Digital Content and Publishing Guidelines

Every piece of digital content represents the University of Dayton. By its nature, distributed content management makes enforcement of standards an important and intensive task.

These guidelines apply to faculty, staff, and students of the University of Dayton and any holders of University of Dayton accounts who publish digital content, including webpages, portal content, blogs, videos, social media, emails, apps, etc., on behalf of the University. This document does not address content or usage of learning management systems, academic publications or any other online academic content.

Responsibilities and Expectations of Digital Content Contributors and Managers

Contributors and managers of University digital content represent the institution and are responsible for the information they publish on behalf of the University of Dayton. Content contributors and managers are expected to abide by the highest standards of professionalism and adhere strictly to the University’s policies, including but not limited to web privacy,  data security, information privacy, honorable conduct, web accessibility, URL assignments, and marketing and communications.

In addition, published content should follow the University brand, be accurate and appropriate; align with the University’s Catholic, Marianist identity; offer appealing, clear, and effective messaging and site navigation; comply with web accessibility; be of high-quality; and demonstrate good stewardship of University resources with well-executed, adaptable and sustainable technologies and content.

Training in the use of the University’s content management system, web style guidelines and standards, and web accessibility is required before gaining account access, editing rights, or publishing rights.

Requirements for Digital Content Creation

  1. University digital content must reside on a University-managed system such as, but not limited to Cascade, Luminis, Banner, NetX, or Google Apps. 
  2. Any University video must be hosted and distributed through an official channel - and adhere to certain guidelines for content, design and accessibility. Videos for marketing and communications purposes should be submitted via the video upload request form.
  3. Content published on behalf of the University of Dayton must use the University content management system or other University-approved digital platform.
  4. The creation and usage of URLs and domain names must follow the University URL Assignments Policy.
  5. Approval to publish a website or other digital content on University of Dayton servers is granted by the Web Management and Advisory Team (WebMAT) or persons authorized to grant access to University resources.

Compliance

The Web Management and Advisory Team provides support to content managers and units to assist in compliance with the University's web strategy, including web accessibility. The Web Style Guide and CMS User Guide is the authoritative source for navigation, content and style standards.

New sites are assessed for basic compliance before launch, for full compliance post-launch, and may be re-assessed at any time by WebMAT, the website accessibility coordinator, the chief information officer, or the vice president for marketing and communications. The group is authorized to require previously published sites to adhere to current standards.

If content is deemed non-compliant with any policy or guidelines, WebMAT may request the appropriate web content manager correct identified problems. If corrections are not made within an established timeframe, web publishing privileges may be revoked. In addition, WebMAT, the website accessibility coordinator, University Marketing and Communications, and UDit reserve the right to unpublish content that violates this or other University of Dayton policies or standards at any time without notice.

Final authority for all web content resides with the Web Management and Advisory Team which reports equally to the chief information officer and the vice president for marketing and communications.

Appeals

Written appeals may be directed to the chairperson of the Web Advisory and Management Team, or through the office of the chief information officer or vice president for marketing and communications. WebMAT will respond in writing within 15 days from receipt of the written appeal.

  • Assistant Provost and Chief Information Officer: Tom Skill
  • Vice President for University Marketing and Communications: Molly Wilson
  • Chairperson for WebMAT: Elizabeth Timmons, UDit Web Services Manager

Use of Digital Content

Use of www.udayton.edu

The domain www.udayton.edu is the official home page for the University and is the primary instance of the online brand and web strategy, setting the example for all sites targeted to either UD’s external or internal audiences.

Use of Social Media

Social media allows the University of Dayton to engage in ongoing, digital conversations with our constituents — students, faculty, staff, parents, alumni, colleagues, community leaders, fans and friends — about what is most important to them in the space where they are at. Such conversations must be responsible, thoughtful, respectful and uphold the standards of our Catholic, Marianist university. For more information, view the social media guidelines.

Use of Portal

The University of Dayton’s primary internal communication tool, Porches, is accessible by University account holders only. In order for the portal to function optimally for students, faculty and staff, the portal is the assumed single access point and/or repository for online content intended for internal consumption. Duplication or original publication of internal content on other sites is emphatically discouraged. Whenever possible, mixed-audience content should reside on a publicly accessible University content management system and linked from the portal. Other applications and hosts should be used only if no central content management system is available to meet the purpose of the content publication.

Use of Google Applications

When no other central tool is available for achieving the purposes of the content publication, Google Applications (including but not limited to Gmail, Documents, Drive, Groups, Sites, and Images) may be used. Sensitive content should not be published via Google Applications.

Use of Third-Party Applications

University content published via externally-operated applications must be treated in the same manner as any other University content, and it must abide by the requirements and guidelines of the relevant policies for data security, information privacy, honorable conduct, web accessibility, and marketing and communications.

Resources

Posted October 30, 2017

Contact

University Marketing and Communications

300 College Park 
Dayton, Ohio 45469 - 1303