UW-Green Bay Website Policies and Procedures
Approved: November 2001
Updated: April 2002, November 2003, May 2004, April 2009
Responsible Office: Information Services
Purpose of the University Web Site
The purpose of the University web is to access official University information, to disseminate and extend knowledge and to foster the free exchange of ideas. It is also a valuable asset for marketing and branding the University, for reaching and engaging key stakeholders, and for revenue generation.
Obtaining a Web Share (site, account)
Any UW-Green Bay affiliated department/organization, faculty/staff member or student is eligible for a university web share. A web share is space on our campus web server where the web site is developed and maintained. Users are granted access to their web shares through their network/logon account.
A department or organization may request a developmental web share. The department/organization accepts responsibility for the content and upkeep of the web page(s) within the context of the campus web policies and procedures, and identifies a contact person in the unit who is authorized to maintain the site.
The applicant develops the site on a local computer or network share. The completed site is submitted to the University Webmaster who will review it to ensure compliance with UW-Green Bay policy. When approved a web share is created on the web server and the applicant is notified that the site can go live.
Faculty, staff and students may obtain a personal web share by contacting CIT Help Desk at 465-2309 or firstname.lastname@example.org.
All departmental and recognized student organizational web sites must be housed on the University web server and are required to use the uwgb.edu domain. Other domain names such as .com, .net, or .org may only be used if approved by the Chancellor's Cabinet. (See Marketing URL)
Production and Support of University Web Sites
The University Webmaster is responsible for the design, production, maintenance, and oversight of UW-Green Bay's web site to further our mission of teaching and research. The Webmaster serves as the campus expert consultant on web publishing and the use of new technologies and innovations in the area of web development. This position works with academic departments, administrative offices, and student organizations to ensure the availability and professional presentation of information on the Web in accordance with our University Web Policy.
All individuals, departments, and organizations interested in contracting with a web developer not affiliated with UW-Green Bay must first offer their work order to the University Webmaster for consideration. This outside arrangement might be appropriate if the work cannot be done in a timely manner on campus or it involves technologies beyond those available to the University Webmaster. The work must be offered to outside web developers in accordance with state procurement rules. If the work is to be bid off-campus, the University Webmaster will play an active role in the communications with the off-campus developer. This will ensure that the off-campus developer abides by all campus web policies, that quality is maintained, and that the work is done in such a manner that ongoing support can be provided on campus.
The University Webmaster will enforce the policies and procedures stated in this document. Pages that do not meet the legal requirements of Federal and/or State regulations will be removed immediately from the web server until they comply with government regulations. Pages that do not meet the campus policy may be removed from the web server at the discretion of the University Webmaster. Those who need assistance in complying should contact the University Webmaster.
The Provost, with the advice of the Information Technology Council, will resolve disputes on issues or interpretation of policy.
Authentication and Reliability of Content Policy
This document therefore refers to multiple types of information the University routinely houses on its servers and presents policies and procedures to best present each of these types of information to users.
- Departmental sites: Information posted on University web servers by officially recognized academic or administrative units, programs and departments describing and supporting UW-Green Bay policies, programs, units and services.
- Instructional Support sites: Information posted on University web servers by faculty or staff in support of teaching and academic research.
- Student Organization sites: Information posted on University web servers by official student organizations.
- Unofficial sites: Information posted on University web servers by faculty, staff, or students that is not in support of teaching and academic research.
All web sites must be current, accurate and consistent. Departmental, Instructional Support and Student Organization sites must conform to UW-Green Bay Design Standards as outlined in this policy. Official information on the web requires the same scrupulous attention as does print publication. If the online document is not considered to be the official version, there must be an explicit disclaimer to inform users and a referring link to the official version of the text so that users may follow up with the appropriate source if so desired.
Free expression of ideas and the pursuit of knowledge are central to the academic process, therefore, faculty, staff, and students may publish freely and openly within the constraints of the University's Acceptable Use policies, and state and federal law, including copyright law.
