The Saint Mary S University Website Is Organized Into the Following Structural Elements

Name:Web Policy and Procedures

Policy Number:2-2003

Origin:Information Technology Systems & Support (ITSS)

Approved:2004 July 28

Issuing Authority:Executive Management Group

Responsibility:Senior Director, Information Technology Systems & Support

Effective Date:2017 June

Revisions:28 July 2004, 24 October 2011, 23 April 2012, June 2017

Preamble

1.0Web Policy

1.1.Website Ownership

1.2.Shared Responsibilities

1.3.Governance

2.0Organizational Role Details

2.1.Faculty and Administrative Departmental Roles

2.1.1.Content Owner (Dean or Director)

2.1.2.Web Editor

2.1.3.Web Writer

2.2.Administrative Roles

2.2.1.Executive Sponsor (VP, Finance and Administration)

2.2.2.Associate Vice President, External Affairs

2.2.3.Senior Director, Information Technology Systems and Support

2.2.4.Manager Application Support

2.2.5.Web Developers

2.2.6.Web Content Manager

3.0Web Design Policies

3.1.Main Web Site

3.2.Supplemental Pages

3.3.Microsites

3.4.Website Structure Overview Diagram

4.0Content Management System

4.1.Training For Web Editors and Writers

4.2.Training on CMS

4.3.Training on How to Write Content for the Web

4.4.Alternate Technologies

Preamble

This policy will follow the Strategic Directions set forth by the President and will support the Academic Plan and the University’s marketing and communication requirements. This policy shall:

1) Apply to all Web pages owned by Saint Mary’s University, within the public domain of Web pages;

2) Apply to all users of the Saint Mary's University Website; and

3) Be reviewed annually and revised as necessary.

Members of the university community and users of the Web presence should understand that there will be stages of development for the Website and that not all areas will develop at the same rate or to the same extent. The web site will be under continuous renewal and typically change in an evolutionary fashion.

Other policies affecting this Web policy must be observed including: Policy on Information Technology, University Email Procedures and Guidelines, Policy on Prevention and Resolution of Harassment & Discrimination and other University policies. This policy shall not supersede any Executive mandate direction whether announced or otherwise.

Web pages not owned by Saint Mary’s University (i.e. personal pages, society pages, partner pages, external conference pages, etc.) are not required to follow this Web policy but will continue to follow the current policy on Information Technology and other University Policies.

This policy does not apply to the Saint Mary's University Intranet.

1.0Web Policy

1.1.Website Ownership

The Saint Mary's University Website is a public website. Responsibility for the overall Website is held by the Executive Management Group (EMG) with the Vice-President, Administration as the Executive Sponsor.

The external Web presence (as seen by the public) will have a coordinated message drawing from the strategic directions, academic plan, the University’s marketing and communication requirements, and other initiatives as determined by the EMG. The Executive Sponsor will be responsible for assuring message coordination.

Web work will meet the university BrandStandards as defined by the Associate V.P. External Affairs.

1.2.Shared Responsibilities

The development of the Saint Mary’s University website is a shared responsibility between Content Owners, External Affairs, and ITSS.

Content Owners in Faculties and Administrative Departments will work with External Affairs and ITSS to renew websites and pages in accordance with subject-based content guidelines/protocols.

There are number of things which are a shared responsibility between Content Owners, External Affairs,working with the Web Services team in ITSS is responsible for:

• Web Design;
• Page Layout;
• Graphics, and
• Content.

These responsibilities are fulfilled using the design templates and principles approved by the Web Steering committee.

Support of the Content Owners and their Editors and Writers is shared by the Web Services Team in ITSS,and the External Affairs. The following table provides a brief overview of the support areas of each:

External Affairs / ITSS Web Services
Content Development / Content Management System (CMS)
University Brand / Template building
Writing for the WebTraining
Template Design / CMS Operating Training
Landing page content/development / Technical training
Web Architecture
Image/Photography bank

1.3.Governance

The governance of the overall Saint Mary’s website is shared by multiple levels as described briefly in this section. Further details of organizational roles are provided in Section 3 Organizational Roles Details.

