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 web site
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.
Saint Martin's University website policy
Pages within the web site will be designated by the Office of
Communication as either official (University) or personal sites.
1. 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 and readability.
A. The contents of all official pages must
reside on the Saint Martin's University server.
B. 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
offices or departments responsible for them. The Office of Communication
will be responsible for all-university information such as campus tours,
maps; history, etc.
C. 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.
D. Each official page will carry the e-mail
address of the department or office responsible for its upkeep. Each web
assistant will be responsible for checking that e-mail and responding.
E. 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.
F. 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.
G. Academic departments will carry
navigational links to each of its faculty member's home pages or to the
e-mail addresses and office telephone numbers of those faculty members who
choose not to have a home page.
H. 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 working days.
2. Personal web pages
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
A. Personal pages will carry navigational
links to the University's home page, the author's name, how to contact them
(either an e-mail address, a telephone number or both) and the most recent
date of the page's modification.
B. 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.
C. Personal web pages may not violate
copyright, libel, obscenity or other local, state or federal laws.
D. Personal web pages may not be used for
commercial uses, sales or money-making ventures except those authorized by
the University administration.
E. 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.
F. The website will carry a "limitation of liability" page to cover the
University from liability for materials carried on the personal pages.
G. 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 Institutional Technology.
H. 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
1. 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.
2. 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 Perkins loans)
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
2. 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 her task.
3. 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 website.
4. 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 Communication.
5. 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.
6. 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 developed:
1. Graphics will be limited in size to no
larger than 75 k., with 50 k or less recommended.
2. Graphics to be used will be saved as
.gif or .jpeg. files.
3. Only colors within the designated color
palette will be used for graphic images.
4. With the exception of hyperlinks, all
body text (text not used in graphic images) will be black.
5. No moving, blinking or flashing objects
will be used on the official pages without prior approval by the Office of
6. 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.
7. Graphics and photographs will be chosen
to enhance the informational content of the page.
8. 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
1. 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
2. No sounds may be embedded on official
1. Frames will not be used on any official
2. Nested tables will not be used on any
Approval process for new and changed materials on the
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 server.
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 website.
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.
1. Admissions online materials will receive first priority.
2. All-university materials will receive
3. 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,
4. 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
1. A system of permissions will be adopted
and used to protect the security of the University website.
2. 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.
3. Permissions for web assistants will
limited to their areas of responsibility on the website. Permissions to
author on the site will be given by the web administrator.
4. 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.
5. 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
1. The University Website Committee will be
responsible for overseeing, interpreting and revising current website
2. 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.
3. 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
1. Issues or grievances may be brought to
the website committee for resolution by contacting either co-chair or the
2. 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.
3. The committee will discuss the matter
before it, then decide on an appropriate course of action to address the
issue or concern, if necessary.
4. If expedient, the issue may be tabled
for a reasonable time pending further research and study by the committee.
5. 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