The University tries to maintain a public image that best serves the academic and community service mission of the University. For the image to be effective and recognizable it must be presented consistently across all media, therefore this policy reinforces the graphic and editorial styles established by the University Style Guide (www.uwgb.edu/univcomm/styleguide).
To make the University web site easily identified to users, certain elements should consistently appear on all Departmental and Instructional Support sites. To facilitate effective and efficient access to campus web information, certain navigation elements should be incorporated into the design of the web pages. This will help to improve the inter-connectivity of the various web pages and help users identify sources of information, move around within the site, and save time.
- University Marks
It is imperative that users can readily recognize that they are in the University of Wisconsin-Green Bay Web site. Web pages should clearly identify that they are part of UW-Green Bay by using one of the Primary Institutional Identity Marks from the University Style Guide. These include:
- Phoenix Emblem above the Wordmark
- Phoenix Emblem to the left of the Wordmark
- Single-line Wordmark *
* An acceptable variation when vertical space does not allow is the single line wordmark.
The University Mark should be placed in the upper left quadrant of the screen and should be linked to the main page of the University web site.
Student Organizations are not required to use the formal University Marks, but must ensure that they are in compliance with the University Style Guide, in particular page 17. If a University Mark is used it must be linked to the main page of the University web site.
Unofficial sites may not display the University Marks. Users should be made aware that the content of the personal home pages does not represent the official views or policies of the University.
- Link to UW-Green Bay main page and other relevant pages.
All Departmental, Instructional Support and Student Organization sites must carry in the upper right corner of each web page the following links:
- www.uwgb.edu link: www.uwgb.edu
- search link: search.uwgb.edu
- departments link: www.uwgb.edu/deptpeople/
In addition, each web page should have a link to the individual site main page and links to any related University departments when appropriate.
To assist with compliance for items 1 and 2, all departmental and instructional support, and student organizations may choose to use an optional identity bar.
- Required identifiers and content
Each site should identify the department, organization or individual who is responsible for its information content. Contact information should appear on the bottom of each page and should include: e-mail, phone numbers, and mailing address. UW-Green Bay should be included in the footer/address information at the bottom of every page.
Academic departments are also required to have the following content areas:
- Program overview
- Faculty listing (including contact information, recent awards and publications, research interests, and links to their individual web sites and courses.)
- Link to the official Major and Minor requirements from the Course Catalogs.
- Link to the official Course Descriptions from the Course Catalogs.
- Advising information (with a link to Academic Advising)
- Internships and Scholarships
Academic departments may also include other information of interest such as information on careers in that discipline, graduate programs, alumni, projects by faculty and/or students, or departmental news.
- Page Titles
Each web page should have a descriptive, unique (non-duplicated) title that includes the name of the originating department or organization and UW-Green Bay. Suggested title format begins with the most specific title words, then more general, and then even more general. Example: <title>Specific Page | Department/Org | UW-Green Bay</title>
- Duplication of information
Web authors should link to information not originating from their department rather than duplicating information whenever possible. This will help ensure that users will see the most current information. Examples include the Course Catalog and Student Handbook.
Web pages should be reviewed and updated as often as warranted.
All text links should be clearly defined as a link, either by underlining or a contrasting color.
As outlined in the University Style Guide the school colors are green and white with a touch of red. Forest Green is the preferred color of green and should be used as the predominant color in web designs. The touch of red is to be regarded as optional. Hexadecimal values for our official colors are: Forest green: #003300; white #ffffff; and optional red #990000
Large areas of text should use the Times New Roman or Arial fonts, and the text size should be 10pt or 12 pt. Large blocks of text should be in a dark color on a light colored background. When emphasizing text use bold or italic rather than underlining the text, which can be mistaken for a link.
Web pages should not use frames. Pages using frames cannot be indexed properly, and navigation to and from frame sets can be problematic. Frames also make web pages more difficult to access for those using assistive technologies.
