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World Wide Web Content Policy

Reposted 8/30/20

I.  Purpose


The quality of information presented on the college's webpages plays an important role in shaping the image of Central Virginia Community College (CVCC).  Thus, a cogent and concise policy statement is in place.  

This Web Content Policy sets the college's standard for:

  • Establishing acceptable use of those webpages,
  • Following branding guidelines established by the college,
  • Enhancing the college's mission by clarifying responsibilities of web content authors, and
  • Requiring accurate, useful and attractive presentations of information on those webpages.


Academic departments, administrative offices, student organizations and individuals are encouraged to publish information on the college’s webpages, provided such information supports the mission of the college and is in compliance with these policies.

II. Scope

The Website Content Policy applies to all official CVCC material, and all unofficial content posted by individuals and groups within CVCC’s Internet domain (centralvirginia.edu).

Content Owners and System Administrator(s), as referenced throughout this document, are defined in an addendum to this policy for clarification.

III. Standards for Official CVCC Webpages

Official web content consists of all webpages representing the college at an institutional level.  This includes:

  • Top-level webpages maintained by the System Administrator(s),
  • Webpages of academic departments, excluding instructional or course-related webpages (particularly those using course management software, such as Canvas), and
  • Webpages of all other college offices, excluding Intranet material which is password protected and for internal use only (e.g., access request form, travel request form, etc.) and excluding pages hosted by third-parties (e.g., Facebook, Twitter, etc.).

Department and administrative heads are responsible for ensuring the accuracy and timeliness of webpage content for their respective departments and units as part of an annual review.  All pages must be updated each Academic Year, prior to August 1st.

Each official CVCC webpage must:

  • Clearly identify itself as college material in an approved template;
  • Clearly identify the name of the department, unit or organization publishing the document;
  • Link back to the college’s official home page, centralvirginia.edu;
  • Be accessible to all, especially including the visually challenged accessing the Web through non-traditional means (i.e., the page must comply with Section 508 Standards - the system administrator(s) can provide basic compliance reporting upon request);
  • Contain a current e-mail address, physical address and phone number of the author/owner/sponsor of or department responsible for the information in the page;
  • Contain a publication or efficacy date for any information or data, and be updated so the information or data remains current;

Meet the standards established by the Public Relations & Marketing Committee; and be approved by the identified content owner and the respective unit heads prior to posting to the web. Small changes such as phone number updates need not be reviewed.  For clarification or to request college graphics, contact the Institutional Advancement department.

A. Standards for Academic Division Websites

Required elements:

  • Divisions must use the college’s web templates (which include header and footer, navigation bars, and logo) on all department webpages.


Homepage:

  • Brief introduction on division homepage targeted at prospective students and/or their families.
  • Photo of student, faculty member or other relevant material (work with media specialist to obtain appropriate imagery with required releases on file).
  • Clear, concise contact information to reach the division office (including office location, phone number, and email address).

Links on Homepage:

  • List of Academic Programs (with links to additional information, where available).

Navigation Link:

  • List of course subjects with links to current class schedule offerings.
  • List of faculty and staff (including office location, office phone and email address).  For faculty, include courses and office hours for current semester.


College Catalog:  

  • Link to current college catalog information on the website.
  • Suggested elements:  In addition, divisions may choose to add the following to their sites:
  • Photos/Videos of division activities and facilities (work with media specialist to obtain appropriate imagery with required releases on file).
  • Testimonials from alumni and/or examples of student/faculty/alumni success.

Mission statement.

All division websites must be approved by the Content Owner of that division prior to launch.

B. Standards for Non-academic Department Page Design

The main page for any CVCC website (e.g., a site for an administrative office, non-academic department, committee, etc.) must conform to a current web template.  The System Administrator(s) will help determine the appropriate template.  Appropriate imagery can be obtained through the college photographer.

Derivative works based on the CVCC template and/or the graphics used therein are prohibited.  These graphics are made available for use within the approved template only, and may not be altered and/or used outside the approved templates. Derivatives of the college logo can be used within a page ONLY IF they follow CVCC’s logo standards and are approved by the identified content owner using the CVCC Style Guide prior to posting.

All non-academic websites must be approved by the Content Owner of the department prior to launch.

C.  Standards for Links

The college’s website should not provide links to private businesses (“dot-coms”), unless all such businesses are provided equal access; unless a formal business partnership has been approved; and/or unless the reason for the link is primarily educational in nature.  Please note that this policy does not apply to links to non-commercial or non-profit organizations (“dot-orgs”) and other educational institutions (“dot-edus”).

Links to commercial and non-profit sites are permitted on an educational basis; however, the links themselves must not be misconstrued as advertisements (logos and trademarks are prohibited, even if permission is granted for their use by the organization, and even if the images are not links). They must not be done in such a way as to give the appearance of the approval, support, or endorsement of The College.

A disclaimer disavowing endorsement may be appropriate.  Only the President’s Cabinet can grant exemptions to the advertising ban. Disclaimers are not necessary for any commercial links that have approved business partnerships with the college (e.g. the CVCC Bookstore). For clarifications, please contact the System Administrator(s).

