Web Policies
(Updated 11/16/07)
Outsourcing
Web Applications
Updating Content
Archive Policy
Web Templates
Imagery
Broadcast E-Mail Communications (External Audiences)
Broadcast E-Mail Communications (Internal Audiences)
Copyright
Web Site Naming (Web address/URL)
Training
Statement of Work
Web Traffic Statistics
Personal Sites
Student Organization Sites
Advertising
Security
FERPA
E-commerce
Mini-Sites (Promotional sites)
As part of the University’s commitment to develop “best practices” for Web development, the Web Steering Committee will be creating and clarifying Web policies. To maintain a consistent approach, adherence to these policies is required by all campus units. Any person who publishes to the University of Richmond Web site agrees to all provisions of the policies and procedures defined in this document. By posting material on a University Web site, one also agrees to comply with University policies regarding computing and technology resources. In addition, by publishing to the University of Richmond Web site, one agrees to comply with all applicable local, state and federal laws and regulations. The University of Richmond reserves the right to remove any Web pages or links to information in violation of the policies and procedures defined herein.
Because of rapid changes in technology, policies and procedures related to publishing University Web sites evolve over time. Therefore, this Web site will be updated on an ongoing basis. Persons publishing to the University of Richmond’s Web site are responsible for keeping current on these policies, procedures and issues. If you have questions that are not answered here, please contact the Web Steering Committee at websteering@richmond.edu.
Outsourcing
Due to common problems associated with outsourcing Web development (increased cost, lack of system integration, unpredictable support, etc.), all campus units are required to gain approval from the Web Steering Committee prior to contracting with external organizations to develop or host Web sites. You may contact the committee at websteering@richmond.edu. The appropriate member will respond in a timely manner.
Web Applications
The Office of Web Services offers a limited number of basic Web applications. In addition, the new content management system (CMS) will offer some basic application functionality. Any requests outside of this scope must be submitted to the Director of Web Services, who will forward it to the Web Steering Committee to be evaluated and prioritized on a case-by-case basis.
Updating Content
Campus units are required to update their sites on a regular basis. The exact frequency is determined by the specific content. However, at a minimum, campus units must review ALL content on their sites for timeliness, accuracy, audience need and support of overall strategy at least once per semester.
Archive Policy
University Web sites are not to be used for storing or archiving old Web pages and files, particularly those whose content is time-sensitive.
All campus units are required to review and update content at least once per semester. One primary goal of this review is to remove such outdated content from the site.
If a department needs to reference past content as part of the current site, the site owner should create new content that provides proper context and reference to the information rather than simply leaving outdated pages or files in their original form.
The University may periodically require the relocation or removal of such outdated content to adhere to this policy and best practices.
Before a site is relocated or removed, the site owner or primary content contributor will be contacted and informed of the reason for the change. In many cases, old Web pages can easily be deleted with no impact. In those cases where the site owner or primary content contributor feels that the site must remain active, s/he must submit a request to the Web Steering Committee and include the following information:
- Current use of the site information
- Primary site audience
- Requested archival location/method
- Justification for HTML formatted pages
- Google Analytic data (if available)
Based on this information, the Web Steering Committee will make a recommendation on the best archival location for the information. Recommendations may include: transforming the information into PDF files, moving the information to a personal Web account or moving the information to Blackboard to support a specific course. Other options also may be considered.
Web Templates
Based on the CMS timeline, campus units will be required to adapt their existing standard Web sites to new design templates. Campus units will not be allowed to alter the template; however the Marketing Communications department will be available for consultation on how to take advantage of the many features of the new template. Web Services also will assist campus units in building their sites in the new template within the new CMS.
Imagery
As campus units are migrated into the new design template, the Marketing Communications department will work with them on identifying appropriate imagery to be used on the main sections of their Web site. This will include general imagery for all Web pages that is located in the top horizontal area of the new layout as well as specific promotional imagery used on the campus unit's homepage.
Campus units who have additional imagery needs, such as event photos, should contact the Technology Learning Center (TLC) for training on best practices for managing their Web imagery.
Broadcast E-Mail Communications (External Audiences)
Due to federal and state laws governing spam, as well as spam prevention methods employed by Internet service providers (ISPs), the University does not allow high volumes of e-mail to be sent outside the University. Attempts to send e-mails to more than one hundred recipients at a time may result in having your network port automatically disabled. This measure is intended to prevent the University of Richmond from being “blacklisted” as a spammer by ISPs such as Yahoo, AOL, MSN, etc. This includes, but is not limited to e-newsletters, e-marketing campaigns, event invitations, etc.
For our alumni audiences, the University produces SpiderWeb, a subscription-based, monthly e-newsletter. The process is managed collaboratively through the Office of Alumni Relations and University Communications. The University contracts with a third-party vendor to manage the actual e-mail distribution. To have news items included in SpiderWeb, please submit them to Brian Eckert, director of media and public relations, by the first of the month. Promotional news items can run a maximum of two months in a row. The publication of SpiderWeb, as with all other e-mail communications to alumni, is subject to the University's Alumni E-mail Policy.
For our local external audiences, the University produces CommunityWeb, a subscription-based, monthly e-newsletter that promotes campus events that are open to the public. The process is managed by University Communications, who contracts with a third-party vendor to manage the actual e-mail distribution. To have news items included in CommunityWeb, please submit them to John McCulla, director of community relations, by the 15th of each month prior to the publication month. Promotional news items must publicize events occurring in the upcoming month.
