University Websites                                                             UPPS No. 04.01.06

Issue No. 5

Effective Date: 07/31/2014

Review: April 1 E2Y

Attachments I, II

                                                                                               

 

01.         POLICY STATEMENTS

 

01.01  With respect to Texas law, The Texas State University System (TSUS) Regents’ Rules, and the policies of Texas State University, all hardware, software, network, and data components of university websites qualify as information resources owned by Texas State and the State of Texas.

 

01.02  Texas State websites may not be used by profit-oriented third parties, or for solicitation, advertising, or other commercial purposes to the benefit of third parties, except as provided under the terms of the following regulations:

 

a.    Section 39.02(a) of the Texas Penal Code prohibits the use of state property and resources for commercial purposes or personal gain;

 

b.    Chapter VIII of TSUS Regents' Rules restricts the use of Texas State facilities and equipment in solicitation, advertising and other commercial activities;

 

c.    Texas State UPPS No. 01.04.13, Policy Guidelines for the Use of Texas State Equipment by Outside Entities, contains policy guidelines for the use of Texas State equipment by outside entities, and requires written agreements prior to such usage;

 

d.    Texas State UPPS No. 04.01.07, Appropriate Use of Information Resources, describes both permitted and prohibited uses of Texas State’s information resources, including websites; and

 

e.    Texas State UPPS No. 04.01.01, Security of Texas State Information Resources, details the security policies applicable to Texas State information resources, including websites.

 

02.         SCOPE AND APPLICABILITY

 

02.01  This policy applies to all World Wide Web materials and services published on websites bearing the Texas State domain name (.txstate.edu/) and hosted within the Texas State’s Class B Internet Protocol address space.

 

02.02  Except as specified elsewhere in this policy, the provisions of this policy are generally applicable to all official Texas State websites. Specific classes of websites are exempt from some provisions of this policy because of the unique nature of their content. Such exemptions are noted in the descriptions of these sites in Section 06. Website owners with sufficient justification may pursue exceptions or exemptions using the process outlined in Section 08.

 

03.       KEY DEFINITIONS AND DESCRIPTIONS

 

03.01  The definitions and descriptions of key terms and concepts used in this policy are reflected in Attachment I.

 

03.02  Wherever this policy incorporates a statute, standard, or rule by reference, any definitions or descriptions provided within the referenced statute, standard or rule will prevail in the interpretation of that statute, standard, or rule (see Sections 05.01 and 05.02 for examples).

 

04.       CONTENT MANAGEMENT SYSTEM PROCEDURES

 

04.01  Texas State has implemented a content management system known as Gato to assure that the official Texas State home page and other official Texas State websites are consistent in design, function, and navigation, and to achieve timely and effective creation, modification, retrieval, expiration, and replacement of official Texas State Web content. All academic and administrative units at Texas State shall use Gato to publish and manage their official websites.

 

04.02  Content owners who wish to move existing websites to Gato or create new websites in Gato must first complete a training session. For details about these sessions and additional Gato training, see http://gato.its.txstate.edu.

 

04.03  Website URLs are governed by UPPS No. 04.01.08, Texas State Internet Domain Name Policy. Existing websites that migrate to Gato may retain their existing URL or request a new URL in accordance with that policy. Likewise, new Gato websites will be assigned URLs consistent with the domain name policy.

 

04.04  Gato websites shall utilize standard templates to achieve the desired degree of consistency and usability across all Texas State sites. These templates ensure that common page elements are identical in function and location on each page of each site. Examples of common page elements include: primary navigation, secondary navigation, branding bar, site name, page name, page content, parent organization, etc. Content providers control what goes into these elements, such as the text of the navigation items and page names, as well as the text and graphics to be found in the page content area.

 

04.05  An official University Events Calendaring System (UECS) has been implemented as a tightly integrated complement to Gato and the official Texas State home page. Attachment II outlines the policies, procedures, and responsibilities that are specific to the usage and administration of the UECS.

 

05.       GENERAL STANDARDS

 

05.01  Branding, Graphics, and Design – Because Texas State’s websites are the university’s “front door” for many potential and current constituents, it is critical that these sites reflect consistency and cohesiveness in editorial and graphic styles. All Texas State Web pages shall adhere to UPPS No. 01.04.11, Guidelines for Use of Texas State Logo, System Statement, Board of Regents List, and Equal Opportunity Statement, the official policy that defines the usage standards for Texas State’s logos, taglines, and the System membership statement. All Texas State Web pages shall also adhere to the Editorial and Graphic Style Guides and the related Branding Standards and Graphic Identity Tool Kit, published by University Marketing. These guides change from time to time and are incorporated into this policy by reference. Content owners, developers, and providers are strongly encouraged to become familiar with these guides and to review them when contemplating substantive changes to their Web pages.

