Support Specialist at 509-865-8591 or firstname.lastname@example.org. The Web/Applications Support Specialist is part of the IT department and is located in the Rick and Myra Gagnier Bilding on the Toppenish campus.
University Web Pages
Heritage University webpages represent the University and its offices, divisions and departments, to the University’s various audiences: potential students, current students, employees, friends, Alumni, and other visitors. Webpages must conform to the design styles adopted by the committee to give the site unity, coherence, functionality and readability.
- All webpages will be built using templates supplied through the Web/Applications Support Specialist/Marketing Department and will be maintained and regularly updated by the University offices or departments responsible for them. The Marketing Department will be responsible for overall content including, but not limited to University campus tours, maps, history, etc.
- Each official webpage within Heritage’s University web site will be readily identifiable by the use of the University logo or logotype, a specific palette of colors and specific typefaces.
- The Contact Us page includes all contact information for the University. Individual departments may include this information on their individual webpages as long as the email address is to a group address rather than an individual’s email address, i.e. rather than email@example.com the email address firstname.lastname@example.org should be used for contact information.
- Text on official webpages will conform to AP Style Guide and to the University’s usage, as listed in the Heritage’s University Style Guide.
- Webpages will be accurate, well-written, concise, free of spelling and grammatical errors and will otherwise present the University, its mission and values in a positive light.
- All webpages will be regularly monitored by the Web/Applications Support Specialist and official content editors to ensure that material is current and that all links are functioning. Those with outdated materials will be notified to update their webpage(s) within three working days.
- The Registrar’s Office will coordinate with the Marketing Department to ensure that the University Catalogue content is aligned with web content.
Web Authoring of Official Pages
- One person will be designated by each academic or staff unit to be ultimately responsible for the webpages pertaining to it. This person will be designated as a “content editor.” Other employees within the academic or staff unit may help build, add to, maintain and/or update that unit’s web pages, but the content editor will be responsible for checking materials for their accuracy and conformance with web standards. They will also work with the Web/Applications Support Specialist prior to the materials publication on the site. Ultimate responsibility for the intellectual content of each section lies with the department head or individual responsible for each section. The Marketing Department will be responsible for building and maintaining all University information.
- Content Editor positions are:
Arts & Sciences
Education & Psychology
Early Childhood Studies
Marketing & Communications
- All content editors must be employed by the University as members of the faculty or staff. Content editors may not be students, alumni, volunteers or hired professionals, although people in any of these categories may help the content editor with his or her task.
- Those appointed as “content editors” will be provided with appropriate software, hardware and workshop training, as well as individual assistance in mastering software and style for the website.
- A listing of current content editors and training materials are available online for each content editor to view and review on MyHeritage.
- All web pages for the University’s official pages will be constructed in DotNetNuke.
- All changed or updated material for official pages will be reviewed prior to publication by the Web/Applications Support Specialist. All new or substantially changed materials will be reviewed by both the Web/Applications Support Specialist and the Marketing Department prior to publication on the University website.
Graphic Elements and Photographs on Official Pages
Webpages within the University’s website have been designed with several factors in mind, the chief ones being building/maintaining the University’s mission/image, keeping the site easy to maintain/repair, and making the site accessible and easily navigable to visitors. With these factors in mind, the following graphic standards have been developed:
- All graphics that appear on the official webpages will be submitted to the Web/Applications Support Specialist for review, re-sizing to fit correctly on the formatted webpages and addition into the DotNetNuke system.
- Each graphic will be added into the “images” folder within the system and then filed according to the department addresses for organizational purposes. The content editors can then add the images within their respective webpages.
- Graphics to be used will be saved as .tiff, .png, .gif or .jpeg files.
- Only colors within the designated color palette will be used for graphic images.
- With the exception of hyperlinks, all body text (text not used in graphic images) will be black.
- No moving, blinking or flashing objects will be used on the official pages without prior approval by the Marketing Department.
- The official Heritage’s University logo/logotype will be used only on official University pages and is not to be changed in any way.
- Graphics and photographs will be chosen to enhance the informational content of the page. The Marketing Department will be responsible for maintaining an approved library of graphic elements and photographs for use by web assistants on the official template pages. Content editors who have photos other than those in the file they wish to use can bring them to the office for approval. The office also will approve new graphics or help assistants develop new graphics as necessary for addition to the website library.
Use of Interactive Features and Sound
- Interactive features will not be used on the website’s official pages without prior approval from the Web/Applications Support Specialist and a plan for periodically updating the material contained in them.
- No sounds may be embedded on official pages without prior approval from the Marketing Department.
Use of PDF and Word documents
- Whenever possible this information should be created as an individual webpage that can act as the link, however, in some instances when a PDF or Word document is the best use of time and resources, the document should be sent to the Web/Applications Support Specialist for transition into a reduced sized PDF.
- Each PDF and Word document will be added into the “PDF” folder within the system and then filed according to the departments address for organizational purposes. The content editors can then provide the hyperlink within their respective webpages.
Approval Process for New and Changed Materials on the Official Website
All new materials will be developed, changed and tested on the developmental web server, a test site that will enable all new changes to be thoroughly tested before its publication on the University’s public server.
All new, changed or updated materials to University webpages then will be reviewed prior to publication on the University website by the Web/Applications Support Specialist. This review process is provided within the DotNetNuke content management system in the form of a workflow which allows for either “approval” or “rejection” of the changes that have been made by the content editors. In the case of “rejection” the content editor will need to complete the additional work necessary before publication on the webpages.
If the material is new or substantially changed, it also will be reviewed by the Marketing Department. The review process will check for text style and accuracy, conformance with design standards and technical function. The Web/Applications Support Specialist or Marketing Department may edit textual and design elements to bring them in line with established style and professional standards used in other official Heritage’s University publications. When the material is approved by the Web/Applications Support Specialist and, if necessary, by the Marketing Department, it will be published on the website.
Approval Process for New Websites
Whenever possible web content relevant to the University’s audiences should reside on the Heritage University website. Proposals for new sites (including social media sites) will be considered by the Web Advisory Committee. Proposals for new sites (including social medical sites) will be considered by the Web Advisory Committee on a case by case basis. Contact the Web/Application Support Specialist to schedule an appearance before the committee to present the goals and objectives for a proposed new site and the rationale for its existence outside the formal construct of Heritage.edu. All websites operating outside of the Heritage University website must be approved by the Web Advisory Committee and all websites built must adhere to the standards contained herein and the final decision approved by the Web Advisory Committee before publication to the web.
Priorities of Service
The Web/Application Support Specialist will operate under a priority system similar to that governing the Marketing Department, as established by the University cabinet.
- Admissions online materials will receive first priority.
- All-University materials will receive second priority.
- Materials for individual offices and academic departments will be third priority. Because of limited resources, content editors needing assistance with any phase of their work or pre-publication review will be helped on a first-come, first-served basis, or by appointment.
University Web Advisory Committee Responsibilities
- The University Web Advisory Committee will be responsible for overseeing, interpreting and revising current website policy.
- The University Web Advisory Committee will be responsible for adding new policy necessary to respond to new technology or emerging issues pertaining to website operation in general or to the University website in particular.
- The committee will meet as necessary to resolve any questions, problems or grievances concerning website policy, management or other issues that may arise concerning the website’s maintenance and operation. If deemed necessary, the committee will ask for the guidance or instruction of the University cabinet in resolving an issue of importance.
Consult the University Style Guide for more information.
Consult the instructions for the use of DotNetNuke content management system on MyHeritage
Related Policies and Resources
For more information, consult the Heritage University Style Guide.