Adams School of Dentistry: Policy on Web Governance

Unit Policy

Title

Adams School of Dentistry: Policy on Web Governance

Introduction

Purpose

The Adams School of Dentistry (ASOD) at the University of North Carolina at Chapel Hill ("University") seeks to:

  • Clearly outline and explain the roles and responsibilities of all parties involved in online content management.

  • Achieve best practices in content management, usability and accessibility principles in all ASOD web spaces.

  • Outline processes for online content review, maintenance and development on the ASOD's website and all related website and online entities.

Scope

This Policy applies to all online content created, supported and maintained by the staff, faculty, and students of ASOD in relation to official job responsibilities or official school-sanctioned activities. This includes:

  • ASOD website
  • ASOD intranet

This Policy does not apply to:

  • Sites created by students who are not employees of ASOD or are not acting as representatives of an ASOD faculty member or entity;
  • Sites created and maintained by faculty that are not in relation to their official school-sanctioned activities.

Policy

Policy Review Responsibilities & Schedule

This is an administrative policy under the purview of the ASOD Dean’s Office. This policy does not fall under the purview of faculty.

The Digital Communication Specialist (hereby referred to as Webmaster), is responsible for reviewing the Web Governance Policy and Content Review Schedule in collaboration with the Communications Team, and any other relevant parties.

The Webmaster is also responsible for maintaining a yearly updated version of the Web Governance Policy available for all ASOD faculty and staff on the ASOD Intranet. The Communications and Marketing Director is responsible for a yearly updated version of the Web Governance Policy on the policy repository.

The Communications Director is responsible for presenting the Web Governance Policy to the Senior Leadership Team for review on a periodic basis as deemed appropriate by the ASOD Dean.

The ASOD Dean approves the Web Governance Policy.

This policy document will come up for review annually, and the Communications Director will be responsible for initiating the review and updating the documents in the policy repository.

Supplemental Governing Documents and Guides

Brand Guidelines

The brand guidelines define the visual identity for all ASOD visual assets, and is available on the ASOD Intranet.

Content Review Schedule

Content is reviewed and updated quarterly per the Content Review Schedule. The Communications Team sets and announces the review times each quarter, and each area/department/unit is responsible for providing the Team with changes and edits to content within two weeks of the initial announcement. One administrative associate from each area/department/unit will collect the information and edits from their respective teams and submit it to the communications team via the Website Request Form. 

Changes to content can be made outside the scheduled Review times by filling out a Website Request Form.

Digital Accessibility Policy

All Digital materials, regardless of audience or authentication required, are governed by the University Accessibility Policy.

Roles

Web Team

The Web team is composed of the Webmaster, Director of Marketing and Communications, and Communications Team.

All Web Team members have user roles in WordPress. WordPress users have access to transfer written, graphic, and multimedia content to the ASOD website.

New user access requests to join the Web Team must be reviewed by the Webmaster, approved by the Communications Director and Dean’s Office. Access levels, if granted, are determined by the Communications Director.

Webmaster

The webmaster is responsible for transferring written copy to web content on ASOD’s website, Intranet and other online entities on behalf of the School.

  • Creates, maintains, and annually reviews the Web Governance Policy
  • Programs new website styling, including WordPress themes, and troubleshoots style issues as they arise.
  • Initiates reviews of web content per a quarterly content review schedule
  • Ensures content adheres to Web Content Guide, Brand Guidelines, information architecture, and usability and accessibility requirements.
  • Consults with the Communications Team and Dean’s Office, if necessary, on strategy, creation and maintenance of web content.
  • Ensures web content adheres to UNC ITS policies and guidelines.
  • Ensure web content adheres to up-to-date industry standards regarding usability and accessibility (as much as able within current infrastructure).
Communications and Marketing Director

The Communications Director is responsible for oversight and support of the website, including determining tone, writing style and brand identity.

  • Works with the webmaster to determine criteria for web content and related policies
  • Works with Dean’s Office to resolve questions or issues with website content
  • Handles user access requests for the ASOD website

Dean's Office

The Dean’s Office is the final say on any disputes about website content across School units and School Departments. “Dean’s Office” can mean the Dean or a representative designated by the Dean.

  • Maintains vision for website, can require updates to the site at any time
  • Resolves any content conflicts

Content Changes

Web Content Change Procedure

All content changes should be requested by filling out a Website Request Form. Changes may be requested via email, but at the Communications Director’s discretion, requesters may be directed to fill out a Website Request Form.

All content is subject to final edit by the Web Team.

News

  • The Communications Director and/or Communications Team members write news stories as assigned by the Communications Director.
  • The Communications Director has access to WordPress and posts news stories (and all associated media, tags, etc.) independent of the Webmaster.
  • The Communications Director is responsible for soliciting and maintaining any media releases related to news stories or news content.
  • Any faculty, staff or student may pitch a news story to the Communications Director, who will work with them to create content appropriate to the topic.

Content Changes that Occur without Request

The Webmaster will initiate changes to content as part of routine site maintenance. These include, but are not limited to:

  • Routine edits and updates needed to conform to standards
  • New staff/faculty – in close coordination with the Director of HR
  • Upcoming events
  • Deadlines
  • Weather alerts
  • Crisis alerts

Reporting and Analytics

Analytics Software

We use Google Analytics to record and analyze data about the ASOD website.

Reporting

Reporting on metrics and analytics will be pulled quarterly as part of the Content Review process. Specific requests for analytics or other website information outside of the quarterly check-ins should be requested through the Webmaster, with a minimum of one week’s notice needed for all reports.

Related Requirements

External Regulations 

Contact Information

Primary Contact

Name: Adams School of Dentistry Marketing and Communications Director

Telephone: 919-537-3596

Email: sod_publicaffairs@unc.edu

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