ENMU Web Policy, Procedures and Guidelines

This information is required reading for those wishing to gain access to update files or pages on the official ENMU Web server. After reading this page, you may submit a request for access to your pages. As indicated in the information below, you may acquire an Access Request Form from the Office of Communication Services in the Administration Building, Rm. 218, or you may use the convenient online form.

 

ENMU Web Policy

 

  1. Purpose
    These policies and procedures relating to the official Web pages of Eastern New Mexico University (the University) are intended to:
    1. Provide a framework for developing and presenting the University Web material in a consistent and friendly manner;
    2. Maintain flexibility for departments of the University that wish to publish information that will be connected to the University home page;
    3. Assure that the information presented is accurate and current;
    4. Provide continued and structured support for the Web server; and
    5. Develop Web page guidelines that are consistent with the image and mission of the University.
  2. Policy
    The policies established in furtherance of the above purposes are as follows:
    1. Because the global and public nature of the material presented on the Web, it is appropriate that material on the University Web server be presented in a consistent and coherent manner within established guidelines.
    2. Use of the University logo or word mark shall be consistent with the standards established and maintained by the Office of Communication Services.
    3. Web procedures and guidelines shall be approved by the President's Council, with developmental assistance from the Web Advisory Group, which shall be appointed by the vice president of University Relations and shall be made up of students, faculty, staff and administrators.
    4. Student organizations recognized by the University may have an official Web page on the University server.
    5. Student and faculty Web servers shall be provided by the University and shall operate under separate policies and procedures.
    6. All Web pages shall comply with local, state and federal law, and the ENMU Web policies, procedures and guidelines.
    7. Web pages shall be considered an official University publication and are subject to all applicable University policies, procedures, rules and regulations.
    8. Links to inappropriate or illegal material will be removed by the webmaster with final authority resting with the vice president of University Relations and Enrollment Services.
  3. Administration
    The responsibility and authority for administering Web pages policies and procedures shall be as follows:
    1. Office of Communication Services, within its responsibility for coordinating all information and all publications about the University, shall have final authority over all Web material.
    2. The webmaster shall:
      1. Administer Web procedures and guidelines;
      2. Maintain the University index page and top-level pages that either consolidate information from several departments or are developed through the Office of Communication Services;
      3. Provide technical support to assist University departments with Web development;
      4. Provide templates through level seven;
      5. Assist with creation of initial pages or levels as requested.
    3. Office of Information Technology Services shall:
      1. Manage the Web server;
      2. Provide appropriate levels of access to the University webmaster;
      3. Provide technical support to the webmaster for server configuration and maintenance.
      4. The site administrator shall manage the site; to follow established procedures and guidelines.

 

 

Procedures

 

  1. Obtaining Account Access
    Academic Areas – the University webmaster will issue account access to person(s) specified in writing by the dean of the college. Those designated will be referred to as site administrators.

    Non-Academic Areas – the University webmaster will issue account access to person(s) specified in writing by vice presidents and executive directors of non-academic areas. Those designated will be referred to as site administrators.
  2. Site administrators shall obtain an account request form, and a copy of the Web policy, which will be available at the information desk in the administration building, and online.
  3. When returning the completed form, site administrators shall submit a signed copy of the Web policy.
  4. Upon receipt of the completed form and signed copy of the Web policy, the webmaster will issue applicable account information with a copy of the Web policy and any other appropriate guidelines and instructions.
  5. At any time there is a new site administrator, the site account will be reset and the new site administrator will begin with A.1 above.
  6. Student Organizations
    1. Advisors of official student organizations wishing to have pages residing on the official University Web server are governed by the ENMU Web policy, and are required to sign a statement submitting to this governance prior to gaining account access.
    2. The University recognizes the unique status of student media and will follow appropriate legal guidelines.
  7. Updating
    Each site administrator will receive e-mail reminders from the University webmaster to review and update pages. Content should be updated as needed to ensure accuracy.
  8. Sanctions for Misuse
    Violation of local, state or federal law - Pages that are determined to be in violation of local, state or federal law will be disconnected from the University Web pages immediately.
    1. Upon any such disconnection, the webmaster shall give the site administrator written notice of the situation immediately.
    2. If the site administrator has questions or wishes to have the page(s) restored he/she shall have the right to consult verbally with the webmaster.
    3. If the problem is not resolved within 10 working days, the site administrator may submit a written request to the webmaster for reinstatement.
    4. If requested, the director of the Office of Communication Services shall conduct a meeting with the University webmaster, the site administrator and the unit head.
    5. The director of the Office of Communication Services shall make a decision within 10 working days of receipt of the written request.
    6. Vice President of University Relations shall have final authority over all Web material.

