Online Content Policies & Guidelines

Transcription

1 Online Content Policies & Guidelines Introduction The College of Liberal Arts (CLA) provides Web systems and services to authorized organizations for University related information and education. The CLAʼs central web server, cla.temple.edu, as well as the Temple University servers, hosts websites on behalf of more than 40 departments and organizations. The College of Liberal Arts creates and manages third-party online properties for individual programs within its organization. The following document seeks to help organizations within the College of Liberal Arts effectively manage and maintain these online properties and presence(s). This document serves as an addition to Temple University Web and Internet Policies and Guidelines, as well as all Computer Services Policies & Guidelines, which supersede any CLA policies, and are outlined here: Because of the evolving nature of online media and communication technologies, the contents of this document are subject to ongoing change and revision. The Senior Web Developer for the College of Liberal Arts oversees a committee of interested individuals who are responsible for developing and maintaining these guidelines. If you have any questions regarding this document, you may contact the College of Liberal Arts Senior Web Developer, Maria T Sciarrino, at (215) or clawebdeveloper@temple.edu. 1

2 Online Content Policies & Guidelines... 1 Introduction... 1 Section I: Online Content Contributor Roles & Responsibilities... 3 Introduction... 3 Section II: Online Media and Communication Technology Guidelines... 7 Introduction... 7 Guidelines... 8 Section III: Technical Assistance & Further Questions University Support Services College of Liberal Arts Support Services

3 Section I: Online Content Contributor Roles & Responsibilities Introduction CLA Online Content Contributors are defined by Temple Universityʼs guidelines as individuals who are authorized to edit, modify or update Web page or Web media content within the temple.edu domain as well as on third-party online properties. Authorization to access these services is granted by the CLA Senior Web Developer on behalf of the Deanʼs Office. When granted authorization, these individuals are bound by all preceding sections of the Temple University Web and Internet Policies and Guidelines (Section II). Additionally, authorized Online Content Contributors are bound by the guidelines outlined in this document. CLA Senior Web Developer The CLA Senior Web Developer is recognized by Temple University as one who specializes in the development of Websites. Web developers handle programming, create graphics, add pictures, include links, modify Web page templates and develop information design, among other duties. Additional Temple University-designated responsibilities for the Senior Web Developer include managing the operations component of websites. Web operations involves, but is not limited to the following functions; providing access to a Website, scrutinizing the Website to ensure up-to-date content and compliance with university Web branding, acting in the role of liaison between the departments and department head office and other duties that ensure smooth departmental or organizational Web operations (Section III & IV). The CLA Web Developer is responsible for overseeing all university-affiliated online properties and technologies utilized; their responsibilities include: Serving as a liaison between Web Communications, News Communications, and Computer Services to uphold and maintain University graphic identity standards, marketing initiatives, and computing policies within the College and all associated online properties Oversee, plan, and implement college-wide web communications strategies and policies with key members in the CLA organization. Handle high-level programming needs (such as website template changes, feature requests, social media account creation and 3

4 administration) for CLA organizations. Review and authorize access privileges for individuals to universityaffiliated online properties within the organization on behalf of the CLA Deanʼs Office. Monitor traffic and content for university-affiliated online properties; prepare analytics reports for affiliated organizations at their request. Provides authorization and consultation for all online content strategies and technologies developed or utilized within the organization. Administer main website for the College of Liberal Arts. Unit Administrators Unit Administrators are individuals on the Temple University administrative staff authorized by the Senior Web Developer to provide support to their assigned organizations. These individuals assist in the process of managing the Web operations component of websites (Section IV). The responsibilities for CLA Unit Administrators include: Accepting requests from organizations within the assigned unit to publish content to the CLA and Temple servers for department & programs using web-based utilities, including FTU Webtools: Meeting and consulting with Senior Web Developer on behalf of their assigned organizations to address large-scale department needs, including (but not limited to): web design, feature requests, and user access. Ensuring assigned organizations adhere to all online content guidelines and deadlines set by CLA or University Web Communications and report errors or problems to the Senior Web Developer when necessary. Distributing memos and other information pertaining to CLA websites to authorized users within their assigned organizations. Performing the duties assigned to Department Coordinators when no coordinator(s) are assigned to the organization. Department Coordinators 4

5 Department Coordinators are individuals on the Temple University administrative staff authorized by Senior Web Developer to edit, modify or update Web page or Web media content for their assigned organization using shared resources provided by the College or Temple University (Section II). A CLA Department Coordinator may only: Manage, edit, or publish page content for the assigned department or programs submitted by Department Chairs, Program Directors or Content Managers using Adobe Contribute and FTU Webtools: Assist Department Chairs, Program Directors, and Content Managers with content for the News or Updates section of their assigned online properties. Submit large-scale department needs, including (but not limited to): website design, feature requests, social media account creation, and user access to Unit Administrators for ongoing meetings with the CLA Senior Web Developer. Ensure that assigned programs adhere to all online content guidelines and deadlines set forth by CLA and Web Communications. Report minor errors to Unit Administrator and report critical, time-sensitive errors to the Senior Web Developer. Department Chairs, Program Directors and Content Managers Department Chairs and Program Directors are appointed members of the faculty authorized to maintain their organizationʼs website. Content Managers are faculty members or graduate students appointed by their respective Department Chair or Program Director assigned to assist with an organizationʼs assigned online properties; final approval for Content Manager access to be granted by the Senior Web Developer on behalf of the CLA Deanʼs Office. Department Chairs and Program Directors may not appoint undergraduate students to the Content Manager role. Department Chairs, Program Directors, and Content Managers are expected to edit, modify or update Web page or Web media content for their assigned organization using shared resources provided by the College or Temple University (Section II). 5

