The Saint Martin's University Website Policy
Saint Martin's University website mission statement
The Saint Martin's University website is an official publication of
the University. Its mission is to promote the University and provide
accurate, up-to-date information about it in an accessible and
attractive manner to audiences inside and outside the Saint Martin's
community. A website committee, under the auspices of the
University's Office of Communication and Office of Institutional
Technology, will be responsible for setting policies governing the
nature, content, format, maintenance, timeliness and ownership of
information contained on the official pages of the Saint Martin's
University web site.
The Saint Martin's University website is an invaluable tool that
offers many new opportunities for communicating information about
Saint Martin's to a worldwide audience. It is a large, complex,
all-encompassing site, a virtual reflection of our University
community and its Benedictine heritage. The University's Website
Committee expects this new medium to represent Saint Martin's
University, its mission and its character, just as other Saint
Martin's publications strive to do. Because of its potential
importance in building Saint Martin's future and its newness as a
means for communicating with the public, guidelines that will help
achieve these aims have been developed and will continue to be
developed as necessary.
Pages within the web site will be designated by the Office of
Communication as either official (University) or personal sites.
- Official University Web Pages
Official pages represent the University and its offices, divisions
and departments, to the University's various audiences: potential
students, current students, employees, friends, visitors and casual
visitors. Official pages must conform to the design styles adopted
by the committee to give the site unity, coherence, functionality
Personal web pages
The contents of all official pages must reside on the
Saint Martin's University server.
All official pages will be built using template pages
supplied through the web administrator/Office of
Communication and will be maintained and regularly
updated by the University offices or departments
responsible for them. The Office of Communication will
be responsible for all-University information such as
campus tours, maps, history, etc.
Each official page within the Saint Martin's University
web site will be readily identifiable as a part of its
site by the use of the University logo or logotype, a
specific palette of colors and specific typefaces.
Each official page will carry the email address of the
department or office responsible for its upkeep. Each
web assistant will be responsible for checking that
email and responding.
Text on official pages will conform to AP Style Guide
and to the University's usage, as listed in the Saint
Martin's University Style Guide.
Official pages will be accurate, well-written, concise,
free of spelling and grammatical errors and will
otherwise present the University, its mission and values
in a positive light.
Academic departments will carry navigational links to
each of its faculty member's home pages or to the email
addresses and office telephone numbers of those faculty
members who choose not to have a home page.
All official pages will be regularly monitored by the
web administrator to ascertain that material is current.
Those with outdated materials will be notified to update
their page or remove the outdated material within five
Personal pages are the home pages of any faculty, staff, student or
monastic member of the Saint Martin's community. In addition,
organizations affiliated with or supporting the University, but not
directly a part of the University, also will have space for web
pages. These include all student clubs, Saint Martin's Abbey, Saint
Martin's Alumni Association, Saint Martin's Athletic Foundation and
other organizations that need not be governed by the software,
editorial and style parameters established for the University's
official pages. However, space on this resource is a privilege, and
all users are expected to follow established website policy.
- Personal pages will carry navigational links to the
University's home page, the author's name, how to contact
them (either an email address, a telephone number or both)
and the most recent date of the page's modification.
- Personal pages will be governed by the Saint Martin's
University Acceptable Use Policy and all other applicable
policies of the University. (Examples: University policies
concerning sexual harassment and hate crimes/incidents).
Anyone violating University policy on a web page will be
subject to the appropriate disciplinary actions described in
the relevant policy.
- Personal web pages may not violate copyright, libel,
obscenity or other local, state or federal laws.
- Personal web pages may not be used for commercial uses,
sales or money-making ventures except those authorized by
the University administration.
- On the academic side, official University pages extends
to specific academic program and course information. Course
syllabi, because of their individual nature, will be
contained on the home pages of faculty members.
- The website will carry a "limitation of liability" page
to cover the University from liability for materials carried
on the personal pages.
- Any personal page on the University site that violates
University policies may be removed from the website
immediately by the web administrator in consultation with
the Office of Communication and/or the Office of
- In order to be given the privilege of a personal page,
the author must sign a form agreeing to comply with the
University's Website Policy.
Web Authoring of Official Pages
One person will be designated by each academic or staff unit to
be ultimately responsible for the pages pertaining to it. This
person will be designated as a "web assistant." Other employees
within the academic or staff unit may help build, add to,
maintain and/or update that unit's web pages, but the web
assistant will be responsible for checking materials for their
accuracy and conformance with web standards and for working with
the web administrator prior to the materials publication on the
site. Ultimate responsibility for the intellectual content of
each section lies with the cabinet members responsible for each
section. The Office of Communication will be responsible for
building and maintaining all-University information.
Website assistant positions are:
Office of Admissions
Business and Economics Division
Office of Communication, two positions
Conference Services And Facilities
Offices of Development And Alumni Relations
Finance Office (including offices of student accounts and
International Student Services
Office of Institutional Technology, two positions
Office of the President
Office of the Registrar
Saint Martin's Abbey
Science And Mathematics Division
Sodexho-Marriott Food Services
Social Science Division
Office of Student Services, two positions
Office of Vice President Of Academic Affairs
Web administrator assistants
Floating "help" position, one or two positions
All web assistants must be employed by the University as members
of the faculty or staff. Web assistants may not be students,
alumni, volunteers or hired professionals, although people in
any of these categories may help the web assistant with his or
Those appointed as "web assistants" will be provided with
appropriate software, hardware and workshop training, as well as
individual assistance in mastering software and style for the
Web assistants may choose from a selection of official
University templates, colors and photos for composing pages
representing their office(s) or department(s). These will be
stored in a website library maintained by the Office of
All web pages for the University's official pages will be
constructed in Microsoft FrontPage software to eliminate
compatibility problems and to enable those working within the
site to check, change and maintain hyperlinks more easily.
