Web Presence Guidelines

The essence of an educational community is an appreciation of each other’s rights and responsibilities. This document (the Guidelines) speaks to the coordination and management of the University of Central Oklahoma (the University) Internet and intranet web presence on the World Wide Web (Web). This document establishes principles, guidelines, roles and responsibilities to help students, faculty and staff effectively use limited resources advantageously.

1. PRINCIPLES

1.1. University Image

A web site is an "open door" to the University, as is any traditional publication, advertisement, or message on a letterhead. An organization's name is its most valuable asset and must be protected. The purpose of the University web presence is to provide information about the University and may be the first point of contact with the University. Therefore, web account holders must follow the guidelines detailed in this document to protect the University's image.  Web account holders may take advantage of counsel on design and content available through the University's Office of Information Technology and Office of University Relations. Electronic publications follow the same University policies and standards as print publications.

1.2. Personal Responsibility

Web sites are valuable tools to accomplish legitimate objectives. Each web account holder who creates or maintains a web site should assume personal responsibility for its accuracy, quality and currency. Web account holders will be held accountable for compliance with appropriate University and Regent policy, as well as local, state, and federal laws.

1.3. University, Professional, and Individual Web Content

The University recognizes the value and potential of creating individual and professional web pages in addition to the University web presence and extends the privilege of using the University's technology resources to students, faculty, staff and other University affiliated individuals to produce these documents for placement on the Web within the following parameters:

Publications are subject to the same professional ethics, scrutiny, and appropriate use as any academic communication among qualified students, faculty and staff. The Guidelines encourage appropriate academic use of technology, monitored by the academic community, whether that use is among the University academic community or between the global and academic community.

1.3.1 The University web presence is defined as those web pages that are directly in support of the University mission.  Academic, non-academic, and student organization units are represented.

1.3.2. Professional web pages are defined as those web pages that directly relate to an individual’s professional relations (faculty) or employment (staff) with the University. Such web pages may be linked to the appropriate academic or non-academic unit web presence. Information of a personal nature or links to non-professionally related pages are inappropriate and should be avoided.

1.3.3. Individual web pages are defined as web pages created by students as part of a classroom assignment or student organization project. These web pages must be removed at the completion of a degree program, termination of club membership, or upon withdrawal from the University.

1.3.4.  Individual web pages should not display the University logo or other representative symbols; however, the name and e-mail address of the page owner and date of the last update must be present on all such pages. Individual web pages must also include this disclaimer:  

"The views and opinions expressed on this page are strictly those of the author.  The content of these pages has not been reviewed or approved by the University of Central Oklahoma."

1.4  Document Access

1.4.1. Documents may be published and accessed on the University web servers for appropriate academic use by any registered student, faculty or staff member with a valid University web server account.

1.4.2. The University web presence may provide links to the University network. However, only persons with valid accounts will be allowed access to the linked materials.

1.5. Resources

Given limited resources, priorities of the University and University policy will govern allocation. The University will seek to assemble the necessary resources, e.g., hardware, software, connectivity and support staff, to permit a planned, coordinated development of support for members of the University community.

1.6. Respect/Academic Freedom/ Network Culture

The Guidelines respect the tradition and culture of a medium built on the concept of decentralization, experimentation and academic freedom. The foundation of local network culture must be in compliance with the University's Technology and Network Usage Policy.

1.7. University Review and Changes

It is important to have the confidence of the user community as well as to maintain flexibility in the face of unforeseen developments in the world of electronic document publishing and communications. It is the University’s intention to review the effectiveness of its policy and guidelines at least once a year. With this in mind, the Office of Information Technology will conduct a periodic review of the Guidelines.  Please direct comments and suggestions to the Office of Information Technology.  Recommendations will be submitted to the University's legal counsel and executive committee for approval.

2.0 GUIDELINES

Because web visitors can enter the web presence directly without going through the University home page (www.ucok.edu), it is important to identify University, departmental and organizational web pages appropriately. The following guidelines are provided to assist web account holders.

2.1. Use of University’s Logo and/or University’s Name

Each web page must display the University logo or the University’s full name and provide a link to the University home page (http://www.ucok.edu). 

2.2. Links To Other University Pages (internal links)

Departmental or organizational web pages must be linked to the University web presence via existing college or major academic/non-academic unit links.  Departmental and organizational web account holders are responsible for reviewing these links on a periodic basis to maintain "workability". 

2.3. Links To Non-University Pages (external links)

Departmental or organizational web sites that include links to web sites outside of the University's mission and purpose must open the site in a new window and shall inform the user he is leaving the University pages.  (Procedures for this process are found at http://technology.ucok.edu/web/open_xlink.htm.)