6 Within the CLA organization, these individuals may only: Manage, edit, or publish content for News or Updates section of website using Adobe Contribute. Prepare edits of page content using Contribute and request Department Coordinator to publish edited content. Collect and prepare faculty and staff profile information for website; request Department Coordinators to publish content to servers. Submit large-scale department requests, including (but not limited to): website design, social media account creation, and user access to Unit Administrators for ongoing meetings with the CLA Senior Web Developer. Ensure that assigned programs adhere to all web content guidelines and deadlines set forth by CLA or University Web Communications. Editors Editors are individuals authorized to prepare content for their respective organizationʼs online properties. Faculty members and graduate or undergraduate students may be appointed to the role of Editor, not to exceed more than two (2) within their organization. Department Chair or Program Director are responsible for appointing these individuals, with final approval for access to be granted by the Senior Web Developer on behalf of the CLA Deanʼs Office. All work completed by an Editor must be reviewed and approved by their designated Department Chair, Program Director, or Content Manager before it is published by the Department Coordinator. Editors may only: Prepare content for their organization using Adobe Contribute or related University-managed online properties according to guidelines set forth by the College and Web Communications. Editors may not: Publish content on behalf of their organizations without review and approval by their designated Department Chair, Program Director, or Content Manager. 6

7 Section II: Online Media and Communication Technology Guidelines Introduction Temple University makes meaningful connections all over the world. Technologies available on the Internet make the excellent research, teaching and public service taking place at Temple University even more accessible. The College of Liberal Arts believes it is important for all affiliated organizations, faculty, staff, and students to be aware of online media and communication technologies which includes our temple.edu websites, in addition to emerging social media tools that can help you create and nurture relationships, share information, advance knowledge, raise awareness, build support, participate in important conversations and collaborate on new ideas. By incorporating engaging online communication tools as a part of our overall online strategy, we can even more effectively tell the wonderful stories about our people, places and programs, all while supporting and sustaining Temple Universityʼs mission at home and abroad. Most importantly, the College of Liberal Arts feels these online media and communication technologies are fun and creative to use, as well as engaging and interacting with people we might not otherwise hear from on traditional platforms. Organizations within the College are encouraged to evaluate what, if any, online media and communication technologies are appropriate for their needs. Please be advised that CLA-affiliated organizations must have these tools approved and created by the Senior Web Developer on behalf of the Deanʼs Office. We have created these guidelines to ensure appropriate and effective use of our online presence(s) that complies with Temple University Web and Internet Policies, but keeping in mind that as online media and communication tools evolve (and they will!), so will our guidelines. 7

8 Guidelines For Faculty and Staff These guidelines pertain to your professional interests as a faculty or staff member and how you represent Temple University, the College of Liberal Arts and your affiliated organizations. This document doesnʼt address publishing or regulating personal content on privately maintained platforms. Know and follow the institutional rules on speech and expression located in Temple Universityʼs Computer Usage and Privacy Policy and Computer Services Policies and Guidelines: Speak with your supervisor or the CLA Senior Web Developer if you have questions about how these guidelines fit with your organizationʼs plan, or if you have questions about the university-wide policies referenced here. You are personally responsible for the content you post on universitymanaged online properties from blogs and microblogs to social networks, forums and other online properties. Be transparent to your audience when posting on behalf of the university about work-related matters or other issues related to the university. Transparency involves identifying yourself with your name and affiliation to the university when contributing your personal comments and statements on a university-managed online property. Examples of disclosure methods could include usernames that contain your Temple University address or username, a link to your bio or a statement within the post itself, such as I work for Temple University and this is my personal opinion. o Posts that donʼt mention work-related topics wonʼt need to reference your university relationship. Follow copyright and fair use laws to the letter, including the U.S. Copyright Act and Digital Millennium Act of 1998, which prohibits the distribution or sharing of copyrighted works without the copyright ownerʼs permission. 8

