Last updated 25 January 2024
By editing the University of Otago’s website, you confirm that you have read and reviewed this Agreement and that you agree to comply with its terms.
If you do not want to be bound by the terms of this Agreement, you are advised to not make edits on the University of Otago website. Marketing Services, External Engagement only grants editing access of this website to those who have accepted these terms.
As an editor, you are provided access to the content management system (CMS) to make minor changes to your own web content, such as updating factual information.
More significant changes should be sent to the web team at web@otago.ac.nz. Please see the table below for more details about what constitutes a minor change.
Changes made to the site should align with the University’s Web Policy and web best practice. Any requests that do not align with these cannot be approved. Content Editors will be advised with a note explaining the issue.
Review the guidelines that outline minor changes
Common issues that have been identified
Major changes to webpages
These should be submitted to web@otago.ac.nz for the Web Team to action, as they need to meet a wide range of regulatory and design standards.
Out of date information
The website should only include up to date and relevant information.
Archival or historical information
The website is not an archive or record of University information or activities. Past information should be stored elsewhere, according to the Information and Records Management Policy. The University’s established platform for this material is OURDrive.
Removing links to assets
To completely remove a file, both the link and the file itself need be deleted this is to avoid broken links. Please email web@otago.ac.nz for these requests.
Uploading images and documents*
New or updated images and files should be submitted to web@otago.ac.nz, to ensure they meet regulatory and design standards.
* Some editors may have additional rights by special arrangement.
Including comments when applying for approval
When you make a change and Apply for Approval, please use the comment box to explain what changes you have made. This will help the Web Team easily identify, review and approve your changes.
Duplicating information
Do not duplicate information taken from other webpages, instead link to the relevant page. This ensures there is one source of truth and reduces the risk of outdated information.
Editing the home page of your sub-site
Do not edit the home page of your sub-site. This content adheres to the marketing strategy and information architecture which has been determined for the entire site.
Contact us
If you are ever unsure whether a change is appropriate, we encourage you to contact web@otago.ac.nz before editing the website.
Also, for administrative purposes, departments must inform Web Experience if content editors move or leave roles.
Email web@otago.ac.nz
Guidelines for University of Otago Content Editors
| Content Editors | Web Experience Team | Outside web policy |
|---|---|---|
| Correct dates | Create new pages | Create or maintain past events, news or other outdated information |
| Correct contact details | Upload/replace images | |
| Correct factual information | Upload/replace documents | |
| Basic WYSIWYG formatting | Change page structure | |
| Add upcoming events | ||
| Add current news items | ||
| Remove pages or files | ||
| Update official University of Otago information: subjects, qualifications, programmes or papers | ||
| Make any other other content changes on your site |