IT Services

Policy Subject

ITS007 - WEB CONTENT POLICY

Purpose:

This document describes Macquarie University’s web page publishing policy. The aim of the policy is to have a coherent and cohesive web site that adheres to publishing standards. The web site should facilitate navigation by a diverse range of user groups and should therefore, transcend organisational structure.

Scope:

The policy is applicable to anyone intending to publish a web page on any University owned or controlled web site or using a Macquarie domain.

Definitions

Web Governance Committee, chaired by the Deputy Vice Chancellor (Admin), will determine polices and procedures for web content management.

Web Advisory Group – will comprise of a team of sub-site managers to discuss issues and problems pertaining to web development and compliance with the policy. This group will report to the Web Governance Committee.

Sub-sites are defined to be the University web pages and related information published within a designated area of the University web site, Organisational units (e.g. Divisions, Departments, Offices) or sites related to specific audiences (e.g. Current Students).

Sub-site Managers are appointed by the Head of Division or Office and are responsible for ensuring that the web pages published in their designated area of the site comply with this policy and page design guidelines.

Web content authors will be given access to publish web content by the sub-site manager who will ensure compliance of the policy.

Policy / Principles

1. The University considers web publishing to be a key strategic resource for communication, teaching, research, marketing, and administration. The appropriate use of this technology by the University community is encouraged. However, the University reserves its right to define and limit the terms of use of its website.

2. University resources may be used to create and publish web pages where the purpose and effect of the published information is in support of the University's mission. This means that the content of web pages hosted on University resources or University sites hosted externally must relate to the official activities and functions of the University or relate to the official role of members of the University community.

3. Individual staff web pages may contain content related only to the staff member's academic or professional activities, functions and responsibilities as a University staff member. A brief personal overview is acceptable as long as it does not breach any other clauses in this policy. Content not relevant or related to these categories is not permissible, and may be removed by the University from the website. Official university information should be hosted on official sub-sites and not on personal pages. Refer to Part B, Part C and Part D of the policy for details of content and activities that may not be published on the University's web site under this policy.

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Web Site Management

4. The Macquarie University web site will be developed and maintained in accordance with the policies and procedures determined from time to time by the Web Governance Committee, chaired by the Deputy Vice-Chancellor (Administration). The management of the web site will be the responsibility of a Web Advisory Group comprising sub-site managers from the Divisions, Departments and Offices, and chaired by the Web Manager.

5. Sub-sites are defined to be the University web pages and related information published within a designated area of the web site. Some sub-sites may be formed around an organisational unit (e.g. Divisions, Departments) while others are based on web site audience groups or functionality (e.g.Prospective Students, Library). A system of sub-site managers will be responsible for ensuring that content in their areas is current and complies with this policy.

6. All information published on University web servers must be authorised by a sub-site manager to ensure that information is kept accurate, relevant and consistent with the University's web publishing policy.

7. The sub-site manager will be a staff member assigned with the overall responsibility, for the content and appearance of the web pages published in their area. Web content authors of sites are, however, accountable for ensuring that content is in accordance with the requirements of this policy. The appointment of sub-site managers will be made by relevant Division, Department and Office heads. The Director, Public Relations and Marketing will be the University Site manager, responsible for the upper pages of the web site. The sub-site managers will be senior staff members of the designated areas, with authority and resources to keep the sub-site current and to certify compliance of the site with University policies.

8. The University will enforce its publishing policy and reserves the right to take appropriate action under its relevant policies and procedures where breaches occur. Authors of web content may be asked to modify their pages to comply with the policy and, if necessary, inappropriate pages will be removed.

9. The Director, Public Relations and Marketing acting on behalf of the Vice-Chancellor, will be the authority determining whether a web page is appropriate for the University's public web site. There exists a right of appeal to the Web Governance Committee of the University, in matters where there is dispute related to academic content. The decision of the Web Governance Committee will be final.