9 Be aware of and follow the Family Educational Rights and Privacy Act of 1974 regulations, which protect the personally identifiable information of our studentsʼ educational records. Protect confidential or personal information from Temple University and of students, faculty or staff members. If you have any questions about what constitutes classified data, consult Computer Services or CLA IT Services. Assume conversations about Temple University are internal and private. Ask permission from your supervisor or the CLA Senior Web Developer prior to sharing these conversations via online properties. Remain respectful in the online environment by adhering to Temple Universityʼs Code of Conduct. When maintaining or contributing to university-managed online properties, follow the same standards of nondiscrimination and social conduct as outlined by Equal Opportunity Services at the university. We should also expect the same of our visitors to the universityʼs online properties. For Authorized Online Content Contributors The different roles and responsibilities for Online Content Contributors in the CLA organization are outlined and defined in Section I of this document. Authorized Online Content Contributors are required to follow the guidelines for Faculty and Staff found in this document. Before debuting an online media initiative, you are encouraged to develop a strategy that fits into your organization and the overall College of Liberal Arts communications plan. This proposal will need to be approved by the CLA Senior Web Developer on behalf of the Deanʼs office before releasing the online property to the public. A online media strategy proposal first involves an assessment of your 1) communication goals and objectives, 2) audience needs and interests, and 3) maintenance and content creation resources, and whether a given online media and communication technology is even an appropriate channel to meet those three essential needs. Based on that evaluation, if your organization decides to pursue using a particular platform, the strategy you create should reflect five key areas: 1. Listening: Find and monitor the conversations already taking place in the online sphere about the university, your unit and your subject of interest. 9

10 2. Influencing: Identify and follow key influencers in your target subject of interest and learn what they find valuable online. 3. Engaging: Develop creative ways to provide value to your audiences through exclusive content, offers, advice, multimedia and more on your online properties. 4. Converting: Persuade your audiences to act on behalf of the university and your unit, whether itʼs for information sharing or relationship building or through their influence, time or money. 5. Measuring: Ensure your online efforts are on the road to success by returning regularly to your pre-defined measurable goals and objectives. If your organization does not have an overall communications plan with which you can align your new online media strategy, or if you need help conducting an assessment or developing your online media strategy, contact and work with the CLA Senior Web Developer. When your online property has been created, the URLs will be provided to Temple Universityʼs Office of News Communications, Institutional Advancement, and Web Communications for use in their online initiatives. This facilitates collaboration with all university-managed online properties and assists these university-level entities with the ability to create a one-stop directory for our communities and online audiences to connect across all our platforms. Online properties at the Temple University should be marked official in some way, where appropriate (for example, in a Twitter bio or in the Facebook about section) and follow the universityʼs graphic identity standards. Official Temple University online properties should provide contact names and addresses, or correct website URLs that point back to the universityʼs web properties. Where appropriate, guidelines should be posted on Temple University online properties that make clear expectations of community members in addition to those of its contributors. All Temple University CLA online properties will be monitored (and moderated, where appropriate) by the Senior Web Developer to ensure the community is following the online content guidelines. If multiple content contributors are posting content on a Temple University 10

11 online property, each post should be signed by the person who posted it (for example, Posted by J. Smith, Department of History, or ^JS on Twitter). Itʼs encouraged to link to Temple University websites, online giving pages, etc., from university-affiliated online properties. However, donʼt link to password-protected such as the TUportal or TUmail from third-party sites. o If you wish to direct someone to a Temple-provided service, link to a university-owned web page that then directs visitors to the password-protected site. For example, To access this service, visit [department home page] and log in to TUportal. o All Temple University online properties are encouraged to use the approved, standard Give Now button available from the Office of Institutional Advancement on online properties where possible. No other Give Now buttons should be used. o Temple University-managed online properties canʼt host advertising. On third-party providers, if ads can be turned off on university pages, they should be. On sites such as Facebook, where ads canʼt be eliminated without significant financial investment, organizations should make sure the benefit of being on Facebook outweighs the risks of advertising being hosted on the page. o All Temple University-managed online properties should meet Computer Serviceʼs Office of Information Securityʼs standards. o We emphasize the importance of controlling the administration of organizational online properties and accounts; that is, keeping the number of contributors to a minimum and having rules in place for managing login credentials. Donʼt share your passwords around the workplace or classroom. o All Temple University-managed online properties should meet the universityʼs Web Accessibility guidelines. University pages on thirdparty sites should make the best effort to follow Web accessibility guidelines. o Agencies working on behalf of Temple University must also follow these guidelines, including disclosing their business affiliation. 11

12 Section III: Technical Assistance & Further Questions University Support Services Computer Services Help Desk ( The Computer Services Help Desk is a service staffed by professional consultants and technical student workers who are trained to assist Temple students, faculty, and staff with technical issues. TUHelp ( A service that enables you to submit and track your technical support requests and inquiries to the Computer Services Help Desk. TU Knowledge Base ( The Knowledge Base is a central information repository that provides responses to frequently asked questions about how to get things done at Temple University. The repository provides over 1,100 questions and responses from approximately 80 university departments, both academic and administrative. The university community can log in to search for information specific to students or employees. The public search interface provides access to a limited number of questions. College of Liberal Arts Support Services CLA IT ( CLA IT provides a comprehensive array of technology and technology support for the students, faculty, and staff of the College of Liberal Arts. CLA Senior Web Developer ( The CLA Senior Web Developer oversees and provides assistance for affiliated websites and online properties. 12