2.4. Identification of the Originator

The name and contact information such as an e-mail address of the person, department, college or organization responsible for the web page must appear on every University affiliated web page.

2.5. Revision/Update Notification

The date of last update or revision must appear on every University affiliated web page.

2.6. ADA Compliance

In 1998, Congress amended the Rehabilitation Act to require Federal agencies to make their electronic and information technology accessible to people with disabilities. Under Section 508 (29 U.S.C. § 794d), agencies must give disabled employees and members of the public access to this technology that is comparable to the access available to others.  In 2004, the State of Oklahoma enacted HB2197 (Title 62 O.S. § 41.5t) which requires state agencies, including the University, to comply with Section 508.  Additional information on HB2197 can be found at http://okabletech.okstate.edu/eit/hb2197text.htm.  Web account holders are responsible for verifying that their pages meet accessibility guidelines. 

2.7. Copyright and Trademark

University publications may not be used in any manner prohibited by law or disallowed by licenses, contracts, copyrights, or University, State, and Regent policy. Groups or individuals shall be responsible for the information they publish. All should be aware of University policies pertaining to confidentiality, unauthorized use of passwords and the use of technology. All pages are subject but not limited to the following:

• Copyright, "fair use", and intellectual property rights
• Federal Family Educational Rights and Privacy Act
• Federal Computer Abuse Amendment Act
• Federal Electronics Communication Privacy Act
• Applicable State of Oklahoma Statutes
• UCO Technology and Network Usage Policy

The University prohibits the use of any registered symbols, insignia, or other identifying marks without express written approval. This prohibition includes, but is not necessarily limited to, all registered marks to the University’s name, abbreviations, symbols, emblems, logos, mascot, slogans, official insignia, uniforms, landmarks, or songs.

Unauthorized use of the marks is trademark infringement. Any production or sale of unauthorized products or services is a violation of the Federal Lanham Trademark Act of 1946, the Federal Trademark Act of 1984 (17 USC 1309), and State of Oklahoma infringement and unfair competition laws (Title 78 O.S. § 1 - et. seq.), among others. Such violations are subject to liability for damages, injunctive relief, attorney’s fees and other penalties, civil and criminal.

For more information regarding the use of the University trademarks for commercial purposes, or to report possible violations, call the University Relations office, (405) 974-2307 or the Office of Information Technology, (405)974-2688.

2.8 Disclaimer/Privacy/Nondiscrimination Statement

All University pages shall include a link to the Disclaimer, Privacy, and Nondiscrimination Statement.

3. ROLES AND RESPONSIBILITIES

3.1. Administration Responsibility

The Office of University Relations has content administration responsibility for the University web presence (www.ucok.edu).  This department will review and approve complementary web sites that cover information related to institutional mission and purpose.

The Office of Information Technology has technical administration responsibility for the University web presence (www.ucok.edu). To reduce data redundancy, departmental web sites should link to appropriate University  web sites, rather than create pages or sites on their own. In the absence of dedicated resources to support development and maintenance, the Office of Information Technology will assist colleges, departments and individuals as time and resources permit in developing and maintaining web site information. 

3.2. Web Account Holder Responsibility

Web account holders shall continuously assure that their respective web sites:

• Comply with the guidelines established in this document
• Are consistent with University mission
• Comply with ownership rights of intellectual property
• Are developed and managed with a responsible use of resources
• Protect copyrighted information and materials
• Use licensed software
• Are used strictly for University purposes (e.g. no personal business, personal advertising, etc.)
• Will not cause computer or network loads that impair other services
• Are consistent with University policy, regent policy, and local, state, and federal law
• Refrain from linking to non-university sites which are known to violate the above; and
• Are reviewed periodically to ensure the information contained in them is up to date.

3.3. Enforcement

Pages found to be in violation of the Guidelines and other University policy will be removed immediately if contact cannot be made with the web account holder in order to bring the page into compliance.  Individual breach of a policy of acceptable use may lead to the loss of privilege of using the Internet and the intranet and other penalties indicated under university policy. A violation of University or Regent policy, or state or federal law, including laws concerning copyrights, or obscenity also may lead to student expulsion or employee terminations. Failure to maintain up-to-date information may result in removal of the department or organization link.

3.4. Requesting Web Accounts

University, college, division, schools, departments, student organizations and other unit representatives may request space and an account on the University web servers using the Web Account Request form located on the Information Technology web page under the Web Services section or by contacting the Help Desk. The student organization representative must indicate a contact e-mail address and sponsor contact information.

DEFINITIONS:  Technology Definitions Document

REVISIONS

• May 1998
• March 2001
• July 2002
• September 2006
• January 2007

Page updated:  18 Jan 2007 06:15:39 PM -0600