- Check Work
All information should be complete, accurate, and spell-checked. Web pages should be checked on multiple browsers (Internet Explorer, FireFox, Opera, and Safari) and platforms (Windows and Macintosh) before posting it to the web to maximize accessibility.
Web Server Storage
The campus web server should only be used to store files that are needed for the web site. The campus web server should not be used as file storage space for files not needed for the actual web site. This would include all non-web files, unedited images or video clips, or personal files. The IT Security Officer will periodically review storage utilization reports and file listings for the campus web server and will contact persons who may violate this procedure and request they remove the offending files or provide justification for their storage on the campus web server.
The University of Wisconsin-Green Bay is committed to providing equal access to its web sites and web-based information for all users. This includes persons with disabilities accessing the web through disability software/hardware.
Each University Unit is responsible for coordinating and achieving compliance with this policy for both the unit-wide pages and those pages created by or for individuals in the unit. This also includes ensuring that any web-based product from a vendor also meets minimum accessibility. UW-Green Bay University Webmaster may grant exceptions to this policy when compliance is not possible or requires extraordinary measures.
UW-Green Bay endorses the Section 508 of the Rehabilitation Act of 1973 (PL 93-112 Sec. 504, 29 USC 794) and the World Wide Web Consortium (www.w3c.org) guidelines as the standard for Web accessibility in compliance with the Assistive Technology Act of 1998 (PL 105-394, 29 USC 3001), and the Americans with Disabilities Act (PL 101-336, 42 USC 1201). All University web pages should be in compliance with Section 508 (http://www.section508.gov)
The purpose of a Marketing URL is to allow the department to advertise programs, products, and services by providing a customer friendly web address. The first step in seeking approval is to meet with the University Webmaster. The Webmaster will offer a "marketing" URL with "host header name change" if the use meets the conditions (see Conditions for a Marketing URL below.) All host header name changes will be in the form: xxxxx.uwgb.edu. The marketing URL will only be a point of entry and will redirect the user to the department's permanent URL on the campus web site.
Conditions for a UW-Green Bay Marketing URL
- Requests for a UWGB marketing URL will be considered on a case-by-case basis and approved by the University Webmaster. Denials may be appealed to the Associate Provost for Information Services.
- The department's web site must be in full compliance with the Policies and Procedures for the University Web Site.
- The marketing URL must be unique enough to indicate the UW-Green Bay unit or program involved.
- The marketing URL must be for programs or services of significant size within the department.
If the "marketing" URL will not meet the department's need, the Webmaster will provide an application to request permission for a different domain name. The department will submit the application to its Area Leader. If approved, the Area Leader will present the request to the Cabinet for final approval. If approved, the application will be forwarded to the University Webmaster who will see that the domain name is registered and that the department is charged-back for the registration fee. Documentation of the registration will be maintained in the offices of both Network and Infrastructure Services and University Legal Counsel. The Network and Infrastructure Services will renew the registration automatically unless told otherwise by the department. The department is obligated to cover the cost of registration renewal.
Conditions for a .com, .net, or .org URL
- Requests for a .com, .net, or .org URL will be considered on a case-by-case basis by the Chancellor's Cabinet.
- The department must have a significant off-campus audience and a reason why a marketing URL would not be appropriate for that audience.
- The department's web site must be in full compliance with the Policies and Procedures for the University Web Site.
- The URL must be unique enough to indicate the UW-Green Bay unit or program involved and must be approved by the Cabinet.
- The department must agree to pay for on-going renewal of the registration.
Hosted Web Services
Faculty and staff may serve as host web service providers for affiliated professional organizations. Hosting Academic Support Information and Unofficial Information on web sites is subject to approval based on site maintenance, currency and server capacity.
Confidential and Sensitive Data Storage
By default, any information stored on the campus web server is not secured and can be viewed by anyone. As a result, web sites should not collect and store confidential or sensitive information unless the data can be properly secured. Confidential data is identified in the Information Security Policy located at:
A review must be performed by the University Webmaster and the IT Security Officer before any web site is implemented that may have the need to collect confidential or sensitive information. If the security of the data cannot be assured, the data cannot be collected and stored on the campus web server. Web sites that do collect and/or store confidential or sensitive information will be reviewed annually by the University Webmaster and IT Security Officer to assess ongoing security for the data.
