Policies and Procedures Manual

Chapter 4: Business & Administration

04:62:00   Web Standards

04:62:00 Web Standards, Policies, and Guidelines

A. Roles of Web-enabled Technology

Support of Northeast State’s Vision, Mission, and Guiding Beliefs

Northeast State Community College recognizes the value and potential of Web-enabled technology as a tool to support its vision, mission, and guiding beliefs. Academic and administrative units are encouraged to take full advantage of the technology available to assist the college in attaining its goals.

Northeast State Homepage

The Northeast State homepage will welcome visitors and serve as a directional tool for divisional and departmental Web pages. It is intended to provide information that addresses our constituents and their needs and interests. Selected college operations will have Web pages that will be considered core to the Northeast State homepage. Such Web pages must meet particular standards of design and organization.

B. Web Page Standards

Responsible Use

The quality of information published by Northeast State plays an important role in maintaining a strong reputation and image for the College. This policy sets a minimum standard to ensure that electronic information is visually appealing, well written, and of the same high standards as other forms of published information.

All Northeast State Web pages are considered official published documents of the College and must be consistent with Northeast State's policies and local, state, and federal laws. Web pages inconsistent with such policies and/or laws will not be permitted.

Required Resources

Before a division or department implements or expands a Web page, the unit should consider the staff and resources necessary to establish and maintain Web pages on a continual basis. Participation in Northeast State’s Web site requires a commitment to maintaining accurate and current information. Pages with inaccurate or time-sensitive information that is not maintained must be corrected or removed from the Web site.

ADA Compliance

Accessibility for all potential users must be implemented when designing Web pages. Individuals may obtain specific Web accessibility requirements, as specified in Section 508 of the Rehabilitation Act, at www.webaim.org or by contacting the coordinator of the Center for Students with Disabilities.

Logos on Web Pages

The use of Northeast State’s logos must remain consistent to provide the College with a strong identity across the Internet. The College’s logos may not be redrawn, re-proportioned, or modified in any way. No new design element may be added to any official Northeast State logo.

Links to Non-college Web Sites

Links to non-college Web sites must be related to the subject matter of the referring page.

Compliance

It is anticipated that all organizational units will exercise good faith and good practice in the utilization of Web-enabled technology. When notified, persons assigned responsibility for management of divisional or departmental Web pages (Web Page Managers) must remove pages and links containing material that violates local, state, or federal laws and regulations or college policies. Failure to comply with these Web Standards, Policies, and Guidelines will result in the loss of Web site privileges for the unit.

C. Web Page Policies and Guidelines

Northeast State encourages divisions and departments to publish documents on the Internet in support of the vision, mission, and guiding beliefs of the college and purpose of the unit. All information published on the unit’s Web pages must be approved through the appropriate processes as described below.

Web Document Author Responsibilities

All Web pages must comply with the college's Acceptable Use Policy, which requires, among other things, compliance with intellectual property law. Authors of Web documents cannot include any copyrighted or trademarked material without permission except as permitted by law. Photographs, drawings, video clips, or sound clips may not be included in the document without permission of the person who created them or who owns the rights except as permitted by law. In addition, Web Document Authors:

  1. shall use an appropriate tone when presenting information and other features on the Web. (Although Northeast State encourages Web document publishing, official page represent the College, and, as such, Web page content should be in the best interest of Northeast State),
  2. shall use the words “Northeast State” instead of “NSCC” in all documents to maintain a consistent image within the community,
  3. shall remain committed to accuracy and shall carefully spell-check and proofread all documents,
  4. shall use clickable icons for pictures, where appropriate,
  5. shall not overload pages with large graphics that slow the downloading time and frustrate end users,
  6. shall not include browser-specific terminology (e.g., “pull down the File menu and select Save”),
  7. shall provide a readily-accessible reference link, where appropriate, (e.g., “For more information e-mail responsible-person@NortheastState.edu” instead of “For more information click here”),
  8. shall maintain a consistent style from page-to-page (e.g., standard font types, content location, and design templates),
  9. shall ensure that all clickable links work correctly,
  10. shall not use Northeast State resources for commercial gain,
  11. shall not use Web pages to advertise non-Northeast State-related functions, and
  12. shall submit the final drafts of their Web documents to their respective Web Page Editor to begin the approval and implementation process. (When planning, ample time should be allowed for the approval, revision, and implementation process.)

Web Page Editor Responsibilities

Web Page Editors are responsible to their respective Web Page Manager for the content of the Web pages they maintain. In addition, Web Page Editors:

  1. are expected to maintain the highest standards of quality possible that will enhance the image of Northeast State,
  2. are required to comply with all Northeast State policies and procedures, as well as local, state, and federal laws concerning appropriate use of computers and computer networks,
  3. shall remain committed to accuracy and shall carefully spell-check and proofread all documents,
  4. shall review all proposed documents to ensure Web Document Authors have complied with all Web Page Standards, Policies, and Guidelines,
  5. shall review all modifications to Web pages with a variety of browsers (e.g., Internet Explorer and Netscape Navigator),
  6. shall ensure printed publications have completed the approval process before electronic versions of the documents are released,
  7. shall ensure information is posted promptly, particularly time-sensitive information such as announcements and press releases,
  8. shall submit all proposed documents to the Web Page Manager for approval prior to including documents on the unit’s Web page, and
  9. shall thoroughly review all Web pages within their area of responsibility at least once-a-month, more often for time-sensitive information. (If, through random checks of the system, a Web page is found to contain inaccurate information it will be removed from the system.).

