Impact Area: ÌÒ×ÓÊÓƵ (Morrisville campus, Norwich campus, EOC)
Author: Communications & Marketing Dept. / Office of Website Design & Development
Supersedes Policy #: ADMIN-107 previous version from 3/24/23
Policy Summary
Contact Information
Due to information security concerns, the posting of personal and/or institutional contact information on the public-facing website is prohibited. This Website Policy can be overridden with approval from a department’s Cabinet Member, Vice President for Administration and Finance, and the Director of Technology Services.
The following exceptions to this rule may apply:
- Anywhere individual contact information may be required by law.
- Recruitment Agents for the college. It is standard in higher education to have the Admissions team names and contact information listed on the college website to external audiences for recruitment purposes.
All campus departments wishing to have an email address published on the website must request a departmental email address from Technology Services. This will be listed on Office/Department entity pages as well as in the Contact Information section of basic pages.
Definitions
Personal contact information is defined as any phone number or email address not assigned by the college. This includes personal cell phone numbers and email addresses provided by third parties such as Gmail or Microsoft Live.
Institutional contact information consists of an individual’s office phone number 315.684.XXXX on the Morrisville campus, or 607.334.XXXX on the Norwich campus) and Morrisville.edu email address.
Departmental contact information is a centralized email and/or phone number by which a member of the public can contact a given office or department. A departmental phone number may route through a phone tree or be answered directly by a staff member. A departmental email address must be a generic address, such as commmark@morrisville.edu, that references the department name rather than the individual user. This may be a shared mailbox set up by Technology Services, but the management thereof is up to the individual departments.
Content Approval
All content submitted to the ÌÒ×ÓÊÓƵ website, either directly or via the request portal, will be subject to review for Web Content Accessibility Guidelines (WCAG) and style compliance prior to publishing. This includes text, documents, images, and video content submitted for hosting.
General Content Approval
General Content is defined as content housed on any non-Program page not pertaining directly to an academic program. It will be assumed that General Content changes are semantically appropriate and accurate to college operations at the time of submission.
Program Recruitment Content Approval
Program Recruitment Content is defined as content housed on Program and Program Group pages. The content here is promotional and not meant to supplant the college catalog or serve as the primary means of fulfilling accreditation criteria. Faculty and staff will be consulted when appropriate, but promotional Program Recruitment Content remains under the jurisdiction of the Office of Communications & Marketing.
Content Editor Training
Content Editors are defined as ÌÒ×ÓÊÓƵ employees who have attained the Editor permission level for editing the website. Content Editors are responsible for:
- Periodically reviewing existing content pertinent to their program or department.
- Updating outdated content.
- Composing content for new pages, including event listings, or gathering the content from other members of their department.
- Making required changes to content to comply with accessibility and style requirements.
Faculty and staff wishing to become Content Editors must meet specific training requirements, then apply for access via the Communications & Marketing request portal.
Training Requirements
Before any user can be granted access to edit the ÌÒ×ÓÊÓƵ website, they must first complete the following steps:
- Log in to /login to generate your account.
- .
- Complete the proficiency exam linked at the end of the document with a score of 100%.
- .
Completion of the training module is defined as having achieved a score of 100 on the proficiency exam.
Access Requests
Requests for access to edit the ÌÒ×ÓÊÓƵ website will only be accepted via the Communications & Marketing request portal. Website Design & Development will then verify that any required training has been completed prior to granting access.
Website Content
Main website content may be updated by entering a ticket in the Communications & Marketing request portal, or directly by Content Editors using the content management system (CMS). All content submitted to the ÌÒ×ÓÊÓƵ website, either directly or via the online request portal, will be subject to review for Web Content Accessibility Guidelines (WCAG), and style compliance prior to publishing. This includes text, forms, documents, images, and video content submitted for hosting. Please note that Website Design & Development does not take responsibility for reviewing and updating outdated content and that further requests should be submitted for additional updates.
Basic Page Contacts
All department-owned basic pages must be associated with their owner via the Contact Information entity reference field. This field can only contain offices or departments listed in the office directory. Individual or personal contact information cannot be used in this field.
Hosted Documents
Documents uploaded to the website must be in PDF format and adhere to Web Content Accessibility Guidelines for PDFs. PDFs must be machine-readable and not contain scanned pages. Content Editors are responsible for ensuring that their documents meet these guidelines. If they cannot provide a compliant PDF, a Word document fulfilling these requirements should be provided instead. A compliant Word document can be converted to a compliant PDF for use on the website, by Website Design & Development. If the Content Editor only has access to a physical copy of a document needing to be posted on the website, the ÌÒ×ÓÊÓƵ Library has scanners with optical character recognition (OCR) functionality that can be used to create a compliant PDF from a paper document. Website Design & Development reserves the right to deny or defer requests to post non-compliant documents until all issues have been corrected.