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Role of Sub-Site Managers

10. The primary role of sub-site managers is to ensure that web pages published in their designated area of the site comply with this policy and page design guidelines. Sub-site managers are responsible for:

• Determining the content and organisation of information in their part of the web site, consistent with the University's web publishing policy and marketing directions. A sub-site manager may not necessarily create the web pages, but they should have a clear idea of the objectives of their web presence and the University policy
  framework in order to be able to provide leadership for their site.
• Eliminating unnecessary duplication of information across sub-sites.
• Authorising access for web content authors to create or amend web pages.
• Communicating University policy decisions and relevant advice to web content authors working in their sub-site.
• Monitoring the publication of `personal' home pages published in their sub-site, consistent with the University's web page publishing policy.
• Ensuring that information is not published in their sub-site on behalf of external organisations unless approval has been obtained from the Director, Public Relations and Marketing.
• Maintaining a record of the sub-site and any external organisations that have information published in their sub-site.

11. The sub-site manager must be a senior staff member or reporting directly to a senior staff member for the purposes of web site management. However, this would not preclude external people from creating or coordinating University web pages, provided that a designated staff member accepts ultimate responsibility for the information published. The sub-site manager, and any person publishing material on the University's web site, will have a responsibility as an employee of the University to ensure that these functions are carried out in accordance with normal conditions of employment.

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Publishing Requirements

12. Web-based publishing has an important impact on the reputation and standing of the University and must therefore occur in the context of an official policy framework. In addition to being relevant to the University's mission, any material published on University resources must take into account the requirements below. It is the role of web content authors to ensure that these requirements are incorporated into the pages that they author. It is the role of the sub-site manager to enforce these requirements.

13. Current and Accurate Information

• Obsolete and inaccurate information damages the reputation of the University. All publishers of web pages have a responsibility to ensure that their information is accurate and timely, or to remove it from a University web site if it becomes out of date or misleading.
• Information published on the Macquarie web site must be extracted where appropriate from official corporate databases.

14. Language

• Web pages should use inclusive language. The use of demeaning or offensive language is prohibited.

15. Appearance

• Web pages should be constructed in accordance with technical and appearance guidelines published by the University. The Centre for Flexible Learning and the Public Relations and Marketing Unit oversees all design work and is responsible for providing and enforcing a single design style and the use of style templates to ensure consistency of presentation and accessibility.
• The web site should comply with international standards for access.

16. Unacceptable Content

The web site will not contain content that exposes Macquarie University to loss of face or risk in the conduct of its core business and its legal and ethical obligations. It is the responsibility of a web content author to ensure that his/her published material complies with this requirement. Pages deemed to contain inappropriate material which breaches one or more of the following protocols will be removed from University resources and may lead to disciplinary proceedings under the applicable employment agreement or Code of Conduct. Web pages published on the University web site must not:

• contain or link to offensive, obscene, defamatory or threatening material;
• contain commercial-in-confidence or similar information that is not in the public domain;
• either explicitly or implicitly contain material or link to material which contravenes State and Commonwealth anti-discrimination legislation;
• breach confidentiality or State or Commonwealth privacy legislation;
• contain information of an essentially personal nature unrelated to the work of the University;
• link to the web pages of commercial or other non-University activities performed by staff members or their families or their commercial or business associates.

17. Copyright

• Web pages must not contain 'copyrighted' material, including images, text and software, without the written consent of the copyright owner. For more information on copyright see the Copyright website: http://www.copyright.mq.edu.au

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Web Page Advertising and Sponsorship

18. Advertising on the Macquarie web site for the purposes of commercial gain is not permitted. For example a sub-site cannot run advertisements as a revenue-raising venture.

19. University resources may not be used to publish web pages for private commercial gain, including for private consultancies or businesses. Staff or students seeking to advertise a consultancy service that is not of a private nature should obtain approval from the Deputy Vice-Chancellor (Research) or the Managing Director, Access Macquarie.

20. Web pages must not include software (such as page hit counters) that carries `built-in' advertising. Mention of a sponsor's contribution is permissible, where the sponsorship is for an activity relevant to the mission and goals of the University and relevant to the content of the web page. The inclusion of links to the web site of companies sponsoring official University conferences/projects is permitted.

