Policies, Guidelines and Procedures

From: Chicago State University Office of Web Services

To: Site Publishers

Please be advised, that as of October 2, 2012, Web Services has revised its policies and guidelines governing production and maintenance information for www.csu.edu.

All official CSU web documents and Site Publishers are expected to adhere to the following policies and guidelines:

  1. In order to identify the university and have a consistent campus-wide look, the Chicago State University banner and global navigation should appear at the top of all pages on the web site. This will be strictly enforced on pages that have links on the CSU home page.
  2. Each organization’s home page must include a link to contact information (i.e., phone number, address, e-mail address, etc.).
  3. The Chicago State University word mark/banner/graphic should link back to the CSU home page.
  4. For the sake of accessibility, visitors should not have to rely on graphics to navigate your site. There should be alt tags and/or text versions of your site.
  5. All dated material should have the year included on the page.
  6. Avoid creation of lengthy web pages with long scrolling text. Instead, provide a brief version of the information on the web page with links to the full version of the document in an alternate file format (PDF, WPD, DOC, etc.) for download.
  7. Web Services should be contacted when pages are deleted or renamed by Site Publishers so that any reference to that link on the home page or A to Z list can be updated to reflect that change and prevent broken links and site visitors from receiving the “page not found” error message.
  8. The name of the contact responsible for producing written and visual content on each area’s website should be provided on that website. Further, all Site Publishers are required to respond to all web-related e-mail received. If the e-mail is forwarded by the Site Publisher receiving the mail to another responsible party, the sender of the e-mail should be informed of its status.
  9. Contact information should be provided by Site Publishers and/or Writers responsible for web content not maintained by Web Services.
  10. Use lowercase text (no spaces) for all URLs and attached files.
  11. Links to websites outside of CSU should open in a separate window so that users will not be taken away from the CSU website.
  12. Links to non-html pages should be identified in parenthesis, for example: Fact Book (PDF), Fact Book (WPD), etc.
  13. PDF files should open in a separate window so that the site visitor may continue to browse in another window while the page is loading.
  14. Footers should include links to the undergraduate and graduate application, notices, credit for photos used, EEO mission statement, and disclaimers for content not provided by the university or for links to resources outside of the university.
  15. Department heads are responsible for their respective web site content and must make sure that they are within Federal Guidelines for Accessibilities Standards. For further information, you may go to http://www.section508.gov/
  16. Site Publishers should check their website with several browsers on Macintosh as well as PC platforms. CSU has users for both platforms.
  17. Site Publishers should check their sites for broken links.
  18. Site Publishers should clear the use of links which lead the campus community to ouside vendors and organizations with the Legal Affairs Office.
  19. All written content and photographs that represent the university and its organizations should be reviewed for approval by University Relations.
  20. Web Services is not responsible for lost files. Make sure you back up your website.

Web Services is responsible for enforcing Website policies and guidelines. If a Site Publisher does not follow the policies and guidelines set forth by the Web Services Office, he/she will be contacted by telephone. If they cannot be reached by phone or do not return the call, a Notice of Non-Compliance will be issued. If there is no response to the first message, a warning will be sent to the Site Publisher and copied to the CIO of Information Technology and their Department Head or Supervisor. If there is no evident change on the website, Web Services is empowered to take over the website and possibly revoke the publishing rights of Site Publisher.

Further, any sites that appear to have been abandoned for an excessive period of time will be retrieved by the Web Services Office and possibly archived and removed from the server.

Please Note: The CSU Web Services Office was established in the mid-1990s. Since that time, there have been many changes in web technology and design. The Web Services Office has researched current standards in the development process and is providing the aforementioned change in policies and procedures to help the campus community move toward the creation of a site that is uniform in nature, manageable and visitor friendly. This is the first draft of that document, which will grow as we go along, and is subject to revision, during the process of reconstruction of the new CSU web site.

Using outside vendors/publishers and separate web hosts and/or servers for special needs, does not exclude anyone with a CSU web site from applying the CSU brand provided by Web Services on behalf of the university to their web site. The CSU Web Services Office is responsible for enforcing the Policies and Guidelines of the CSU web, which includes all sites affiliated with its organizations, departments and programs.