All slightly changed or updated material for official pages will
be reviewed prior to publication by the web administrator. All
new or substantially changed official material will be reviewed
by both the web administrator and the Office of Communication
prior to publication on the University website.
Graphic Elements and Photographs on Official Pages
Official pages within the University's website have been designed
with several factors in mind, the chief ones being
building/maintaining the University's mission/image, keeping the
site easy to maintain/repair, making the site accessible to those
viewers without state-of-the-art Internet access, and striving to
make the site accessible to persons with disabilities. With these
factors in mind, the following graphic standards have been
Graphics will be limited in size to no larger than 75 kb, with
50 kb or less recommended.
Graphics to be used will be saved as .gif or .jpeg files.
Only colors within the designated color palette will be used for
With the exception of hyperlinks, all body text (text not used
in graphic images) will be black.
No moving, blinking or flashing objects will be used on the
official pages without prior approval by the Office of
The official Saint Martin's University logo/logotype will be
used only on official University pages and is not to be changed
in any way.
Graphics and photographs will be chosen to enhance the
informational content of the page.
The Office of Communication will be responsible for maintaining
an approved library of graphic elements and photographs for use
by web assistants on the official template pages. Web assistants
who have photos other than those in the file they wish to use
can bring them to the office for approval and scanning. The
office also will approve new graphics or help assistants develop
new graphics as necessary for addition to the website library.
Use of Interactive Features and sound
Interactive features will not be used on the website's official
pages without prior approval from the web administrator and a
plan for periodically updating the material contained in them.
No sounds may be embedded on official pages.
- Frames will not be used on any official page.
- Nested tables will not be used on any official page.
Approval Process for New and Changed Materials on the Official
Materials will be developed, changed and tested on the developmental
web server, a test site that will enable web assistants to complete
their work prior to its publication on the University's public
All new, changed or updated materials to official University pages
then will be reviewed prior to publication on the University website
by the web administrator. If the material is new or substantially
changed, it also will be reviewed by the Office of Communication.
The review process will check for text style and accuracy,
conformance with design standards and technical function. The web
administrator or Office of Communication may edit textual and design
elements to bring them in line with established style and
professional standards used in other official Saint Martin's
University publications. Alternatively, the material may be returned
to the web assistant for additional work if necessary. When the
material is approved by the web administrator and, if necessary, by
the Office of Communication, it will be published on the official
Priorities of Service
The web administrator and his/her staff will operate under a
priority system similar to that governing the Office of
Communication, as established by the University cabinet.
Admissions online materials will receive first priority.
All-University materials will receive second priority.
Materials for individual offices and academic departments will
be third priority. Because of limited resources, web assistants
needing help with any phase of their work or pre-publication
review will be helped on a first-come, first-served basis, by
Help with personal web page development will be the fourth
priority. Served first will be faculty, when class materials are
involved, then staff, then students and student groups.
Website Access and Responsibility for Protecting Website
A system of permissions will be adopted and used
to protect the security of the University
Those with full permissions to administer the
site will be limited and will be designated by
the Office of Institutional Technology as
necessary to maintain the site. The web
administrator and staff, Office of Communication
staff and the Office of Institutional Technology
staff may be the only employees with full
permission to the official University website.
Permissions for web assistants will be limited
to their areas of responsibility on the website.
Permissions to author on the site will be given
by the web administrator.
All employees with full or limited permissions
to the University website are responsible for
taking all reasonable precautions to protect the
both the public and developmental website areas
from vandalism, hacking and accidental
alteration. This includes not sharing computer
account information or passwords with others at
the University and carefully monitoring access
to personal computers in shared work areas.
Outside consultants must be approved by the director of
communication and the web administrator. Each consultant must
sign the University's Acceptable Use Policy for computers.
University Website Committee Responsibilities
The University Website Committee will be responsible for
overseeing, interpreting and revising current website policy.
The University Website Committee will be responsible for adding
new policy necessary to respond to new technology or emerging
issues pertaining to website operation in general or to the
University website in particular.
The committee will meet as necessary to resolve any questions,
problems or grievances concerning website policy, management or
other issues that may arise concerning the website's maintenance
and operation. If deemed necessary, the committee will ask for
the guidance or instruction of the University cabinet in
resolving an issue of importance.
- Issues or grievances may be brought to the website committee for
resolution by contacting either co-chair or the web administrator.
- The committee member contacted will be responsible for calling a
meeting within two weeks and sharing the individual's concern with
the committee. The individual with the concern may choose to present
his/her issue to the committee for discussion and/or resolution or
to have it presented to the group by another party.
- The committee will discuss the matter before it, then decide on
an appropriate course of action to address the issue or concern, if
- If expedient, the issue may be tabled for a reasonable time
pending further research and study by the committee.
- If the committee decides it cannot resolve a grievance or
problem, or, in the case of a conflict of interest, is not the
appropriate body to resolve the grievance, it may refer the issue to
the University cabinet for resolution.
Approved by the
University Website Committee
October 29, 1999
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