21. Web pages may contain an acknowledgement of sponsors of University supported projects, provided that appearance of the acknowledgement is in keeping with the University's web page design guidelines. Other forms of commercial advertising on the web are not permitted.

22. Notwithstanding the above, mention of sponsors' names are not allowed on the main entry-points to the site (e.g. Macquarie Home Page). Sponsorship credits should be restricted to a specific linked page.

23. All web pages containing potentially promotional references to external organisations or individuals should be referred to the Director, Public Relations and Marketing for approval. Mention of the particular software that was used to create a web page is not appropriate nor are links to the personal or business pages of the web content authors.

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Hosting Web Pages on Behalf of External Organisations

24. The University must adhere to the AARNet rules and guidelines to determine whether a particular entity or person may be granted access to AARNet. AARnet Policy http://www.aarnet.edu.au/services/accesspolicy.html

25. Hosting Policy and Principles - The University may permit the hosting of web pages for external organisations where there are close demonstrable links with the organisation. The nature of the information published must be consistent with the University's web page publishing policy, related to the mission and goals of the University, and meet all the criteria in the hosting policy.

26. These principles apply to all web pages hosted for external organisations on any University owned or controlled web server, regardless of whether or not the content is linked to the main University server and web pages.

• The information must relate closely to the University's strategies and objectives.
• There must be a demonstrable benefit to the University.
• The pages should have a positive impact on the University's public reputation or image.
• The published information should not expose the University to the risk of a legal liability or contradict official University policies.
• Commercial activity utilising the University's internet access is not permitted.
• The University will observe principles of competitive neutrality and will not provide a subsidised service to external organisations if that service unfairly competes with private suppliers.
• There should be no other alternative host for the pages that would be more appropriate.

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Review and Approval Process

27. Applications to publish web pages on behalf of external organisations should be sent to the Director, Public Relations and Marketing. An application should outline the:

• Links between the external organisation or project and the University
• Proposed content of the web page(s)
• Expected benefits to the University
• How it meets all the criteria (hosting principles)
• Proposed procedures to ensure that the University's legal liability will be protected
• Expected life of the web site
• Name of the staff member(s), and nominated sub-site manager who will be responsible for maintaining the pages.

28. Applications will be assessed in terms of the extent to which the proposal meets with the above criteria as well as any possible adverse technical implications and any central costs. The cost to Divisions and Departments in producing the web pages will not normally be a factor in determining their suitability for publication on University resources.

29. In the case of a successful application, the sub-site manager will sign acceptance of the responsibility for the information so published, and agree to abide by the University's web publishing policies and any legal restrictions on activity on the web site that may be imposed in accordance with the University's internet access arrangements. (e.g. AARNet agreements, telecommunications legislation).

30. Strict control needs to be in place over the hosting of pages, and this is the responsibility of the sub-site manager of the site hosting the page(s). It is important that the University does not publish material in circumstances where it has no control over the content. Advice from the AVCC is to:

• ensure that the organisation for which the web pages are being hosted has an obvious affiliation with the University; and,
• Need to review, link no longer works

31. Proposals to host pages on behalf of external organisations should be sent to the Director, Public Relations and Marketing, who will review and authorize applications. Information hosted for external organisations must abide by the obligations of the Copyright Act, the Trade Practices Act, the ESOS Act , and Anti-Discrimination Legislation (both State and Commonwealth). Commonwealth legislation affecting the provision of web page content may determine the University's future ability to host web pages.

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Part G - Other Activity

32. Web pages cannot be used to undertake any illegal activity or to publish information or files that may compromise the normal functioning of the University.

References and Further Information

Issues should be directed to the Director Public Relations and Marketing.

Approval

This policy was approved by the Vice Chancellor on 22 June 2006.

Macquarie University acknowledges the University of Western Sydney for granting permission to adapt its web content policy for use at Macquarie.

Supplementary Information

Other Relevant Information

The legislation and other relevant University policies relevant to this policy are:

• Privacy Policy
• Copyright Policy
• Accessibility Policy
• IT Security Policy
• Intellectual Property Policy
• Code of Conduct
• Visual Identity Guide
• Student Guide to the Information Security Policy
• Staff Guide to the Information Security Policy

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