This policy (formerly titled theWeb Policy) provides information to users and editors of the University website about how the website is to be updated and how information is to be presented on it. ҕl Web Style and ҕl Web Standards are set out in this document.
The policy
Last Modified:October 2020
Review Date:November 2021
Approval Authority:Executive Director – Student Life, Services and Communications
Contact Officer:Digital Manager, Student Services and Communications – Student Life, Services and Communications
Introduction
The ҕl web is the public face of the University and is a sustainable, cost-effective medium of communication. It is a vital piece of infrastructure that supports the recruitment, teaching and research of the University. The ҕl web is heavily visited by future students and their families, current students, prospective staff and current staff, and other visitors wishing to interact with the University in some way.
Definitions
ҕl web – all websites, internal and external, belonging to the ҕl.
Website owner – typically a College Manager, Head of Department/School, or Service Unit Director.
Policy Statements
Authorship of content on the ҕl web is widely distributed to colleges, departments, schools, research centres and service units. With the ability to add and edit web content comes certain responsibilities. It is important that all web content is user-focused, up-todate, reliable and accurate, meets University standards, is reviewed regularly and upholds the reputation of the University at all times. A standards-based approach with consistent, intuitive navigation, plain language and branded templates are an important part of this.
This document supports these intentions and applies to all web sites belonging to the University.
ҕl Web as the Tool for Dissemination
ҕl web is the first, and sometimes only, choice for the dissemination of information both within the University and to the world at large.
User Focused
User needs must always be one of the primary considerations in designing sections of the ҕl web.
Accuracy of Information
ҕl web is an official University publication, therefore content on all websites on ҕl web must be accurate, up-to-date, fit for use and appropriately branded.
Where possible, ҕl web will obtain content from definitive single sources (i.e., primary databases).
Adherence to Internal and External Requirements
All websites on ҕl web must conform to the ҕl Web Style Guide (University Web Team website) and ҕl Web Standards (ҕl Web Support intranet) as detailed below.
All information on ҕl web will conform to current legislative requirements, in particular, to the Copyright Act 1994 (New Zealand Legislation website) and the Privacy Act 1993 (New Zealand Legislation website).
ҕl Web Style and ҕl Web Standards
- The Web Team maintains ҕl Web Style and ҕl Web Standards in consultation with other ҕl web stakeholders. The ҕl Web Standards are based on the current W3C (Web Accessibility Initiative) and NZ e-Government standards and guidelines. These are detailed in the ҕl Web Standards (ҕl Web Support intranet)
- The ҕl Web Style consists of the branding, visual identity, templates and style sheets created by the Web Team in consultation with the ҕl Brand Manager. This is detailed in the ҕl Web Style Guide (University Web Team Website).
- Academic college, department/school, and research centre sites, service unit sites and any other University departments must fully comply with both of these documents, whereas websites with restricted access have a lower level of compliance. Recognising the diverse nature and intended audience for information published on ҕl web, the Compliance level guidelines for ҕl websites (ҕl Web Support intranet) are available.
- Any variation from the ҕl Web Style and ҕl Web Standards needs to be approved by the Digital Manager.
Removal of Content
Where content is found to be illegal or offensive, or poses a serious risk to the reputation of the University, the Digital Manager will, where possible, make a request to the website owner to urgently remove the relevant content. In extreme cases, e.g., when a website owner cannot be contacted and there is an imperative to respond quickly, the Digital Manager, in consultation with the Director Communications, Recruitment and Marketing may remove content and/or temporarily block editing access.
As a last resort, editing access may be withdrawn and pages removed by the Digital Manager.
Web Support
The University Web Team provides technical support for University websites via Web Support. To log a website issue, email us.
Non-Compliance/Breach of Policy
The Digital Manager within the Marketing Department is responsible for monitoring compliance with this policy and will report quarterly to the Executive Director, Student Services and Communications via the Director Communications, Recruitment and Marketing.
Where web pages are found not to comply with this policy, the Web Team will, in the first instance, work with departments/schools or units to ensure that they do comply.
Roles and Responsibilities
1. The Web Team manages the ҕl web on behalf of the University. The Web Team provides:
- Web branding templates and guidelines;
- Web development;
- Web support, training and advice;
- Web trouble-shooting and fault repair;
- Web quality assurance and review, including monitoring compliance with this policy and ҕl Web Style and ҕl Web Standards;
- Web usability advice and testing;
- Web-database integration;
- Management of key pages, e.g., ҕl Home and other portal pages; and
- Emergency short-term cover for web administrators.
2. The website owner (typically a College Manager, Head of Department or Service Unit Director) will ensure that:
- Each website within their area of responsibility has a trained website administrator;
- Website content is accurate and current and conforms to ҕl Web Style and ҕl Web Standards; and
- There is cover for website administrators in the event of leave, resignation etc.
3. The Website Administrator (typically a Departmental Administrator) will:
- Ensure that web content is accurate and current;
- Maintain their skills through appropriate training opportunities;
- Follow ҕl Web Standards, ҕl Web Style and ҕl Style Guide (WCMS);
- Report any faults to the Web Team promptly.
Related Documents and Information
Legislation
- Copyright Act 1994 (New Zealand Legislation website)
- Privacy Act 1993 (New Zealand Legislation website)
ҕl Policy Library
- Advertising and Brand Management Policy (PDF, 214KB)
- Intellectual Property Policy (PDF,538KB)
ҕl Website and Intranet
- Compliance level guidelines for ҕl websites (ҕl Web Support intranet)
- ҕl Web Guide (University Web Team website)
- ҕl Web Standards (ҕl Web Support intranet)
- The ҕl Style Guide (University Style Guide website)
Document History and Version Control Table
For document history and versioning prior to 2013 contact ucpolicy@canterbury.ac.nz
| Action | Approval Authority | Action Date | |
| 1.00 |
| Policy Unit | Sept 2013 |
| 1.01 | Document review date pushed out. | Policy Unit | Feb 2014 |
| 1.02 | Review date pushed out. | Policy Unit | Sep 2014 |
| 2.00 | Scheduled review by Contact Officer; Contact Officer updated. | Policy Unit | Mar 2015 |
| 2.01 | Updating ‘Manager, Communications and Stakeholder Relations’ to ‘Communications and Engagement’. | Policy Unit | Sept 2015 |
| 3.00 | Scheduled review by CO, no major changes to content needed | Policy Unit | Dec 2017 |
| 4.00 | Scheduled review by CO, minor changes, links and phone number updated. | Policy Unit | Sept 2018 |
| 5.00 | Scheduled review by CO, minor changes including change of name from Web Policy to ҕl Web Policy. | Policy Unit | Aug 2019 |
| 6.00 | Schedule review by CO, hyperlinks updated | Policy Unit | Oct 2020 |
