Hamline Policies

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Hamline Website Policy

Owner: Strategic Communications Office

Pertains to: All students, faculty, and staff

Description: This policy establishes the approach Hamline University will use in the administration and management of its official website and to establish the appropriate use of Hamline website by the Hamline user community.

Details:

Purpose

To establish the approach Hamline University will use in the administration and management of its official website and to establish the appropriate use of Hamline website by the Hamline user community.

Scope

This policy applies to all students, faculty and staff.

Policy

(1) Purpose of the Hamline University Website

The Hamline University website provides online access to university and external information sources that support teaching, learning, and community activities, as well as the marketing, communication, and administration of the university. Information on the website is provided by the Hamline University web team and by web contributors across the Hamline community to enhance communication and informed decision-making by facilitating access to current information.

The Hamline website is a cooperative project of the offices of Strategic Communications and Information Technology Services.

(2) Ownership of Information

The scale of a university website precludes systematic review of all published material by a single body. This policy relies on a distributed system of information ownership and management, with the following characteristics:

  • Each department or office that publishes information on the website has full responsibility for the accuracy and currency of that information and is responsible for following all guidelines as described in this policy.

  • As described below, all documents are clearly labeled with ownership information so that responses to those documents can be directed to the appropriate individuals.

Definitions

It is important that visitors to Hamline's website are able to clearly distinguish between ‘Official’ and ‘Official Supplemental’ sites maintained by academic or administrative units and ‘Non-Official’ sites maintained by various members of the community.

"Official" sites are those that comprise part of the approved information structure of the university and are created in the university’s chosen CMS. They are created and maintained under the supervision of the Office of Strategic Communications and are subject review and approval. Any photos, artwork, and written content on these pages must be optimized for a responsive web environment, and photos and artwork must be formatted to the standard sizes as determined by the Office of Strategic Communications. Photos, artwork, and written content not complying with those guidelines will not be allowed and may be removed, with or without notice.

“Official Supplemental” sites are official sites that are created outside the CMS. New requests for such sites may be required to go through the project call process so that the requests can be evaluated by university leadership prior to implementation, particularly if the site change requested has the potential to impact staff resources, could significantly impact the end-user experience, lacks a mobile-responsive component, and/or limits the ability of the university to measure traffic movement on the Hamline website. These sites may be maintained by academic departments, administrative units, faculty, staff, or organizations loosely affiliated with the university. They may choose to employ the same templates as official sites, in which case they will be subject to the same university style and editorial review as official sites. All Official Supplemental sites and pages may be monitored for overall compliance with university policies.

"Non-official" sites are those sites intended for personal use that are created outside of the CMS (but linked to Hamline’s website) by individuals associated with the university. They may include personal websites for faculty and/or staff, student organization websites, blogs, and other sites, as approved by the Office of Strategic Communications. Hamline University assumes no direct responsibility, legal or otherwise, for the content on such pages. Non-official sites linked to the Hamline website may be requested to display the standard disclaimer (see below). Non-official sites may be reviewed periodically for appropriate content; Hamline University reserves the right to deny links from its site to non-official sites.

Disclaimer

Non-official sites may be requested to display the following text statement: "This is a non-official site on the Hamline website." The words "non-official site" should then be a link to the disclaimer below.

Postings to Hamline University's website by individuals and student organizations reflect their opinions; they do not implicitly or explicitly represent official positions and policies of Hamline University. By posting information on the Hamline University website, individuals and organizations assume responsibility and liability for the content of their pages. Individuals are solely responsible for obtaining appropriate permission to include copyrighted material or images on their pages; Hamline University assumes no responsibility for individual failure to fulfill this or any other legal responsibility. Any comments and feedback should be addressed to the owner of the page. For further assistance, contact the Hamline University site manager. For additional information, see the Hamline University WebSite Policy. (Note: The final line of the disclaimer must be a link to the Hamline University WebSite policy.)

(3) Website Guidelines

Within a distributed publication system, it is important that all contributors observe a minimal set of publication guidelines to ensure consistency in style and appearance throughout the official structure, and to provide clear indications of ownership and timeliness on all documents.

Failure to comply with the guidelines below may result in the removal of the site; changes to the site design, images, or content; or restricted access to the site, as directed by the Associate Vice President of Strategic Communications and Content or the Chief Information Officer.

Design and Architecture

The following content guidelines apply to all Official and Official Supplemental websites:

  • The design and architecture system utilized for the Hamline University website is managed and approved by the Office of Strategic Communications.

  • Elements of the design and basic architectural conventions may not be changed without permission of the Office of Strategic Communications.

  • Official Supplemental sites constructed in a format other than the university’s CMS system must be approved by the Offices of Strategic Communications and ITS.

  • The university will periodically review, renew, and update both the design and architecture of the Hamline website on a university-wide basis. All Official sites must adopt and comply with the university-wide standards. Official Supplemental sites should mirror the look and feel of the design and architecture of the Hamline website, as appropriate.

Content guidelines

The following content guidelines apply to all websites, Official, Official Supplemental, and Non-Official:

  • Content of websites must not violate any federal or state laws or the policies of the university, including, but not limited to: copyright, harassment, libel, or obscenity.

  • Web contributors posting copyrighted material must obtain the appropriate permission by the copyright holder. Hamline University accepts no responsibility for failure to obtain such permission.

  • Websites may not include any direct or indirect promotion of the sale, use, or distribution of alcohol or drugs.

  • Websites may not contain non-Hamline advertising, except by the express permission of the Vice President for Marketing and Enrollment.

Implementation Guidelines

The following implementation guidelines apply to all websites, Official, Official Supplemental, and Non-Official:

  • Permission to establish an Official, Official Supplemental, or Non-Official Hamline website is granted by the Office of Strategic Communications, through the university’s web team.

  • Documents published on any website are public by default; site authors or supervisors are responsible for restricting information intended for university use only.

  • Site authors or supervisors must review all pages under their control at least once per calendar year, and apply a modification date footer to reflect the date of that review.

Review Procedures

The following review procedures apply to all websites, Official, Official Supplemental, and Non-Official:

  • Any site found to be in violation of any state, federal, or local law or university policies will be removed by the Office of Strategic Communications or ITS staff members, as directed by the Associate Vice President for Strategic Communications and Content or Chief Information Officer. The site's author or supervisor will be contacted, and a schedule for addressing the issue will be determined.

  • Disputes or complaints about information published on any site(s) should be resolved with the page author or supervisor or through the university's existing grievance procedure, where appropriate.

Policy Background and Implications

The Hamline University website provides online access to university and external information sources that support teaching, learning, and community activities, as well as the marketing, communication, and administration of the university.

Changes to this Policy

Hamline reserves the right to change this policy at any time. Hamline will post the most up-to-date, approved version of the policy on Hamline's website and may, at its discretion, provide users with additional notice of significant changes.

Related Policies and Links

Google Apps for Education GROUPS Policy
Google Apps for Education SITES Policy
Technology Use
Hamline Terms of Service for Google Apps for Education

If you have questions or comments please contact the ITS Management Office at dept-its-imo@hamline.edu or the Office of Strategic Communications at osc@hamline.edu.