 

            Professionally-designed page templates have been provided to facilitate compliance with style guide provisions (see also Section 04.04). Use of the templates assures a consistent look, feel and functionality across all pages of the university website when accessed with different devices (e.g., desktop computers, tablets, mobile phone, screen readers). Within the template constraints, content developers retain control over header images, all images within content areas, content layout, and, to a lesser degree, font size, color, and style.

 

05.02   Accessibility – Access to information and electronic technology for persons with disabilities is an essential component of Texas State’s commitment to provide a barrier-free learning environment. To that end, all Texas State websites and the services provided via those websites shall satisfy the standards for website accessibility recorded in the following, which are incorporated into this policy by reference:

 

a.   Section 508 of the Rehabilitation Act;

 

b.   Texas Administrative Code (TAC) Chapter 206, Subchapter C; and

 

c.   Texas Administrative Code (TAC) Chapter 213, Subchapter C.

 

05.03  Copyright – Content providers must be able to justify a claim of “fair use” under U.S. copyright law or obtain written authorization from the copyright holders for any copyrighted material used, made available, or shared via their websites. Written authorizations must clearly specify any applicable access or usage restrictions and clearly authorize inclusion of the material on a Texas State website.

 

            Limited guidance regarding fair use is available from the following university policies, publications and staff:

 

a.    UPPS No. 01.04.20, Copyright Guidelines for Musical Performances on Campus;

 

b.    UPPS No. 01.04.21, Copyright Guidelines for the Texas State Albert B. Alkek Library;

 

c.    UPPS No. 01.04.22, Copyright Guidelines for Course Materials and Research;

 

d.    UPPS No. 01.04.23, Copyright Guidelines for Showing Movies on Campus;

 

e.    UPPS No. 01.04.24, Policy on Copyrighted Computer Software;

 

f.     Digital Copyright P2P, and File Sharing;

 

g.    Library LibGuide; and

 

h.    University Copyright Office.

 

Content providers shall seek the counsel of the university copyright officer prior to using material under a “fair use” justification of uncertain validity.

 

06.       STANDARDS FOR SPECIFIC CLASSES OF WEBSITES

 

06.01  The Official Texas State Home Page – The official Texas State home page is the university’s highest level Internet presence and is the page that displays when the URL is www.txstate.edu. The university home page is owned, published, and managed by University Marketing.

 

            The official Texas State home page shall be published and managed within the Gato content management system and adhere to all the general standards found in Section 05. of this policy. In addition and in accordance with federal, state, and TSUS laws and rules, the official Texas State home page shall contain direct links to the specific information described below:

 

a.    The Voluntary System of Accountability (College Portrait);

 

b.    The TSUS home page, using the following graphic as a hyperlink: http://www.umktg.txstate.edu/resources/logos/university-system.html;

 

c.    The Southern Association of Colleges and Schools;

 

d.    Data published as required by the Student Right-to-Know and Campus Security Act;

 

e.    Texas State’s Privacy Statement;

 

f.     Procedures for Reporting Copyright Infringement;

 

g.    Rights of the Public under the Texas Open Records Act/Public Information Act;

 

h.    Texas State’s Drinking Water Quality Report;

 

i.      The TSUS Compliance and Ethics Line;

 

j.      Compact with Texans;

 

k.    Texas.Gov, the official State of Texas portal;

 

l.      Texas Records and Information Locator (TRAIL), a state website search engine;

 

m.   Online Institutional Résumé;

 

n.    Texas Homeland Security;

 

o.    State Auditor’s Fraud Hotline;

 

p.    The university’s Office of Disability Services;

 

q.    Official Texas State Disability Services Policy;

 

r.     Governor's Committee on People with Disabilities;

 

s.    Emergency Preparedness;

 

t.      Statewide Accessibility Standards;

 

u.    Public Access to Course Information (HB 2504);

 

v.    Texas State’s Link Policy;

 

w.   Contact Information;

 

x.    Open Records/Public Information Act;

 

y.    Higher education electronic and information resources accessibility coordinator contact information;

 

z.    Other information of a temporary nature that may be required from time to time (e.g., 5% Budget Reduction Plan); and

 

aa. Title IX of the Education Amendments of 1972 (federal anti-discrimination law prohibiting sex discrimination in education programs or activities that receive federal financial assistance).

           

06.02  Official College Sites – All Texas State colleges shall publish and manage their official Texas State websites within the Gato content management system and adhere to all the general standards found in Section 05. of this policy. Each official college website shall include all of the following:

 

a.    contact information with e-mail, telephone, fax, and mailing address;

 

b.    a brief narrative describing the college;

 

c.    a list of college-level personnel with their contact information; and

 

d.    a list of the college’s schools, departments, and centers with links to their websites.