Web Page Manager Responsibilities

The Web Page Manager is ultimately responsible for all content within his or her areas of responsibility, as described in Section F. Each Web Page Manager shall identify at least one Web Page Editor to oversee the implementation and routine update of the Web pages. The name of the Web Page Editor(s) shall be forwarded to the Vice President of Administrative Services. The Web Page Manager shall ensure the appropriate approval process is followed prior to the implementation of changes to the Web pages under his or her area or responsibility. There are two distinct approval processes. One process is for major Web page changes or for content that may have policy implications, while the other process is for minor Web page changes.

Definition of Major Web Page Changes

  1. Redesign of a Web template,
  2. Significant or complete overhaul of a Web page, and
  3. Request for a new Web page.

Contact the Vice President of Administrative Services for additional information.

Definition of Minor Web Page Changes

  1. Update of existing information,
  2. Corrections,
  3. Addition of event information or departmental documents, and
  4. Any editing changes consistent with Section C of the Web Standards, Policies, and Guidelines document.

Approval Process for Major Web Page Changes or for Documents with Policy Implications

  1. Proposed Web documents that contain major changes or policy implications first require the approval of the Web Page Manager.
  2. The Web Document Author then must complete and route a Request for Publication form with a copy of the document in an electronic format

Refer to Section 04:23:00 of the Faculty and Staff Policy and Procedure Manual for additional information.

Approval Process for Minor Web Page Changes

  1. Proposed Web documents that only contain minor changes require the approval of the Web Page Manager.

Web-Evaluation Program

In addition to the quality checks performed by the Web Page Editors, each Web Page Manager will receive a semiannual evaluation form for the Web pages under his or her supervision (during May and November). This self-evaluation form must be completed and returned to the Vice President of Administrative Services. The evaluation form will include, but is not limited to, questions regarding purpose, content, and standards compliance.

D. Web Resources and Tools

Various resources and tools will be developed for use by the college community to assist in the implementation of this policy. The Computer Services department will provide leadership and coordinate resource information.

E. Definitions

Web Document Author: The individual who originates a document to be placed on a Web page.

Web Page Editor: The individual who is responsible for the routine maintenance and update of assigned Web pages. These assignments shall be made by the Web Page Managers.

Web Page Manager: The individual who must approve, and is ultimately responsible for, all content on the Web pages within his or her specific area of responsibility. (Refer to Section F for a complete listing of Web Page Managers.)

Web Page: A document on the World Wide Web. Every Web page is identified by a unique URL (Uniform Resource Locator).

Web Site: A site (location) on the World Wide Web. Each Web site contains a homepage, which is the first document users see when they enter the site.

F. Web Page Managers

Web Page(s)

Web Page Manager

Admissions

Dean, Enrollment Management

Alumni Affairs and Scholarship Programs

Vice President, Student Affairs

Campus Life

Director of Leadership Programs

Use of facilities, computer guidelines, and wireless access page

Vice President, Administrative Services

Health

Vice President, Student Affairs

Food services & bookstore

Chief Financial Officer

Theatre

Academic Dean, Humanities

Security

Chief of Police

Community

Public relations, events, available resources

Director of Community Relations

Cost

Chief Financial Officer

Financial Aid

Director, Financial Aid

Employment

Executive Director, Human Resources

Multi-Campus Programs

Assistant Vice President, Multi-Campus Programs

Faculty Senate

Associate Professor, Mathematics

Library

Director, Marketing

Northeast State Foundation

Chief Advancement Officer

Professional Development

Associate Professor/Biology

Programs of Study

Vice President, Academic Affairs

Advanced Technologies

Dean, Advanced Technologies

Behavioral/Social Sciences

Dean, Behavioral and Social Sciences

Business Technologies

Dean, Business Technologies

Health Professions

Dean, Health Professions

Honors Program

Dean, Behavioral and Social Sciences

Humanities

Dean, Humanities

Mathematics

Dean, Mathematics

Nursing

 Director

Science

Dean, Science

STEP: Strategies for Teaching Excellence Program

QEP Chair

Student Services and Access and Diversity Launch Page

Vice President, Student Affairs

Workforce Solutions

Director, Workforce Solutions

 

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Divisional Review Responsibilities Checklist: Information Technology

 



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Divisional Review Responsibilities Checklist: Information Technology

Revision History: May 2014, July 2014, April 2015, June 2017, October 2017