PURPOSE OF THIS POLICY
The CSU-Pueblo Website (Website) policy has been developed to do the following:
- Delineate policy statements pertaining to the Website;
- Establish an oversight structure for the Website;
- Define the roles, duties, and responsibilities of Website Editors;
- Specify the responsibilities of the Website Advisory Committee;
- Establish institutional Website standards; and
- Specify the procedures for complying with those standards.
This document supports these intentions and applies to all websites belonging to the University.
APPLICATION OF THIS POLICY
This policy applies to all users and editors of the CSU-Pueblo Web.
EXEMPTIONS FROM THIS POLICY
There are no exemptions.
DEFINITIONS USED IN THIS POLICY
CMS- Content Management System.
CSU-Pueblo Website – all websites, internal and external, belonging to Colorado State University-Pueblo.
Website Editor – typically an administrative assistant, a delegated college/school representative, or a service department representative who has the authority to create and modify web pages for a particular department or college/school.
Website Advisory Committee – a group of campus constituents from each college/school and representatives from departments, and service units who review and advise on policy and procedures relative to the CSU-Pueblo Website.
Web Administrators – the individuals who monitor the overall health of the CMS; manage users, workflows and plan and apply upgrades.
Web Development – (WD) a team made up of the Web Developer from Information Support Services (ISS), Manager of Innovative Technology, Instructional Technologist, and work-study positions who collectively oversee web development.
Web Manager – manages the WD operations and staff. The Manager of Innovative Technology and Lead Web Developer serve as the Web Manager(s).
- The Website is the first, and sometimes only, choice for the dissemination of information both within the University and to the world at large. The Website is an official University publication; therefore, content on all Websites must be reliable and accurate, accessible, user-focused, up-to-date, fit for use and appropriately branded. The user's needs must always be one of the primary considerations in designing sections of the Website.
- All web pages on the Website must conform to the CSU-Pueblo Web Styles, Standards, Best Practices document (https://www.csupueblo.edu/webdev), and uploaded/digitized versions of print media should follow the CSU-Pueblo Brand Style Guide (https://www.csupueblo.edu/marketing-communication-community-relations/graphics-and-multimedia/) as detailed below. All information on the Website will conform to current legislative requirements.
- Authorship of content on the Website is widely distributed to colleges, departments/schools, and service units. With the ability to add and edit web content comes certain responsibilities. It is important that all web content meets University standards, is reviewed regularly and upholds the reputation of the University at all times. A standards-based approach, consistent, intuitive navigation, plain language and branded templates are an important part of management and maintenance.
- The Website is owned exclusively by CSU-Pueblo and individual Website Editors do not have a personal right to the web page or to the content placed on the page. All content must relate to the University's Official Business. Where content is found to be illegal, false, outside the scope of University official business, offensive or poses a risk to the reputation of the University, the WD may remove content and/or block editing access. Where possible, the WD may make a request to the Website Editor to remove the irrelevant content. When a Website Editor cannot be found and/or there is an imperative need to respond quickly, the WD, in consultation with the Executive Director of External Affairs or designee and the Vice President of the area in question or the President, may remove content and/or block editing access immediately.
- The WD works with the Executive Director of External Affairs to monitor compliance with this policy. Anyone can bring a potential violation of this policy to the WD at any time. The WD may remove content and block editing access as above or at the direction of a Vice President or the President.
Roles and Responsibilities
- Web Development manages the Website on behalf of the University. The WD provides:
- website branding templates and guidelines;
- web development;
- system administration;
- web support, training and advice;
- accessibility compliance and standards implementation;
- monitor accessibility, guidelines and compliance;
- web trouble-shooting and fault repair;
- web quality assurance and review, including monitoring compliance with this policy and CSU-Pueblo Web Style Guide and CSU-Pueblo Web Standards;
- web usability advice and testing;
- web-database integration;
- management of key pages, e.g. CSU-Pueblo Home and other audience pages;
- emergency short-term coverage for Web Editors;
- ensure that web content is accurate and current;
- maintain their skills through appropriate training opportunities;
- follow CSU-Pueblo Web Standards, CSU-Pueblo Web Style and CSU-Pueblo Branding Guidelines, and University policies.
- The Website Editor will ensure that:
- Website content is accurate and current and conforms to CSU-Pueblo Web Style and CSU-Pueblo Web Standards and University and CSU System Policies;
- there is coverage for the Website Editor in the event of leave, resignation, etc.;
- any faults to the WD will be reported promptly.
- Website Advisory committee will:
- discuss and recommend future Website needs;
- disseminate information to their respective units about the Website policy and procedure;
- provide feedback to the committee from their respective area;
- recommend template enhancements and changes;
- recommend Website policy changes;
- report any webpages that are not in compliance to the CSU-Pueblo Web Style;
- discuss and recommend accessibility changes and needs for the Website.
CSU-Pueblo Web Style, Standards and Support
- The WD maintains the CSU-Pueblo Web Style Guide and CSU-Pueblo Web Standards in consultation with other CSU-Pueblo Web stakeholders. The CSU-Pueblo Web Standards are based on the current W3C (Web Accessibility Initiative) and federal standards and procedures outlined in GSA Government-wide Section 508 Accessibility Program. These are detailed in the CSU-Pueblo Web Standards (CSU-Pueblo Web Support documentation).
- The CSU-Pueblo Web Style Guide consists of the branding, visual identity, templates and style sheets created by the WD in consultation with the CSU-Pueblo Brand Manager. This is detailed in the CSU-Pueblo Web Style Guide (University WD website).
- Academic college/school, department, and research center sites, service unit sites and any other University departments must fully comply with website styles and standards of these documents, whereas websites with restricted access have a lower level of compliance. Recognizing the diverse nature and intended audience for information published on the Website, the Compliance level guidelines for the Website (CSU-Pueblo Web Support intranet) are available.
- Any variation from the CSU-Pueblo Web Style Guide and CSU-Pueblo Web Standards needs to be approved by the Web Manager.
- The University WD provides technical support for the Website via Web Support. To contact Web Support, email: firstname.lastname@example.org.
Where web pages are found not to comply with this policy, Federal or State law, or other University or CSU System policy the WD will attempt to work with the relevant area to ensure that they do comply. Editing access may be withdrawn and pages removed by the WD if the situation is not resolved and may do so immediately, as indicated above.
FORMS AND TOOLS
Approved by Dr. Timothy P. Mottet, President
October 17, 2017