1. The Executive Management Group through the Executive Sponsor will approve theuniversity front page. Overall coordination will be the responsibility of the V.P. Finance and Administration as Executive Sponsor. The front page will be evolved and renewed continuously but be reviewed at least annually, with input from “validation teams” of key University constituents.
2. The Web Steering Committee, under the leadership of the Executive Sponsor, will set the Saint Mary’s University’s Web Strategy and oversee its implementation, review the matters relating to the Saint Mary’s University Website, approve significant web projects, determine priorities, and provide advice to the Executive Management Group. The membership of the Web Steering Committee will consist of the V.P. Finance and Administration (chair), Associate V.P. External Affairs, Associate V.P. Enrollment Management & Registrar, Senior Director, ITSS, Manager, Application Support, and Web Content Manager. Significant projects that require input from two or more departments will be coordinated by the Web Steering Committee, through the Manager of Application Support or a Steering Committee set up for this purpose.
3. Deans are content owners for Faculties, Academic Departments Schools Institutes, and Centres. Throughout this policy, reference to content owners of Faculties includes their responsibility for Academic Departments, Schools, Institutes and Centres within the Dean’s mandate. Directors of Administrative Departments are the content owners fortheir Departments. Throughout this policy reference to content owners of Departments is to Directors of Administrative Departments. Content Owners will be accountable and responsible for the Web sites under their organizational control as granted by the EMG.
4. Content Owners will assign anEditorwho will be responsible for editing and maintaining the content, and who will work with the Web Content and Web Services Team.
5. Large departments may assign Web Writers who will develop content for the web that is then published by the departmental WebEditor. Writers will work closely withEditors, who will approve all content before it is published to the website.
6. Senior Director, ITSS is responsible for the technical infrastructure for the web site and supports the Content Owners, Editors and Writers.
7. Associate VP External Affairs is responsible for the Brand Standards and will support Web Editors and Web Writers in its application.
   The Governance and the relationship to the Organization is illustrated in the following diagram.

2.0Organizational Role Details

2.1.Faculty and Administrative Departmental Roles

Each university faculty and administrative department will have:

• A Content Owner (the Faculty Dean or Administrative Department Director).
• AnEditor (Assigned by the Dean or Director).

Faculties and Administrative Departments shall coordinate all Web work with the ITSS Web Services team to ensure the consistent application of the policy and web design guidelines. Faculties and Administrative Departments requesting the services of a third party web development organization or individual may do so.However, they must coordinate their effort with the Manager of Web Services to ensure such work complies with this policy and meets the technical requirements set out by ITSS, and Web ContentManager to ensure it conforms to the University brand standards.

Detailed Descriptions of These Roles are described here:

2.1.1. Content Owner (Dean or Director)

The Content Owner for each Faculty or Administrative Department is responsible for ensuring the Web Policy and procedures are adhered to.

Content Ownership may be delegated by a Dean or Administrative Director, but they must first obtain approval of their EMG representative. Regardless of Content Owner delegation, the Dean or Administrative Director maintains ultimate responsibility for the Faculty or Administrative Department content.

More specifically, the Content Owner will be Responsible For:

• Reviewing and approving content for their department or Website within Web design guidelines. The content owner is accountable for the information and material within their Web area. This includes content, navigation, organizational outline, references, and links to external pages/Websites.These Web pages shall meet the standards described within this Web Policy.
• Ensuring that the website content is current and refreshed regularly to reflect the Faculty or Administrative Department requirements and image.
• Assigning the role of Web Editor/Writer to an appropriate individual within the Faculty or Administrative Department.
• Notify the Manager, Web Services and the Web Content Manager of any changes to Web Editor or Web writers.
• Supervising Web Editors/Writerswork.
• Providing Editors/Writers with tools beyond the common tools provided by ITSS.

NOTE: The content owner of the front page is the Executive Sponsor, the Vice President of Finance and Administration, on behalf of the EMG.

2.1.2.Web Editor

The Web Editor will be assigned by the Content Owner and will be responsible to follow the Web policy and design guidelines and be responsible for writing and/or editing at the faculty and departmental level. The Web Editor will facilitate content creation for their department and coordinate their activities with the Web Services Team in ITSS. Where no appropriate and permanent Web Editor can be assigned, the role of Web Editor will be fulfilled by the combined efforts of the Web Content Manager and Web Services team until such time as the Web Editor is available to take over these duties.

More specifically, theWeb Editorwill be responsible for:

• Acting as a liaison with the Web Content Editor and Web Services team for site development. Will serve as the Faculty or Administrative Departmental contact for the Web Content Editor and Web Services Team.
• Editorswill write and edit content to departmental Websites using the approved content management system in a manner designed and optimized for the web.
• Writing, editing, proofreading of content published on the Website
• Ensuring style guides are followed, including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site.
• Facilitating the development of timely and consistent internal Faculty or Administrative Departmental content
• Ensuring that the website content is current and refreshed regularly
• Coordinating and reviewingthe work of Web Writers, approving content changes, and providing training and support to new Web Writers within their Faculty or Administrative Department.

2.1.3. Web Writer

The Web Writers may be assigned by the Content Owner to help with content creation for their Faculty or Administrative Department, on a permanent or temporary basis. Web Writers will be responsible to follow the Web policy and design guidelines and will coordinate their activities with the Web Editor.

More specifically, theWeb Writerwill be responsible for:

• Writing, editing, proofreading of content for the Web site in a manner designed and optimized for the web
• Ensuring style guides are followed including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site
• Facilitating the development of consistent internal Faculty or Administrative Departmental content
• Submitting developed content to the Web Editor for review and publication to the Web site.

2.2.Administrative Roles

2.2.1.Executive Sponsor (VP, Finance and Administration)

The Executive Sponsor will be responsible for developing and implementing the Saint Mary’s University Web policy and ensures the web presence adheres to the strategic directions of the university by:

• Chairing the Web Steering Committee
• Establishing policy, procedures, operational infrastructure, and quality assurance program.
• Being the Content Owner of the University front pages and landing pages on behalf of EMG,
• Assuring that a common message with respect to the academic plan, the strategic directions, the strategic and integrated marketing communications exercise and other EMG priorities are achieved.
• Implementing priorities strategically established by EMG for renewal and redevelopment of the Web site and its pages.