Departments should link their pages to the official College Catalogs rather than repeat catalog information.

D.  Standards for Individual Faculty and Staff within Offices and Departments

Individual faculty and staff may include one page of content related to their academic or professional role at the college on their associated unit/department’s website.  This page should not have a link to the individual’s personal, unofficial webpage/site or contain personal contact information.

E.  Standards for Faculty (and Staff) Personal Sites

Individual faculty (and staff) may maintain official personal sites within the vccs.edu domain (by utilizing Google Sites).  This site should not have a link to the individual’s personal, unofficial webpage/site or contain personal contact information not associated with the college.  For information on these sites and help with setup contact the Distance Education Department.

F.  Standards for Student Groups

CVCC may maintain official pages within their sites for student groups, provided the above rules for official content are followed.  This is primarily allowed if the Student Activities Coordinator (and Club Advisor) also helps to maintain the student group pages. All student group websites must be approved by the Content Owner of Student Activities prior to launch.

IV. Standards for Course-related Webpages

Even though course-related and Intranet webpages are not official, public content they are still subject to other policies, particularly Section 508 Standards. They may incorporate the appropriate CVCC template.  Use of course management software such as Canvas fully complies with CVCC's policy for course-related pages and is encouraged.  Contact the Distance Education Department for further details.

V.  Standards for Unofficial Webpages (Student Groups and Personal Web Sites)

Unofficial content is defined as any other web content from the centralvirginia.edu domain not previously described, including personal pages or student organization pages not part of an organizational unit’s website.  A personal page is defined as a webpage for any individual faculty/staff member or student maintained by that individual for personal or professional information, provided the latter is strictly related to one’s service to the college.

On-campus student organizations may maintain webpages at CVCC, as long as they are not meant to represent official college content (except in the case of Academic material on faculty pages).  The CVCC Student Government Association (SGA) is responsible for ensuring the accuracy and timeliness of webpage content for their organization.  Individual advisors will be responsible for the content of the webpages of their student organizations as outlined in the following paragraph.

Unofficial pages will not be allowed on centralvirginia.edu.  Unofficial pages will be limited to other third-party designated sites, with the exception of administrative-level Intranet pages that are accessible only through a password, and course-related material. 

The use of CVCC resources to store or transfer illegal material or material for personal business or personal gain is prohibited.  Authors and/or managers of personal and other unofficial pages must adhere to this prohibition. Violations can result in immediate loss of CVCC domain (centralvirginia.edu) web-hosting privileges.

VI.  Technical Support

The System Administrator(s) will maintain the campus web-server and top-level links to unit publications on the main CVCC web-server (www.centralvirginia.edu).  The Information Technology Department will maintain web-server space for unofficial pages at the college.

The System Administrator(s) will identify, evaluate, and provide technical support for software tools for the creation of official webpages.  The System Administrator(s) will consult with Content Owners on the appropriate tools for their needs and provide instruction concerning creation and maintenance of official CVCC webpages.  The Information Technology Department will handle all technical support issues related to unofficial content.  Technical support for course-related webpages should be directed to the Distance Education Department for assistance.

VII.  Policy Distribution

This Web Content Policy, with the most current revisions, will be linked from the college's official website.

VIII.  Policy Decisions

The Public Relations & Marketing Committee will continue to review and recommend specific changes or additions to the college’s Web Policy.

IX.  Policy Enforcement

CVCC seeks to enhance the use of technological resources and not to police those resources. However, engaging in any activity that does not conform to the college’s Web Content Policy can result in the immediate loss of CVCC Internet domain web-hosting privileges.

Furthermore, if such activities also violate the college's Code of Conduct or any federal, state, or local laws, (e.g. copyright, libel, privacy), they may be referred to the appropriate campus unit for resolution. Such cases may result in suspension from the college, as well as prosecution by outside authorities.

Where appropriate, the System Administrator may work with Content Owners and/or managers to ensure that webpages are brought into compliance with the college’s Web Content Policy.

X.  Policy Implementation/Grace Period

This policy was reposted in August, 2020, and forwarded to the Public Relations & Marketing Committee for review. 

Content Owners will be expected to have the pages for which they are responsible compliant with the parts of this policy which pertains to them by the first day of classes each fall semester, or one month after the above effective date, whichever is later.  Future changes to this policy will have at least a one-month grace period for Content Owners to make their pages compliant.  

Departments, units, division offices and off-site centers needing assistance creating or updating a webpage should contact the System Administrator. It is expected that Content Owners review and update their webpages regularly, according to the guidelines set forth in this policy.

XI.  Policy Questions

Please direct all questions regarding this policy to the Office of Institutional Advancement or forward questions to the Public Relations & Marketing Committee as appropriate.

The Webmaster/Applications Support Team, within the Information Technology Department at CVCC, is responsible for System Administration.  All content owners should work with the system administrator(s) to ensure compliance with this policy.

Content owners are defined as the heads of organizational units within CVCC and/or the position responsible for public-facing content on the CVCC website. 
 

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