 

06.03  Official Sites of other Academic Units – All academic departments, schools, centers, and similar academic units shall publish and manage their official Texas State websites within the Gato content management system and adhere to all the general standards found in Section 05. of this policy. Each academic unit’s website shall include all of the following:

 

a.    contact information with e-mail, telephone, fax, and mailing address;

 

b.    a brief narrative describing the unit;

 

c.    a list of the unit’s faculty, staff, and other personnel with their contact information; and

 

d.    a list of the unit’s programs with links to their websites or descriptions.

 

06.04  Official Division Sites – All Texas State divisions shall publish and manage their official Texas State websites within the Gato content management system and adhere to all the general standards found in Section 05. of this policy. Each division website shall include all of the following:

 

a.    contact information with e-mail, telephone, fax, and mailing address;

 

b.    a brief narrative describing the division;

 

c.    a list of division-level personnel with their contact information; and

 

d.    a list of the division’s departments and offices with links to their websites.

 

06.05  Official Sites of other Administrative Units – All Texas State administrative departments, offices, and similar administrative units shall publish and manage their official Texas State websites within the Gato content management system and adhere to all the general standards found in Section 05. of this policy. Each administrative unit’s website shall include all of the following:

 

a.    contact information with e-mail, telephone, fax, and mailing address;

 

b.    a brief narrative describing the unit;

 

c.    a list of the unit’s personnel with their contact information; and

 

d.    a comprehensive description of the services provided by the unit.

 

06.06  Instructional, Research, and Service Sites of Faculty – Web pages that represent or embody the academic freedom of faculty in fulfillment of their instructional, research, and service responsibilities are exempt from the Editorial and Graphic Style Guides published by University Marketing (see Section 05.01). Faculty are nonetheless encouraged to follow the guides to the extent they add value in meeting their instructional, research, or service objectives. All such sites shall respect Texas State’s trademark rights relative to the use of its service marks (logos) and taglines. All such sites shall also comply with the accessibility and copyright provisions of this policy, Sections 05.02 and 05.03 respectively, unless an exception is granted as described in Section 08. In keeping with the above-described exemption, most such sites are published and managed outside of the Gato content management system.

 

06.07  Personal Sites – Texas State recognizes that personal publication on the Internet may contribute to the achievement of the Texas State’s teaching, research, and service mission. Thus, Texas State provides students, faculty, and staff with a limited amount of Web space with which to develop their own personal websites.

 

            Personal websites are generally associated with the individual owner’s Texas State NetID. The site owner, as determined by the associated NetID, is solely responsible for the site’s content, including all views and opinions expressed on the site and the content’s accuracy, timeliness, and appropriateness.

 

            Personal websites that are hosted on Texas State-owned servers and supported by the Texas State network must adhere to the provisions of UPPS No. 04.01.07, Appropriate Use of Information Resources, and must comply with the copyright provisions found in Section 05.03 of this policy. With the exception of the faculty sites described in Section 06.06, personal websites are encouraged, but not required, to satisfy the accessibility provisions in Section 05.02 of this policy.

 

            Visitors to Texas State websites must be able to clearly distinguish between official Texas State content and the content found in personal websites. Personal websites may not use the branding, graphics, and design constructs described in Section 05.01 of this policy, or any facsimile thereof, without prior authorization from University Marketing. Similarly, personal websites shall not be published or managed within Gato. Owners of personal websites shall display a link to the Texas State Official Disclaimer.

 

The disclaimer states:

 

“The Texas State University Campus Wide Information System exists to support the University in fulfilling its teaching, research, and service mission. Texas State recognizes that personal publication on the Internet may contribute to the fulfillment of this same mission. However, the publication of personal pages is limited by university resources.



 

Texas State accepts no responsibility for the content of personal pages. The views and opinions expressed in personal pages are strictly those of the author(s), and do not necessarily reflect the views or opinions of the Regents of The Texas State University System, the Texas State administration, any Texas State school or department, or any recognized Texas State organization. Comments on the contents of personal pages should be directed to the author(s).”

 

06.08  Organization Sites – Chartered student organizations are permitted, but not required, to use Gato to publish and manage their official Texas State sites. If using Gato, chartered student organizations are required to follow the branding, graphics, and design constructs described in Section 05.01. Because of their volatile and often transitory nature, unchartered student organizations are prohibited from using the Gato content management system. All student organizations that host Texas State websites within the scope of this policy shall comply with the accessibility and copyright provisions described in Sections 05.02 and 05.03, respectively, and with the provisions of UPPS No. 04.01.07, Appropriate Use of Information Resources.

