All proposals to create a new official St. Cloud State University website, including departments and campus units (regardless of server), must be submitted to the University web team at universityweb@stcloudstate.edu for strategic review and assessment prior to approval/denial. This includes sites conducting official university work on stcloudstate.edu or on an external server.

All department or unit websites on stcloudstate.edu will have at least one (1) contributing web editor who is a University employee assigned by the department or unit. Website content edits made by contributing web editors will be reviewed, edited, approved, or denied by University web team staff.  The University web team will have administrative access to all sites conducting official university business.

Responsibilities

Contributing web editors

Contributing web editors are responsible for:

• Ensuring website(s) accuracy and that content is kept up to date.
• Following specifications for image optimization, document preparation and file naming by using guides provided by University communications for creating content for the web.
• Editing content within limitations of access and requesting assistance from University web team for more complex needs in content writing or technology.
• Following workflow process and planning for time needed to publish updates.
• Scheduling Web Contact Management System (WCMS) training after requesting editing access and attending refresher training as needed.
• Requesting Web Content Management System (WCMS) access for student employees and reviewing their submissions for publishing.
• Remaining active in the Web Content Management System (WCMS). After six months of inactivity, user access will be removed.

University web team

The University web team members are responsible for:

• Reviewing and assessment of requests for new websites.
• Ensuring that university best-practices and guidelines for websites are communicated and followed.
• Cataloging and retaining an official account inventory and contact information for corresponding administrators.
• Ensuring that users of the website have a modern and positive experience across all web viewing platforms.
• Providing strategic guidance on website usage, account creation and campaign implementation.
• Participating in training opportunities, meetings, and regular communication on website usage and changes to the campus community.

University communications

University communications team members are responsible for:

• First line of content review, editing, and approval or denial of all web content edits through workflow within 24 hours of submission during regular university hours.
• Updating content on the homepage of stcloudstate.edu and the university’s top marketing pages.
• Management of the University online news presence.
• Establishing best practices, including Brand Guidelines and copywriting style.

ITS

ITS team members are responsible for:

• Assuring websites are coded properly and that websites align with University brand guidelines.
• Developing site components (elements/features) for integration in University websites.
• Verifying that site components are optimized for viewing on any device.
• Managing the Web Content Management System (WCMS) and WCMS user access.
• WCMS user training including content editing, web design best practices, and information about Americans with Disabilities Act (ADA) standards for website content development (https://www.ada.gov/pcatoolkit/chap5toolkit.htm).
• Providing web analytics reporting and support.
• Managing the website search component.
• Working with other members of ITS to maintain the technology behind the website including server management and security.
• Assisting with additional services pertaining to website workflow.

Contributing web editors – Guidelines for Web Contact Management System (Cascade):

After editing a page, it must be sent to workflow to be published.

• If approved, user will get an email stating that the Workflow has been completed. The changes have been submitted to the system and published to the live page. No additional attention needed.
• If administrator finds the changes unnecessary, they may delete the draft. User will receive a notification email including comments as to why it was deleted.
• If administrator requests additional changes to be made before approval, user will get a notification email including comments about what changes are suggested.
• Urgent: If you have an edit that cannot wait to be approved in the 24-hour window or needs immediate attention, please contact University Communications by phone 320-308-3151.
• The primary audience must be considered in determining content, (see website best practices, tools, levels, content and success in supporting documents). 
• The University web team will determine the tools and communications vehicles that will be made available at St. Cloud State University.

Questions or comments regarding web standards should be directed to the University Web Team at universityweb@stcloudstate.edu.

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