Longwood University
 Chief Information, Technology, and Facilities Officer:
Information and Instructional Technology Services
  201 High Street, Coyner 107, Farmville, VA  23909
   Phone: 434.395.2034         Fax: 434.395.2035

 Policy 6101
ACADEMIC AND ADMINISTRATIVE WEB POLICY

I.     PURPOSE

The purpose of this policy is to establish the parameters for all information that resides on the Longwood University web sites (including remotely-hosted web pages). This policy covers all activities involving Longwood web sites and applies to all individuals accessing the sites for the purpose of web page development or maintenance. This policy does not cover information contained on student web sites.

II.     DEFINITIONS

  1. Tier 1: Tier 1 pages include the Longwood home page, WhyLongwood home page and other high-level pages that serve as main entry points or portal pages. Tier 1 pages are typically created, updated and maintained by the Public Relations Office. These pages always present a coordinated and consistent web identity for the university.
     
  2. Tier 2: Tier 2 pages are administrative and academic web pages for any unit directly managed by a senior officer (e.g., colleges, administration offices, academic affairs).
     
  3. Tier 3: Tier 3 pages are administrative and academic web pages of reporting units (e.g., department pages, special programs).
     
  4. Tier 4: Tier 4 pages are all other pages that reside on Longwood University web site. Space for these pages is provided as a courtesy to the university community (e.g., personal web pages).
     
  5. Point-of-contact: The point-of-contact is the individual designated with primary responsibility for the departmental web site.
     
  6. Web content manager: A web content manager is an individual with responsibility to update content on a web site.

III.   POLICY

  1. Applicable Guidelines:  Longwood University web sites are divided into four tiers and all tier 1-4 pages must adhere to the applicable guidelines, which can be found here.
     
    1. Each department will have only one point-of-contact designated by the department head/chair.
       
    2. The department head/chair can designate multiple web content managers if the site is managed by the content management system, but all work by a student web content manager must be approved by a faculty or staff web content manager before publishing to the “live” web site.  Sites managed outside the content management system must get an exception from the Web Committee for more than one web content manager.
       
    3. The overall responsibility, including all tier 1-4 web pages, resides with the Vice President of Information and Instructional Technology Services and Chief Information Officer (CIO) of the university.
       
    4. Unless managed by the content management system, all new tier 1-3 web sites will be reviewed by the Web Committee, which verifies that applicable guidelines are followed and that the web site presents a positive image of the university. All tier 1-4 web sites must adhere to applicable guidelines and the web policy at all times.
       
    5. All current faculty/staff members may have individual web sites. Faculty/staff members are responsible for the maintenance and content of their web sites. Web sites may not be used for personal gain (i.e., consulting services, free-lance work, etc.) and may only contain web-related content. The content of individual web sites does not necessarily represent the official views and policies of Longwood University. Faculty/staff web sites that remain empty and unused for 6 months or more may be removed by IITS. The web share can be recreated at a later date if requested.
       
    6. Web pages may not promote any commercial activities, unless approved by the CIO.
       
    7. Upon being notified of a faculty/staff member separating from Longwood University access will be removed as stated in the Access to Information Technology Resources and Systems policy and the associated procedures:
       
      1. The faculty/staff member's web site will be deleted;
         
      2. If requested, the department head/chair will be given access to the faculty/staff member's web site to review and take any appropriate action for a period of thirty (30) days upon which time the web site will be deleted; and
         
      3. If the individual was designated as the departmental point-of-contact, a new point-of-contact will be assigned.

       

    8. Web pages are subject to all Longwood University policies including, but not limited to, the Longwood University Acceptable Use of Information Technology Resources and Systems policy and the Longwood University Academic and Administrative Web policy.
       

    9. All web pages must present a positive image of Longwood University.

IV.    ENFORCEMENT

The University regards any violation of this policy as a serious offense. Violators of this policy are subject to disciplinary action, in addition to possible cancellation of information technology (IT) resources and systems access privileges. Users of IT resources and systems at Longwood are subject to all applicable local, state and federal statutes. This policy does not preclude prosecution of criminal and civil cases under relevant local, state, federal and international laws and regulations.

Approved by the Board of Visitors, September 7, 2002.
Revised, March 20, 2004.
Revised and approved by the Board of Visitors, September 11, 2009.
Compliance Checklist For Policy 6101

 

Back to the Table of Contents                                                                       Next Policy