POLICY IMPACT STATEMENT

Proposed Policy Name:University Website

Responsible Office:Office of University Relations

Responsible Executive:Vice President for University and Public Affairs

POLICY STATEMENT

All University of North Dakota Web pages must be constructed using the approved content management system (CMS) and adhere to University branding guidelines.Web pages for entities other than university units, university affiliates orrecognizedstudent organizationsare allowedon university servers only when the entity has a relationship with UND that supports the institution’s teaching, research, or service missions, and has received approval from the Division of University & Public Affairs. Failure to adhere to these requirements will result in the websites removal from University servers.

REASON FOR POLICY

University of North Dakota resources, including its website, must be used andsustainedin a manner that maintains quality control, manages risk, optimizes usability and provides consistency. This policywould further definethe terms and conditions for all websites hosted on UND servers.

OVERVIEW OF POLICY CONTENT

Problem: At present, there are no set standards to identify what websites should be hosted on UND servers, nor are there requirements for websites that are being hosted on UND servers.

Solution: Create a document identifying what types of websites UND should/should not host, the standard content management system to be utilized in creating websites, allowable content, etc.

Procedures to deliver solution: All websites would be required to utilize a standard content management system (currentlyOmniUpdate) unless other arrangements are made through the Division of University & Public Affairs. Identify entities that are and are not allowed to have websites hosted by UND servers. Implement processes by which new websites are brought online, reviewed and discontinued.

SCOPE OF POLICY

  • Who does this policy affect?

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President

Vice Presidents

Deans, Directors & Department Heads

Area Managers & Supervisors

Faculty

Staff

Students

Others

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IMPACT ON THE UNIVERSITY

Resources needed to implement and maintain compliance with this policy include human resources (personnel to review and approve Web pages), technological resources (UND servers and content management system), and operational resources (enforcement of policy and procedures). At this point in time, no financial resources or physical resources have been identified.

Cultural/behavioral changes include an institutional and personnel shift relating to uniformity and adherence to the University brand.This policy builds on and formalizes the Web practices already in place. It will allow the Web management team to enforce standards and create a more consistent Web presence for the University.

Is there a financial cost to implement? Explain.

Yes and No.Sites that will no longer be hosted on a UND server as a result of this policycouldincur costs associated with obtaining new server space. Sites migrating to UND’s content management system will receive server space and support at no cost.

What are the risks of NOT establishing this policy?

There are institutional, technical and legal risks for not establishing this policy. Institutional risks include inconsistencies with branding across websites and the perception of fairness among entities on campus. Technical risks include security, access control and website performance. Legal risks pertain to liability of hosting websites on UND servers and UND’sability to provide oversight of website content.

Are there system or equipment changes required? Explain.

No. Siteswould useUND’s content management system (CMS)which has been in place since 2010andwould continue to behosted on UND servers.TheCMS and servers require constant maintenanceand systems are in place to provide these services.

Are there training requirements for compliance? Explain.

Those responsible for managing content on websites (content developers) wouldneed training to use OmniUpdate, UND’s CMS.

What are the timing requirements, if any?

An old serverwhich hosted several of UND’s websitesis being decommissioned on June 30, 2013. This policy will help the Web management team determine what sites should be migrated to a new server.

STAKEHOLDERS, if any who will be consulted in developing this policy

Stakeholders drafting the Web Policy include Tera Buckley and Peter Johnson, Division of University & Public Affairs; and Nathan Clough and Kelicia Samuelson, North Dakota University System. Stakeholders who will likely participate on a Web Policy Advisory Group include Steven Light, Academic Affairs; a representative from Student Affairs; Michael Moore, Division of Research & Economic Development; a representative from General Council; a representative from University Senate; Rick Anderson, Jerry Rostand, Madhavi Marasinghe, Josh Riedy, North Dakota University System; and Susan Walton, Tim DeBolt, and Jan Orvik, Division of University & Public AffairsAfter the initial draft, this policy would be sent to PAG which includes representation from all VP divisions, EERC, and F&O (Controller, Risk Management, Facilities Management, HR/Payroll, IT).

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