(A) Policy statement and
purpose
BGSU websites are valuable assets of the
university. As critical business and communications vehicles for BGSU, it is
important that the information they provide be accessible, accurate, easy to
find and navigate, and timely.
This policy has the following objectives for all
websites used to conduct official university business:
(1) To present a
consistent, professional image of BGSU that meets brand standards and maintains
the integrity of the institution and is befitting of a leading comprehensive
university;
(2) To define website
accessibility standards and requirements, rule 3341-6-57 of the Administrative
Code, "Web Accessibility Policy";
(3) To define certain
visual and informational elements required for all BGSU websites;
(4) To ensure websites
clearly establish a unit's relationship to BGSU and consistently include
basic elements intended to aid users as they navigate across BGSU websites;
and
(5) To ensure websites
departments and offices are regularly updating and providing accurate
content.
(B) Policy scope
This policy governs all websites that represent
Bowling Green state university, are used to conduct official university
business or provide official university information. These websites include,
but are not limited to, all those under the domain umbrella
".bgsu.edu."
Related policies include the following rules of
the Administrative Code: 3341-6-07 "BGSU Information Technology
Services"; 3341-6-49 "BGSU Web Privacy Policy"; and 3341-6-57
"Web Accessibility Policy."
(C) Definitions
(1) Domain
name
An organizations unique internet
identity. The root domain is the web address and includes a domain name (BGSU)
and a name domain extension, or top-level-domain, such as .edu, .com, and
.info. Registration of a domain provides for the creation of subdomains,
websites and email addresses for an organization. Domains such as bgsu.edu are
owned by BGSU and managed by the office of information technology services.
(2) Domain
registrar
A company that manages the reservation of
internet domain names and internet protocol (IP) address assignments.
(3) Footer
The bottom section of a webpage, which is often
the same on every page of the website and typically contains copyright
information. The organization name, contact information and additional links
can also be added to the footer.
(4) Homepage
The introductory page of a website, which
typically serves as the front door to the domain. It is the page that loads
when you visit a web address that contains only a domain name. For example,
bgsu.edu is the homepage of the BGSU domain.
(5) Identity
guidelines
The university's identity guidelines
define the standards for using BGSU's logos and other graphic marks and
visual identity elements.
(6) University
business
The work performed as part of an
employee's job responsibilities; daily work and duties performed on behalf
of the university by faculty, staff, student workers, guests and other persons
whose conduct, in the performance of work for the university, is under the
direct control of the university, whether or not they are paid by the
university. This definition includes any email, calendar events, files or other
electronic business data created, stored, processed and/or transmitted that is
related to work performed for BGSU.
(7) URL
The uniform resource locator (URL) is used to
specify addresses on the web for all websites, pages, links, images, audio,
video, etc.
(8) Web integrity
team
The web integrity team, comprised of staff from
the office of marketing and brand strategy and the office of information
technology services, works with units across the university to coordinate the
content certification process.
(9) Webpage
A hypertext document on the internet. It can
include text, links, images, audio, video, etc.
(10) Website
A compilation of a set of webpages viewed with
a browser. It is a static content repository whose purpose is
informational.
(11) Web
application
An interactive program that requires
programmatic user input and data processing. It is a program that runs remotely
and depends on a backend for processing and data storage.
(D) Policy
All BGSU websites must adhere to the following
standards and criteria:
(1) Website
requirements
(a) Accessibility
In accordance with federal law and for
university websites to be viewed and used by the widest audience, all webpages
must comply with rule 3341-6-57 of the Administrative Code, "Web
Accessibility Policy."
(b) University identity
The full name of the university
Bowling Green state university must appear on every webpage, preferably
in the footer at the bottom of the page. For a suggestion on using the full
name of the university, see website footer requirements (paragraph (D)(2) of
this rule). The BGSU logotype must appear in the top of every webpage.
(c) Link to university-wide homepage
The top section of all websites officially
representing BGSU must include the university logo and link to the
university-wide homepage (www.bgsu.edu). This ensures that visitors to any
university webpage can navigate, if needed, to a consistent "home
base."