Broadcast E-Mail Communications (Internal Audiences)
For internal audiences, the University publishes the daily e-newsletter, SpiderBytes. SpiderBytes allows all students, faculty and staff to exchange important and pertinent information regarding University business and campus-wide events. Only members of the University of Richmond community can submit messages. Approved messages are compiled into a digest and sent once daily at 5 a.m. The digest is sorted specifically for students, faculty and staff.
SpiderBytes may be used to relay information regarding University events or necessary business. The information must be related to a specific event or necessary business and must be relevant to all members of one or more of the available audiences—faculty, staff and students. Messages relevant to only a small subsection of one audience may be rejected. This forum is intended to be a University-wide medium.
Approved messages may include invitations to on-campus academic, social or cultural events; information regarding facility hours or logistics; changes in class or program offerings, locations or times; and other announcements deemed relevant to University business. SpiderBytes is not intended for self-promotion, "empty" news, lost-and-found announcements, political or social commentary, hate speech, or any other type of message not related to University-wide business or events. These types of messages will be rejected. If your announcement is not directly related to University business, please use other media on campus such as information boards in various University facilities.
For more information on SpiderBytes, visit the Guidelines and Instructions page.
Copyright
Individual campus units are required to comply with all federal copyright laws. Text, images, music and video may not be placed on the University of Richmond Web site unless proper copyright permission is obtained. In addition, campus units are responsible for obtaining official releases from students, faculty, staff, speakers, etc. if photos are taken.
Note: All images in the University Communications photo library have the proper copyright and release credentials.
Web Site Naming (Web address/URL)
The University has a comprehensive policy regarding the strategy and implementation for Web site names (also referred to as Web address or URL) for all Richmond Web sites.
Training
In an effort to maintain high quality throughout the University’s Web site, the University is providing a comprehensive training program. All campus units are required to identify individuals who will be updating their site—“page managers.” These individuals will be invited to attend CMS training as it becomes available. In addition, all individuals who write or edit copy must attend training on best practices for writing for the Web. Campus units will be notified when training becomes available.
Individuals will receive their CMS account access upon successful completion of both CMS and Web-writing training.
Statement of Work
A statement of work (SOW) will be developed for Web projects by Web Services and/or Marketing Communications in conjunction with the campus unit requesting the work. The SOW will include timelines, estimated costs and roles and responsibilities that must be adhered to by all project participants. Before work will begin the SOW will be approved and will require a "sign-off" by the campus unit lead and the service provider. Failure to comply with agreed-upon actions may result in the project being put on hold until designated development time is again available.
Additionally, charges may apply to projects that include expenditures outside of customary expenses (timeline, applications and photography) or if the campus units fail to satisfy requirements and/or responsibilities identified in the approved statement of work.
To best accommodate the volume of Web projects anticipated, work on Web projects will be scheduled and prioritized by the Web Steering Committee according to steering committee criteria.
Web Traffic Statistics
Web Services maintains the University’s statistical software to monitor general Web traffic for the University’s homepage, school homepages and the Office of Admission Web sites. Please contact Web Services to request traffic statistics for your school or department.
Personal Sites
The University makes Web space available to students, faculty and staff. Free speech and academic freedom warrant that these Web sites not represent an academic or administrative unit and therefore remain generally unrestricted in content.
However, these sites must contain the following statement on their homepage: “The views and opinions expressed on all personal web pages are strictly those of the authors and have not been approved by the University of Richmond.”
All individual Web pages must contain the name and e-mail address of the person responsible for page content. Individuals are responsible for maintaining their own site with regards to page building, content and troubleshooting. Web training resources are available at the TLC. The University cannot provide development support through the content management system nor through Web Services or Marketing Communications.
Student Organization Sites
The University makes Web space available for student groups. Those groups recognized by the University may develop a site at http://www.student.richmond.edu. Account requests will be honored when approved by the faculty or staff advisor. Student groups may have only one Web site and may appoint only one individual to access and make changes to that site.
In order to set up or make changes to the access of a student organization account, the faculty or staff advisor must contact the Help Desk at 287-6400 or helpdesk@richmond.edu.
For more information regarding student organizational guidelines and regulations, contact the Office of Student Activities.
Note: While the University offers Web space and training opportunities for students at the TLC, the University cannot provide development support through the content management system nor through the departments of Web Services or Marketing Communications.
Advertising
Commercial or revenue generating advertising for third-party organizations is not permitted on any University Web sites without the written authorization of the Web Steering Committee.
Security
All information on the Web server is searchable, and thus should be assumed visible to the public. Confidential information must not be uploaded to University Web sites.
FERPA
The Family Educational Rights and Privacy Act of 1974 (commonly referred to as FERPA or the Buckley Amendment) is designed to protect the confidentiality of student records. Before posting any student information to a Web site, first refer to the University’s complete FERPA policy and ensure that your site complies with all FERPA requirements.
E-commerce
Policy and guidelines concerning financial transactions on University Web sites are managed through the University’s E-commerce Committee.
E-commerce policies and procedures are located on the Controller's Web site.
Mini-Sites (Promotional sites)
All standard Web sites are required to adhere to the Web template. However, on a very limited basis and subject to prior approval from the Department of Marketing Communications, the University may develop special (nonstandard) promotional mini-sites that will not use the standard template due to the specific nature of the temporary promotion.