(A)
Purpose
This policy is intended to clarify the
nature of web content management system (CMS) usage, including the creation of
content on the ohio.edu website and the responsibilities of users with access
to manage content on the web CMS, as well as outline the services provided by
university communications and marketing relating to the web CMS. Additionally,
this policy strives to outline the conditions under which such services are
provided.
(B)
Scope
The Ohio university website (ohio.edu
and its connected and affiliated properties and subdomains) is a strategic tool
and the primary location for stakeholders, including prospective students and
their influencers, alumni, university community, and industry partners, to find
information about university offerings and activities.
This service is not available for
course materials, personal use such as a personal portfolio of work, or a
personal website. This service is not available to student organizations, as
outlined on the website service level agreement. Preconfigured access levels
are assigned on an individual basis within the web CMS.
User experience with the website
affects the university's perception in the public marketplace and internally.
Incorrect information or difficulty finding information can have a negative
impact on the university and overall enrollment. It is essential that
information delivered on and by the Ohio university website tells a cohesive
and authentic story that is accurate and upholds a good user experience in web
design and functionality, and legal standards in accessibility and information
security.
(C)
Roles
To meet this objective, university
communications and marketing oversees all web design and development, as well
as content governance, in partnership with communicators across the university.
The office of information technology ensures maintenance and successful
performance of the hosting and server technology that supports the
website.
(1)
Role of university communications and marketing
University communications and
marketing's web team works with units requesting new websites or pages, website
redesigns, site restructuring, creating strategies and space for new programs,
and more. Support includes:
(a)
Consulting on information architecture, page design,
and user experience.
(b)
Designing and building key landing pages in partnership
with stakeholders, including collecting photography and/or videography, and
copy writing as necessary.
(c)
Web analytics
management and configuration.
(d)
Training and
resources for web CMS users.
(2)
Web CMS user
roles and responsibilities
Web CMS websites must be sponsored by a
faculty or staff member, and that person agrees to take responsibility for the
content of that website. View details on web CMS user roles.
(D)
Templates and brand standards
Branded templates provided by UCM must
be used for all Ohio university websites on the ohio.edu domain built in the
web CMS. The branded template options provide instant identification as an
"OHIO" website, incorporating the correct use of the Ohio university logo and
official colors, and includes standardized menu designs, as well as footers
with required links and legal content. Use of these templates under one content
management system enhances search capabilities across all university sites and
supports usability by providing consistent, simplified navigation. Website
content created by web CMS users within the departments/units must adhere to
identification standards as outlined in the "OHIO" brand.
(E)
Website accessibility
Website content must meet accessibility
standards in section 508 and web content accessibility guidelines at the level
determined by OIT. These standards are part of the web accessibility Initiative
(WAI), a working group of the world wide web consortium.
(1)
The required
fields built into "OHIO's" web CMS templates facilitate the adherence to
accessibility standards.
(2)
Proper application, involving content added by
individual web editors, remains the responsibility of the department/unit's
website sponsor(s).
(F)
Site review and
policy violations
(1)
Ohio university websites should be reviewed by site
managers as needed within a minimum period of six months to ensure that
outdated information is revised or removed.
(2)
UCM and OIT will
utilize site auditing tools and conduct random page audits on a rotating
schedule to ensure that all guidelines are being followed.
(3)
UCM reserves the
right to remove web CMS access, live publishing rights, and/or page content
that violates the website policies as defined.
(G)
Contact
information
For questions or concerns regarding the
use of the web content management system, please contact university
communications and marketing.
(H)
Policy
review
This policy will be reviewed
periodically and updated as necessary to ensure its relevance and compliance
with applicable laws and regulations. Users are encouraged to familiarize
themselves with the most recent version of the policy.
By using web CMS, users acknowledge
that they have read, understood, and agreed to comply with this
policy.