(d) Contact information
Top-level pages of websites must include a
clear way to contact the unit for additional information or to report problems
on the web page.
(e) Adhere to BGSU brand standards
The websites must follow the marketing and
brand strategy brand standards.
(2) Website footer
requirements
To ensure all university websites are copyright
protected, comply with federal accessibility requirements, and allow visitors
to navigate across the university, all university webpages must display the
following information at the bottom of the page in the webpage footer:
(a) A prominent link to the university-wide homepage
(www.bgsu.edu);
(b) A link titled "Accessibility Resources"
including events that links to our full accessibility statement at
https://www.bgsu.edu/accessibility.html;
(c) A link to the color contrast version of the website
that will switch the webpage style sheet and prevent color contrast issues;
(d) A link titled "Title IX Resources" that
links to Title IX office contact information; and
(e) A link titled "Nondiscrimination" that
links to the equity and compliance webpage.
(3) Website content
accuracy
The accuracy of content on BGSU websites is
critical as websites are developed and maintained. When offices and deparments
are developing their website, consider limiting it to information you can
effectively maintain and keep up to date. Proofread all content for accuracy
and spelling errors before it is published.
One or more website administrator(s) within the
unit must be designated as responsible for ensuring that all content on the
unit's BGSU's website is accurate, secure and timely.
Individuals who engage in any activity that
infringes copyright-protected materials may be subject to disciplinary action,
including the termination or suspension of access to information technology
resources.
The office of marketing and brand strategy
reserves the right to make any necessary edits on all websites, including
removing out-of-date content or entire webpages.
(4) Website content
updates and maintenance
The frequency of updates will depend on the
type of content, but websites should be reviewed at least each semester and
certainly annually. Maintaining accuracy and timeliness includes:
(a) Unpublishing out-of-date content, including documents
that are no longer relevant;
(b) Updating old photos, videos and images;
(c) Moving older content that must be maintained on the
website to an archive and/or clearly labeling it so visitors to the website can
tell that the information is for historical reference;
(d) Regularly checking the website for broken links and
updating accordingly;
(e) Adding and deleting faculty and staff from directories
as appropriate and searching throughout the website for other places where
employees might be listed and update accordingly;
(f) For academic units, considering whether a faculty
member's profile should be removed from your website if the faculty member
retires or leaves the unit.
(5) Advertising
BGSU does not allow advertising or sponsorships
on websites that students are required to access to complete their studies,
such as the web registration system, or that prospective students are required
to access when seeking admission to BGSU, such as application and financial aid
forms.
(6) Website
administration and management
All BGSU websites must use the university
provided content management system. This system follows the brand standards,
accessibility standards and proper two-step authentication.
(a) Designate a permanent BGSU employee in your department
to be the website administrator. This will ensure continuity with access to,
and control and oversight of, your website. This is helpful if you hire
students, temporary staff or consultants to develop and maintain your
website.
(b) Designate a backup website administrator for key
administrative and content editing roles.
(c) All website administrators must take an online training
course to gain access to edit the website.
(7) Assignment of domain
names for BGSU websites
The university standard is to use the bgsu.edu
domain for all web services that are administered by the university community
as part of the mission of the institution.
The office of information technology services
will administer the distribution of bgsu.edu subdomain names. It will use the
following two guidelines, as provided by the office of marketing and brand
strategy. First, the proposed subdomain name must be closely related to the
purpose of its website. Second, the intent of the website will be easily
understood by audience members who use the subdomain name.
If a university service can only be
administered through an external website, the service must be provided through
a website approved or contracted by BGSU.
If a non-bgsu.edu name is needed, a request and
justification must be supplied to and reviewed and approved by the office of
information technology services and the office of marketing and brand strategy.
The office of information technology services will define registration services
for non-bgsu.edu domains. The office of information technology services will
establish guidelines for non-bgsu.edu domain registrations.
Equity impact statement: the policy has been
assessed for adverse differential impact on members of one or more protected
groups.