 

            Recognized organizations comprised of Texas State faculty, staff, and community members with direct ties to Texas State (e.g., Faculty Senate, Staff Council, Friends of Fine Arts and Communication, Family Association, etc.) are encouraged to use Gato to manage and publish their official Texas State websites and to follow all of the general standards found in Section 05. of this policy.

 

06.09  Commercial Off-The-Shelf (COTS) Systems (e.g., SAP, Millennium, etc.) − Web applications and services procured from third parties shall comply with this policy’s accessibility and copyright provisions, Sections 05.02 and 05.03, respectively. To the extent feasible, portal, login, and entry pages for such systems should be modified to comply with the branding, graphics, and design (BGD) standards described in Section 05.01. In most cases, however, it is not cost-effective to apply the BGD standards to succeeding (lower level) pages of COTS systems. The content of pages in COTS systems is managed and published internal to the COTS system and not within the Gato content management system.

 

06.10  Open Source and Internally-Developed Systems (e.g., TRACS, Online Toolkit, etc.) – Open source and internally-developed applications shall adhere to all the general standards found in Section 05. of this policy. Exceptions may be afforded under the process described in Section 08. The content of the pages in open source and internally-developed systems is generally managed and published internal to the system itself and not within the Gato content management system.

 

06.11  Entities Authorized to Operate under Different Service Marks and Branding – Some Texas State entities have been authorized to operate under different service marks and branding constructs because of grandfathering, gift restrictions, grant fulfillment, or similar exemptions. Examples include Athletics, the Alumni Association, and The Wittliff Collections. Exemptions must be authorized by University Marketing.

 

            Such sites are exempt from the branding, graphics, and design standards described in Section 05.01, but shall comply with this policy’s accessibility and copyright provisions, Sections 05.02 and 05.03, respectively. The content of these sites is generally managed and published outside of the Gato content management system.

 

06.12  Sites with Electronic Payment Capabilities – Unless otherwise exempted, a Texas State organization wishing to accept electronic payments via its website must first acquire authorization from Student Business Services. For security and stability reasons, such payment acceptance applications are required to utilize Texas State’s established payment gateways. See Section 05. of UPPS No. 03.01.05, University Income Recognition and Associated Cash-Handling Procedures, for additional details.

 

06.13  Other Sites – Any site that is not described by one of the above subsections of this section shall adhere to all the general standards found in Section 05. of this policy unless granted an exception through the process described in Section 08.

 

07.       WEBSITE ADMINISTRATION PROCEDURES

 

07.01  University Marketing is responsible for the design, development and application of branding, graphics, and design standards and templates to be followed by all Texas State publications, including websites. University Marketing owns, manages, and publishes the content of the official Texas State home page. University Marketing reviews all Gato websites for compliance and consistency with the referenced standards and provides assistance to departments in designing websites that effectively deliver content while appropriately reflecting the Texas State brand.

 

07.02  The Educational Technology Center is responsible for the technical design, development, maintenance, and operation of the official Texas State website, the university’s Web content management system known as Gato, and the UECS.

 

07.03  Technology Resources is responsible for the server and network infrastructure that supports the official university website, the Gato content management system, and the UECS.

 

07.04  Website owners are responsible for managing the content of their websites, including legal and ethical assimilation of content materials; Web-compatible and brand-conscious presentation of those materials; and compliance with all the standards and provisions of this policy in developing and operating their sites.

 

08.       EXEMPTIONS AND EXCEPTIONS

 

08.01  Website owners who desire an exemption or exception from a provision of this policy shall make the request in writing to the director of University Marketing. The written request must specify the provisions to be waived and demonstrate a compelling need or unique circumstance that clearly justifies a waiver. The director of University Marketing will evaluate the request and advise the requesting owner of the decision.

 

08.02  If the website owner disagrees with the exemption decision, the website owner may appeal to the vice president to whom he or she reports. The vice president reviews the exemption request with the associate vice president for Enrollment Management and Marketing who will make the final decision.

 

08.03  Unless otherwise specified herein, the director of University Marketing may grant exemptions and exceptions solely to provisions of this policy and may not grant any exemption or waiver to any otherwise applicable policy or rule referenced by this policy. For example, the director of University Marketing is not empowered to grant exceptions to or exemptions from the Texas State domain name policy referenced in Section 04.03.

 

09.       REVIEWERS OF THIS UPPS

 

09.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Director, University Marketing                   April 1 E2Y

 

Director, Educational Technology            April 1 E2Y

Center                                                           

 

Associate Vice President for                      April 1 E2Y

Enrollment Management and

Marketing

 

Associate Vice President for                      April 1 E2Y

Instructional Technologies Support

 

10.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director, University Marketing; senior reviewer of this UPPS

 

Associate Vice President for Enrollment Management and Marketing

 

Provost and Vice President for Academic Affairs

 

President