Policies & Procedures

NAU Internet Publications and Branding (web) Policy v1

Purpose

The purpose of this policy is to:

Establish that the management of websites and applications are integral to NAU’s Information Technology & Data Governance (ITDG) oversight
Document the procedures for reviewing, assessing, managing, and planning future publications and development of NAU’s internet publication presence
Establish that the Information Technology and Data Governance Trustees (Trustees) oversee the establishment of procedures to ensure Northern Arizona University’s (NAU) web presence and electronic publications are consistent with the institution’s standards, reflect official branding, and consistently and accurately represent the institution’s messaging
Establish processes for review of established and proposed sites for compliance with institutional publishing and technology standards

Background

The Northern Arizona University web presence is a complex system of static and dynamic sources of information that play a vital part in the University’s identity. It is essential that the public image of the institution be carefully managed to ensure consistency in presentation of imagery and icons and to ensure the timeliness and accuracy of information. This oversight extends to the entire nau.edu domain and to University Foundation, Athletics and other affiliates who represent NAU through other web presence and domains.

General Policy

Governance

NAU’s internet presence and applications are an integral element of the IT and Data Governance (ITDG) framework overseen by Trustees appointed by the President of the University. Trustees are charged to address policy issues and procedures for effectively managing web presence and applications. Trustees may also form and charge advisory councils to consider issues relevant to the consistent operation of NAU’s web presence and make formal recommendations on procedural changes, adaptations, and policy changes regarding web presences and Internet-based information systems.

The use of official NAU themes, imagery, brands, and icons are required for all NAU web pages and applications identified as being within the scope of this policy.

The ability to create or manage content on websites is limited to those persons authorized by the Chief Information Officer.

Scope

This policy applies to all members of the University community and governs all web applications and communications systems utilizing the University network or namespaces.

The Trustees identify the www.nau.edu domain and all other domains, sites, and applications that are officially representing NAU.

Enforcement

This policy will be enforced by the Trustees who may delegate appropriate enforcement authority to a Web Advisory Council. The ITDG will be advised by the Chief Marketing Officer, the Chief Data Officer, and the Chief Information Officer on matters of policy enforcement.

Exemptions

The ITDG Trustees may exempt websites and applications from this policy. A list of exemptions will be maintained and published as procedures approved by the ITDG Trustees.

NAU Internet Publications and Branding (web) Procedures

These procedures are approved by the NAU IT and Data Governance Trustees (Trustees) in accordance with the NAU Internet Publications and Branding (web) Policy Any changes to these procedures must be approved by the Trustees.

Definitions

Authorized User: Any user who has been given an account of any security level in the NAU WordPress environment

Campus Web Team: The Campus Web Team is an interdisciplinary, cross-department team that governs all matters related to the website in collaboration with the Web Advisory group. Members of the Campus Web Team include the Department Web Coordinator, ITS Web Team (includes UI/UX, Design, and Publishing), Developers, and System Administrator, and the Marketing Digital Strategist

Content Owner: The department or individual who is responsible for content on one or more web pages

Official NAU Websites and Web Pages: Include any academic program or administrative support unit website or any other web page designated by the Campus Web Team, Chief Marketing Officer or Chief Information Officer as important to the marketing, service, and informational goals as expressed in the Purpose of this policy. These pages include any official NAU websites not exempted by ITDG Trustees

Site Steward: Leadership for site-specific team of Editors/ Authors/ Contributors; designs proposed information architecture and gets help/approval from consulting team; organizes/executes site migration with help of Publication Support Team, Consulting Team, and internal personnel (Editors/ Authors/ Contributors)

Style Sheet: A set of styles that are applied to a website, web page or web application that dictates font, color, size and other styles of the site, page or application

Unit: A Northern Arizona University campus, center, college, department, division, research facility, extended program or other official University organizational unit, its divisions, programs, senates or associations

Unit Web Coordinator: An individual who has been identified by deans or administrative department heads who are responsible for managing a unit’s website presence. A Unit Web Coordinator may oversee the work of several WordPress Editors, Authors, or Contributors

Web Advisory Council (WAC): A governing board comprised of leadership representatives from various NAU units that evaluates website design and feature change requests and provides recommendations to the Chief Marketing Officer for approval or denial.

WordPress Roles: WordPress allows for role-based security that is designed to give the site owner the ability to control what users can and cannot do within the site or set of pages they have access to

Contributor – can create pages and posts
Author – can create, edit and publish their own pages and posts
Editor – can create, edit and publish all pages and posts within the site they’ve been given access to

Web Style Guide: A document which defines policy for appropriate use of colors, fonts, and styles within the University’s websites and web pages to ensure brand and identity adherence and accessibility

WordPress: The content management system that houses NAU’s websites, consisting of two main themes (designs):

Marketing Theme: The WordPress theme developed for the top-level “Marketing” pages (nau.edu). This theme has limited information architecture and depth
Enterprise Theme: The WordPress theme developed for units or any site requiring complex information architecture

WordPress Users’ Group: A regularly scheduled open forum where NAU WordPress users are updated on new web features and functionality, decisions made by the Web Advisory Council, and other related items

Roles & Responsibilities

University Marketing

Develop and manage content refresh cycles for imagery and written content on top level sites, and ensure all material aligns with the brand, message, and relevance to campus goals and objectives
Provide ongoing training for website authors and designers throughout the university (Branding, Writing for the Web, Content SEO, etc.)
Participate as a leader of the Web Advisory Council
Define the NAU brand, messaging and SEO advisor for approved design changes and exceptions and work with ITS to ensure the end product meets technical and security standards
Act as a consultant to units for messaging, branding, and SEO strategy
Oversee the collection of analytics data and provide regular performance updates and recommendations for improvement based on outcomes
Advise ITS on technical implementation, especially as it applies to the user experience and the ability to capture information and improve outcomes

Information Technology Services

Provide ongoing WordPress end-user support & training
Maintain WordPress platform and related infrastructure
Develop global design, feature and functionality changes, new page types, as approved and prioritized by the Web Advisory Council
Participate as a leader of the Web Advisory Council
Facilitate a WordPress Users’ Group to promote the exchange of WordPress knowledge and innovation

University Units

Each Unit will appoint a Unit Web Coordinator. The role of this person will be to oversee his or her Unit’s website(s), assign Site Stewards, provide support and training to the Unit’s WordPress end-users, and be a single point of contact for Marketing and ITS. This person will attend the WordPress Users’ Group as the representative of their area. The person in this role will also ensure that the department’s website is consistent with the branding and voice of the university while presenting all of the crucial information that is needed on the site. This role is critical to the success of an early migration for the department and ongoing management of the website.

Exempted Websites

The following sites are exempt from the NAU Internet Publications and Branding (web) Policy and these procedures.

Any site used for instructional or research purposes that is not accessible by the public

v.1 Approved 7/28/17