    Violation of University policy, procedures or guidelines - site administrators determined to be in violation of University policy, procedures or guidelines:
    1. Will be notified along with immediate supervisor of alleged violation by University webmaster in writing via e-mail and will be given five working days to respond to said allegations or correct/remove pages/information from the University server.
    2. If problem is not thereby solved, the site administrator will be notified a second time in writing and will be given four working days to respond to said allegations or correct/remove pages/information from the University server.
    3. If the problem is not resolved, access to pages will be suspended and copies forwarded to the appropriate senior administrator to make a decision for correction or removal.
    4. Page(s) will be reinstated at the request of the senior administrator.

 

 

Guidelines

 

  1. Index Page Graphics and Identification
    1. All colleges, departments and other units on the University Web shall make their respective index pages identifiable as being a University index page by explicit identification of the University through the use of:
      1. The term "ENMU;" or
      2. The term "Eastern New Mexico University;" or
      3. The University logo or word mark approved by the Office of Communication Services; or
      4. Other graphics approved by the Office of Communication Services.
    2. Departmental index page titles shall be used and shall clearly describe the content of the pages(s).
    3. Content menus shall be consistent with the intent of the specific section being presented and duplication of material (from other index pages) shall be avoided. Provided, however, if common material is desired, appropriate links should be used to refer to the primary location of the information within the University's Web pages.
  2. Recurring Updates
    1. Each department is responsible for updating department content at least two times throughout the year.
    2. Updates should be completed the next business day following these dates: Oct. 1, March 1.
    3. Time sensitive information should be updated as needed.
  3. Index Page Content
    All departments are responsible for preparing and maintaining their own index page in conformance with the following:
    1. The information shall be accurate, clear, current and useful.
    2. Each index page shall use the templates provided, and follow the guidelines contained therein.
    3. Required template elements include: contact information, date stamp, page title and headers.
    4. The server-side footer must be included on every page, regardless of level.
    5. Under no circumstances should pages link to the old server. All required content should be transported to the new server and placed into appropriate templates.
  4. ADA Compliance
    Pages must be in compliance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act Titles II and III.
  5. Sponsorship or Other Forms of Acknowledgment
    In the context of ENMU's status as a tax-exempt organization, under state law, departments may acknowledge corporate support, but only as long as the acknowledgment does not extensively promote the sponsor. Allowable forms of acknowledgment include:
    1. Name of corporation in the title of the event;
    2. Sponsor logos and slogans that do not contain comparative or qualitative descriptions of the sponsors products, services, facilities or companies;
    3. Sponsor locations and telephone numbers;
    4. Value-neutral descriptions, including displays or visual depictions of a sponsor's product line or services;
    5. Sponsor brand or trade names and product or service listings;
    6. A listing of a contributor to a fund-raising event or to a performing arts organization in an accompanying program.
  6. Completion
    While it is recognized that Web pages are dynamic in nature and are thus subject to change, initial publication of a page shall be deferred until it contains sufficient information to make it useful. Use of the words "under construction" or similar words will not serve to make the page publishable.
  7. Inappropriate Content or Usage
    Instances of inappropriate content or use of the Web shall be referred to the appropriate administrative unit for consultation and/or action.
  8. Compliance with Law
    All official University pages, and all pages linked to from official pages, shall comply with local, state and federal law. Particular attention shall be paid to copyright provisions. The use of copyrighted material shall be stated in the body of the material being presented.
  9. University Compliance
    Web pages shall be considered the same as any official University publication and, as such, shall be subject to all applicable University policies, procedures, rules and regulations.