Any data stored within the web site must adhere to department, University, and/or State of Wisconsin rules for records retention and destruction.
Commercial Use and Advertising on the Campus Web Policy
For the complete policy, please see the University of Wisconsin System Policy on Advertising, Sponsorship and Links at http://www.uwsa.edu/fadmin/gapp/gapp43.htm.
- Advertising is any advertisement, signage, label, packaging, imprint, logo, sales promotion activity or device, public relations material or events, merchandising or other activity or communication that has the obvious intent of promoting or marketing a non-University product, service, event, or organization.
- Sponsorship is non-University underwriting of a specific University event, publication or special activity (such as a scholarship fund drive) that represents the equivalent of a gift-in-kind or a gift of money insofar as the non-University sponsor provides or pays for promotion, materials, awards, and/or other items or services of value related to the specific event, publication or special activity. Sponsorship or acknowledgments of sponsorship are not advertising as defined in this policy.
University faculty, staff and students may not use the campus web for personal gain. Advertising is a clear call to action. Advertising is a transaction in which a commercial enterprise purchases the opportunity to reach a target audience with their message using University media. Advertising on a university web page is not permitted. It is permissible to offer a simple text link to commercial web sites. Acknowledgment of sponsorship is also permitted within the limits set forth by UW System policy. Non-University advertising is prohibited except where the chancellor or his or her designee has determined that special circumstances exist which warrant granting an exception to the general prohibition on advertising.
Sponsorship will be limited to: the name of the sponsor, the purpose to which the sponsorship was directed, the sponsor's location geographically and on the Web, non-comparative or value-neutral descriptions of the products or services, a sponsor's institutional goals or a public service message, a sponsor's brand or trade names including depiction of the same, a sponsor's bona fide text or visual logo, the length of time the sponsor has been in business or the date its business commenced, and the sponsor's telephone number. For additional information, please refer to the UW-System Policy on Advertising, Sponsorship and Links on the Web.
Other Restrictions and Limitations
As a general principle, the web should offer the same freedoms and restrictions that apply in the non-web environment. Academic freedom exists on the web just as in the classroom and established University policies regarding defamation, hate speech and other restrictions apply equally to the Web.
All web accounts must comply with the UW System policies, Wisconsin laws and Federal laws as cited below. The full text of these documents is available in the Cofrin Library.
- Ethical standards of conduct for the appropriate use of one's University position and University resources are established for faculty and academic staff in Chapter US 8, Wisconsin Administrative Code, and for classified staff in Chapter Per 24, Wisconsin Administrative Code.
- Chapters US 14 and 17, Wisconsin Administrative Code, establish standards and disciplinary processes relating to academic and nonacademic misconduct by students, including prohibitions on disruption of University activities, damage to University facilities, harassment and similar matters.
- Chapter US 18, Wisconsin Administrative Code, governs conduct on University lands, and applies to all members of the University community. Chapter US 21, Wisconsin Administrative Code regulates the use of University facilities.
- Section 943.70, Wisconsin Statutes, defines and prohibits certain computer crimes.
- Chapter 11, Wisconsin Statutes, restricts the use of state facilities for political activities by state employees.
- Title 17, U.S. Code contains the federal copyright law that applies to materials published or circulated through the use of computing resources. Web authors must take care not to incorporate copyrighted designs or materials without permission from the copyright owner. For clarification review the Digital Millennium Copyright Act (DMCA) at http://lcweb.loc.gov/copyright/legislation/dmca.pdf.
- The federal Family Educational Rights and Privacy Act restricts access to personally identifiable information from students' education records.
Web authors are responsible for understanding and observing these and all other applicable policies, regulations and laws in connection with their use of the University's information technology.