2.2.2.Associate Vice President, External Affairs

The Associate V.P. External Affairs is responsible for the alignment of the SMU web presence with the University’s Brand. This position is responsible for the news, current events, calendar of events, and social media portions of the site. The Associate VP, External Affairs shares responsibility of the overall delivery of the university web presence with the Senior Director, ITSS.

The Associate V.P. External Affairs is responsible for ensuring the university website is consistent with the university Standards. They are also the Content Owner for ongoing news releases and current affairs on the main web pages.

More specifically the Associate V.P. External Affairs will:

• Oversee the implementation of the university brand on the web, based on the university vision and values.
• Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the changes to the Web presence related to the university brand.
• Liaise with the Executive Management Group, Senior Management Group and other strategic project leaders including ITSS and the Web Steering Committee to ensure Web presence reflects overall university goals and objectives (e.g. branding, academic plan, strategic directions, etc.).
• Press releases and news items are current and continuously refreshed.
• Providing photographic material to be used on the main web pages.
• Provide support to Web Editors and Writers with training on how to write content for the web.
• Oversee the Web Content Manager
• Ensure the colours and graphics used on the site are consistent with the Brand Graphics Standards.
• Developing a schedule of topics and events to be highlighted on the main pages of the site.
• Conduct an annual review of the University web presence.

2.2.3.Senior Director, Information Technology Systems and Support

The SeniorDirector, ITSS is ultimately accountable and responsible for the proper functioning of the SMU web presence. The Manager, Application Support, reports to the Senior Director of ITSS and is the University contact for all web requests. The Web Developers report to the Manager of Application Support and receive their assignments from the Manager of Web Services. The Senior Director, ITSS shares responsibility of the overall delivery of the university web presence with the Associate VP, External Affairs.

The Senior Director, ITSS will be accountable and responsible for the proper functioning of the SMU Web presence with strategic and operational goals and objectives. The Senior Director will provide management advice to senior and executive staff and faculty in the provisioning of Web services and policy. The Senior Director will be responsible for the Web services team and associated personnel development, training and operational requirements and for facilitating sessions as required by annual review guidelines in the policy.

More specifically the Senior Director, ITSS will:

• Oversee Web operations and resources (human, financial and technical.)
• Facilitate annual review of university Web functionality.
• Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the progress of Web presence improvements and growth.
• Have the Web Services team support the departmental Web Editors and Writers in the use of the CMS and development of web page templates. Departments not in the position to be able to assign anEditorwill receive support in publishing their content from the Web Services team, until such time as the Web Editor is available to take over these duties
• Ensure that a common set of tools are available for the Web Editors and Writers. At a minimum there will be a Content Management System.
• Provide training on the use of the CMS, either in-house or by a 3rd party, to Web Editors and Writers in the departments.
• Acquire external specialists as required to perform special functions where the expertise is not available in-house.
• Create and manage defined contracts for external specialists.

2.2.4.Manager Application Support

The Manager, Application Support will manage the Web Services team within ITSS. The Manager, Application Supportreports to the Senior Director, ITSS, ensures priorities are identified to the Web services team and that the Web services team meets the goals and objectives set forth by the Senior Director, ITSS (as per policy and design guidelines).

The Application Support Manager interfaces with Web Content Manager, internal Editors,and/or Content Owners to determine specifications of the production Web site and provides advice on how the Editor’sand/or Content Owner’s needs may be met within the approved Web design guidelines. Ensures that the Web design guidelines are carried out appropriately. Facilitates the Web services team through the actual and practical exercise of building Web pages and demos and reviews with internal department Editors and/or Content Owners. Ensures and manages a stable production environment in terms of maintenance and change management. Performs regular periodic audits and presents findings to the Senior Director, ITSS.

More specifically the Web Services Manager will:

• Manage Web developersand development within guidelines, maintenance programs and technology.
• Interface with the Editor and Content Owners to plan and organize the Web development efforts university wide and establish working priorities for the Web Developers, System Analysts and others as required.
• Interface with external contractors for web initiatives.
• Work closely with the Web Content Manager in the development of the overall website.
• Support strategic project leaders including External Affairs and the Web Steering Committee to ensure Web presence reflects overall university goals and objectives (e.g. branding, academic plan, strategic directions, etc.).
• Maintain records on the deployment and licensing of the Content Management System.
• Ensure policy is maintained and adhered to.
• Provide reports to Senior Director ITSS on Web group progress, work quality, issues requiring resolution and staff development requirement.

2.2.5.Web Developers

Web Developers will create the Web pages and develop the Website navigation following the Web guidelines and policy. They will consult, train and/or provide assistance to Editor and Content Owners in the provisioning of Web sites. The Web Developers will report to the Application Support Manager within the ITSS department.