(1) This document describes the University of Western Sydney's web page publishing policy. The policy, which has been approved by the Vice-Chancellor, is applicable to anyone intending to publish a web page on any University owned or controlled web site. The aim of the policy is to have a coherent and cohesive web site that adheres to publishing standards. The web site should facilitate navigation by a diverse range of user groups and should therefore, transcend organisational structure. (2) Nil. (3) The University considers web publishing to be a key strategic resource for communication, teaching, research, marketing, and administration. The appropriate use of this technology by the University community is encouraged. However, the University reserves its right to define and limit the terms of use of its website. (4) University resources may be used to create and publish web pages where the purpose and effect of the published information is in support of the University's mission. This means that the content of web pages hosted on University resources must relate to the official activities and functions of the University or relate to the official role of members of the University community. (5) Individual staff web pages may contain content related only to the staff member's academic or professional activities, functions and responsibilities as a University staff member. Content not relevant or related to these categories is not permissible, and may be removed by the University from the website. Refer to Part C, Part D and Part E of the policy for details of content and activities that may not be published on the University's web site under this policy. (6) The University of Western Sydney (UWS) web site will be developed and maintained in accordance with the policies and procedures determined from time to time by the Web Governance Committee, chaired by the Deputy Vice-Chancellor International and Development. The management of the web site will be the responsibility of a Web Management Team comprising representatives from the Registrar's Office and Information Technology Services, and chaired by the Executive Director, Engagement and Partnerships. A system of sub-site managers will be responsible for ensuring that content in their areas is current and complies with this policy. Sub-site managers will commission web page(s) from web authors whom they nominate to have access to a test site for web page development. Upon finalisation of the web page(s), the sub-site manager will certify that the information is fit for uploading to the UWS web site. (7) All information published on University web servers must be authorised by a sub-site manager. This is to ensure that information is kept accurate, relevant and consistent with the University's web publishing policy. The relevant sub-site manager will authorise the Web Development Officer (Office of Engagement & Partnerships ) via the Management Team to upload the pages. (8) Sub-sites are defined to be the web pages and related information published within a designated area of the web site. Some sub-sites may be formed around an organisational unit (e.g. Colleges, Schools and Research institutes and centres) while others would be based on web site audience groups or functionality (e.g. Prospective Students, Library). (9) The sub-site manager will be a staff member who takes overall responsibility, for the content and appearance of the web pages published in their area. Authors of sites are, however, accountable for ensuring that content is in accordance with the requirements of this policy. The appointment of sub-site managers will be made by relevant Executive Dean or Deputy Vice-Chancellor. The Executive Director, Engagement and Partnerships will be the University Site manager, responsible for the upper pages of the web site. The sub-site managers will be senior staff members of the designated areas, with authority and resources to keep the sub-site current, and to certify compliance of the site with University policies. (10) The University will enforce its publishing policy and reserves the right to take appropriate action under its relevant policies and procedures where breaches occur. Authors may be asked to modify their pages to comply with the policy and, if necessary, inappropriate pages will be removed. (11) The Executive Director, Engagement and Partnerships acting on behalf of the Vice-Chancellor, will be the authority determining whether a web page is appropriate for the University's public web site. There exists a right of appeal to the Web Governance Committee of the University, in matters where there is dispute related to academic content. The decision of the Web Governance Committee will be final. (12) The role is described in more detail as follows. (13) The primary role of sub-site managers is to ensure that the web pages published in their designated area of the site comply with the University's web publishing policy and page design guidelines. Sub-site managers will be responsible for: (14) Sub-site managers will also typically: (15) The sub-site manager must be a senior staff member or reporting directly to a senior staff member for the purposes of web site management. However, this would not preclude external people from creating or coordinating University web pages, provided that a designated staff member accepts ultimate responsibility for the information published. The sub-site manager, and any person publishing material on the University's web site, will have a responsibility as an employee of the University to ensure that these functions are carried out in accordance with normal conditions of employment. (16) The Executive Director, Engagement and Partnerships will convene regular meetings of sub-site managers (not less than 4 per year) to discuss issues and problems pertaining to web development. (17) The University will maintain a table of designated sub-sites and the Senior Executive of the University responsible for the site areas and nomination of sub-site managers in accordance with the Web Publishing and associated policies. This table will be published on the web. (18) The Web Development Officer (Office of Engagement & Partnerships ) will maintain a register of sub-site managers and authorised web authors. (19) Web-based publishing has an important impact on the reputation and standing of the University and must therefore occur in the context of an official policy framework. The following principles and requirements apply to all information published on the University's web resources. (20) In addition to being relevant to the University's mission, any material published on University resources must take into account the following requirements. It is the role of web authors to ensure that these requirements are incorporated into the pages that they author. It is the role of the sub-site manager to enforce these requirements. (21) Web authors are required to build web pages with software that is supported by the University, using the templates determined by the Web Management Group. (22) Obsolete and inaccurate information damages the reputation of the University. All publishers of web pages have a responsibility to ensure that their information is accurate and timely, or to remove it from a University web site if it becomes out of date or misleading. (23) Information published on the UWS web site should be extracted where appropriate from official corporate databases (e.g. course content, subject descriptions etc). (24) Web pages should use inclusive language. The use of demeaning or offensive language is prohibited. (25) Web pages should be constructed in accordance with technical and appearance guidelines published by the University. The Office of Engagement & Partnerships oversees all design work and is responsible for providing and enforcing a single design style and the use of style templates to ensure consistency of presentation. (26) The web site should comply with international standards for access. (27) The web site will not contain content that exposes UWS to ridicule or risk in the conduct of its core business and its legal and ethical obligations. Web pages published on the University web site must not: (28) It is the responsibility of the author to ensure that his/her published material complies with these requirements. Pages deemed to contain inappropriate material which breaches one or more of the above protocols will be removed from University resources and may lead to disciplinary proceedings under the applicable employment agreement or Code of Conduct. (29) Web pages must not contain 'copyrighted' material, including images, text and software, without the written consent of the copyright owner. (30) Advertising on the UWS web site for the purposes of commercial gain is not permitted. For example a sub-site cannot run advertisements as a revenue-raising venture. (31) University resources may not be used to publish web pages for private commercial gain, including for private consultancies or businesses. Staff or students seeking to advertise a consultancy service that is not of a private nature should obtain approval from the Pro Vice-Chancellor (Research) or the Director, Innovation & Consulting. (32) Web pages must not include software (such as page hit counters) that carries 'built-in' advertising. Mention of a sponsor's contribution is permissible, where the sponsorship is for an activity relevant to the mission and goals of the University and relevant to the content of the web page. The inclusion of links to the web site of companies sponsoring official University conferences/projects is permitted. (33) Web pages may contain an acknowledgement of sponsors of University supported projects, provided that appearance of the acknowledgement is in keeping with the University's web page design guidelines. Other forms of commercial advertising on the web are not permitted. (34) Notwithstanding the above, mention of sponsors' names is not allowed on the main entry-points to the site (e.g. UWS Home Page). Sponsorship credits should be restricted to a specific linked page. (35) Where permitted, a sponsor's name or company logo should not exceed an area of 460 by 60 pixels. Where HTML text is used (as opposed to graphic images) the font size should not be larger than +2. See also the supporting document on web page design guidelines. (36) All web pages containing potentially promotional references to external organisations or individuals should be referred to the Executive Director, Engagement and Partnerships for approval. Mention of the particular software that was used to create a web page is not appropriate nor are links to the personal or business pages of the web authors. (37) The University has a potential liability for any information it publishes on its web site. Advice from the Australian Vice-Chancellors' Committee (now Universities Australia) suggests that, subject to any contrary legislation, universities may publish electronic information on behalf of other organisations. However, (38) Revised Policy on Allowed Access to AARNet (Provision of Carriage Services) (39) The University may permit the hosting of web pages for external organisations where there are close demonstrable links with the organisation. The nature of the information published must be consistent with the University's web page publishing policy, related to the mission and goals of the University, and meet all the criteria in the hosting policy. (40) These principles apply to all web pages hosted for external organisations on any University owned or controlled web server, regardless of whether or not the content is linked to the main University server and web pages. (41) Applications to publish web pages on behalf of external organisations should be sent to the Executive Director, Engagement and Partnerships. An application should outline the: (42) Applications will be assessed in terms of the extent to which the proposal meets with the above criteria as well as any possible adverse technical implications and any central costs. The cost to Colleges, Schools or Divisions in producing the web pages will not normally be a factor in determining their suitability for publication on University resources. (43) In the case of a successful application, the sub-site manager will sign acceptance of the responsibility for the information so published, and agree to abide by the University's web publishing policies and any legal restrictions on activity on the web site that may be imposed in accordance with the University's internet access arrangements. (e.g. AARNet agreements, telecommunications legislation). (44) Strict control needs to be in place over the hosting of pages, and this is the responsibility of the sub-site manager of the site hosting the page(s). It is important that the University does not publish material in circumstances where it has no control over the content. Advice from the AVCC is to: (45) Proposals to host pages on behalf of external organisations should be sent to the Executive Director, Engagement and Partnerships, who will review and authorize applications. Information hosted for external organisations must abide by the obligations of the Copyright Act, the Trade Practices Act, the ESOS Act, and Anti-Discrimination Legislation (both State and Commonwealth). Commonwealth legislation affecting the provision of web page content may determine the University's future ability to host web pages. (46) Web pages cannot be used to undertake any illegal activity or to publish information or files that may compromise the normal functioning of the University. (47) A list and/or links to other relevant documentation is provided on the Associated Informations page. (48) Nil. (49) Nil.Web Publishing Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Part A - Web Site Management
Role of Sub-Site Managers
Part B - University Sub-Sites
Part C - Publishing Requirements
Current and Accurate Information
Language
Appearance
Unacceptable Content
Copyright
Part D - Web Page Advertising and Sponsorship
Part E - Hosting Web Pages on Behalf of External Organisations
Background Information
Hosting Policy and Principles
Part F - Review and Approval Process
Part G - Other Activity
Part H - Related Policies
Section 4 - Procedures
Section 5 - Guidelines
View Current
This is not a current document. To view the current version, click the link in the document's navigation bar.
This policy is currently under review - for details contact Angelo Kourtis, Executive Director, Engagement and Partnerships.
"AARNet Members must abide by the obligations of the Copyright Act and Trade Practices Act, particularly where these Acts apply to electronic publishing and provision of information. AARNet Members should not publish material in circumstances where they have no control over its content, and which could result in AARNet Members being liable."