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Web Policy

Category Marketing and Communication
Type Policy
Approved by Vice-Chancellor, 5 September 2011
Date Policy Took Effect 6 September 2011
Last Approved Revision
Sponsor Deputy Vice-Chancellor (External Engagement)
Responsible Officer Head, Web Services
Review Date 6 September 2016

Purpose

This Policy provides a set of Principles that applies to the University of Otago’s web presence, which includes any online information or service purporting to represent all or part of the University of Otago.

Organisational Scope

University-wide

Definitions

Web presence: The University’s web presence includes any online information or service purporting to represent all or part of the University of Otago including, but not limited to, websites, blogs, microblogs, social networks, virtual worlds, media sharing and portals.

Heads of Departments refers to Heads of Departments, Directors of Centres and Research Groups, and Directors of Service Divisions.

Web Contact Person: To assist with the ongoing support and monitoring of the many University web based resources, Heads of Departments should designate a single contact person who can direct queries on content and technical issues to the appropriate person for action.

Te Reo Māori refers to the Māori language.

Te Ao Māori means the Māori world or a Māori worldview.

Kaupapa Māori means any particular plan of action created by Māori, expressing Māori aspirations and expressing certain Māori values and principles.

Social media is the creation, dissemination and exchange of user-generated content in an electronic and online setting using (but not limited to) blogging, microblogging, media sharing, social networks and virtual worlds.

Policy Content

1 Scope

The University Web Policy is framed within the University of Otago Strategic Direction, the Web Strategic Plan and the Māori Strategic Framework, and applies to the University of Otago’s web presence.

The Web Policy applies to a Unit, Group, Centre or Department that is a part of, or owned, managed and staffed by the University, or run by funding won under the auspices of the University, irrespective of whether the website is hosted on University servers or otherwise.

Joint venture collaborators are strongly encouraged to use this Web Policy as a reference from which to develop their own Web Policy.

This Web Policy sets out long term policy and principles. The associated Web Guidelines are regularly updated to provide information relevant to a rapidly changing web environment.

2 Governance

The Web Policy, sponsored by the Deputy Vice-Chancellor (External Engagement), is developed by the Web Advisory Committee, which has representatives from:

  • School of Business/Division of Commerce
  • Division of Health Sciences
  • Division of Humanities
  • Division of Sciences
  • Academic Services
  • Information Technology Services
  • Marketing and Communications Division
  • University Library

Heads of Departments, through their designated Web Contact Person, manage compliance with the principles of the Web Policy to maintain the integrity of the University’s web presence. To facilitate the interpretation and application of these principles, Web Services provides services to assist Heads of Departments and their Web Contact Persons.

Policy  
  
Head of DepartmentAdvice and assistance
 
Web Contact Web Services
 
Web PresenceMonitor

3 Principles

The University of Otago’s purpose for its web presence is to provide a usable, informative, and up-to-date online presence that represents and promotes the teaching, research, values, and culture of the University of Otago to all its students, staff, colleagues and external users.

To achieve this purpose the University requires the following principles to be observed. Each principle has associated guidelines (University of Otago Web Guidelines) which will be subject to regular review initiated by the Head of Web Services.

3.1 Content

The University must maintain a high standard of communication through its web presence by managing the publishing, monitoring and maintenance of content and functionality, and the appropriate archiving of content:

  • Content will be up-to-date, accurate, and appropriately archived.
  • Where practical, content will be sourced from primary authoritative sources.
  • Content will be conveyed clearly and unambiguously in a tone appropriate to the audience and consistent with the image and reputation of the University.
  • Content will be delivered in an appropriate format for its intended audience.
  • Te Reo Māori, Te Ao Māori, and Kaupapa Māori will be an integral part of the web presence.
  • Content of a confidential or sensitive nature will be restricted to the appropriate audience.
  • Content should be hosted on and served up through the University’s network.
3.2 Technical

University of Otago web sites and online applications will commit to web standards that are current, and practically applicable, and to syntactically correct code. Adhering to these standards makes it possible to create web sites and online applications that are accessible, sustainable, flexible and robust.

3.3 Security

Best practice security will be applied to the University’s web presence. Security of the University web presence is of paramount concern in that insecure web sites and online applications can cause significant damage to the University. The Manager, Information Security Office, can take appropriate steps to restrict access to, or take down, web sites or online applications where those sites or applications pose considerable risk to the University.

3.4 Accessibility

The University has a moral and legal obligation to make appropriate information and services available to all web users, including those with disabilities or impairments, and will commit to a high standard of accessibility, aiming to meet or exceed the goals set by the New Zealand Government Web Standards.

3.5 Social Media

The creation, dissemination and exchange of user-generated content in an online setting presents special challenges to the University’s web presence, and the monitoring, moderating and maintenance of social media will be managed to ensure that the reputation, standards and policies of the University are maintained.

3.6 Legal

All participants in the web presence must comply with the laws of New Zealand.

3.7 Branding

The University of Otago is made up of many smaller entities, each with their own unique characteristics. However, as part of the University, the entities contributing to the University’s web presence will reflect the University’s broader values and culture, convey the University’s brand, and be clearly identifiable as a part of the University.

4 Monitoring and Compliance

4.1 Heads of Departments are responsible for managing compliance with the principles of the Web Policy to maintain the integrity of the University’s web presence.

4.2 Web Services is responsible for providing services to assist Heads of Departments to comply with the Web Policy.

4.3 The Head of Web Services (in conjunction with the relevant Head of Department or senior University officer) is responsible for taking appropriate steps to remove content and/or functionality that may result in legal liability or damage to the reputation of the University.

4.4 The Manager, Information Security Office (in conjunction with the relevant Head of Department or senior University officer where appropriate) is responsible for managing the process of taking appropriate steps to restrict access to, or take down, web sites or online applications where those web sites or online applications pose considerable risk to the University.

Related Policies, Procedures and Forms