Web Policies and Procedures
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I. Introduction

This document describes policies and procedures for Drake Law web publications. These policies, procedures, standards, and regulations are put into place to properly maintain and secure information; maximize the effectiveness of the official Drake Law site as a tool for recruitment, retention, and promotion; establish a consistent model for presentation and navigation; and ensure that information is secured from unauthorized access, modification, or damage by unapproved sources. These policies amend and affirm the Drake Website Policies and Procedures.

The role of the Law School IT Department is to plan the strategic development and use of the web at Drake Law School, steer priorities for resources, as well as establish, govern, and enforce policies and technical standards. The objectives of these policies and procedures include:

  1. Provide accurate and timely information about Drake Law School that is easily accessible to the Drake community and its external constituencies.

  2. Maximize the effectiveness of official Drake Law content as a tool for recruitment, retention, and promotion.

  3. Enable the Web to be used for the teaching, learning, research, and service missions of the Law School.

  4. Provide opportunities for creative use of the Drake Law websites by students, faculty, and staff, while maintaining a consistent look and feel.

II. Classes of information on web publications

Law School webpages and publications fall into one of two categories: those that contain official information and those that do not.

"Official information" is information that commits the University to offering specific courses, programs, etc. or any other service (e.g. Alumni, Admissions, Academics, etc.), facility, or activity. Academic information created by faculty for teaching and research purposes is also official information, though faculty may wish to create personal non-official pages for course use only. All official Law School webpages must exist under the www.law.drake.edu site.

All other information, such as that on student organization pages, personal pages, etc. is “non-official” and should be hosted from the students.law.drake.edu or facstaff.law.drake.edu sites. Non-official pages for course use may be hosted from other course management systems if approved by the IT/Web Specialist.


III. Characteristics of official information and pages

  1. The following apply to all official pages:

    1. Content on these pages is owned by Drake Law School and must be hosted on the www.law.drake.edu site.

    2. The content on all pages must conform to Drake’s Acceptable Computer Use policies for students, faculty, and staff.

    3. Pages must also be in compliance with Drake’s Right to Privacy policies for personally-identifiable information for students, faculty, and staff.

    4. All new pages created must be accessible to those with sight and hearing disabilities.

    5. Links to external pages from official pages are required to open into a new window.

    6. The appearance of pages must follow the Drake Law School branding guidelines.

    7. These pages must include a footer with copyright details, the name of person responsible for the page, and the “Last Modified” date.

    8. Pages must follow the approved naming conventions.

  2. The following additional requirements apply to the Law School website as a whole:

    1. A link to information on the benefits to be gained from a Drake Law education. This may include graduates’ job opportunities and be illustrated by alumni profiles where appropriate.

    2. Links to pages that describe the Drake Law services available to students to help them graduate successfully and find jobs in their chosen careers.

    3. Drake Law School may wish to provide links to relevant student organizations and activities of particular interest to law (which may be on official or non-official pages). They may also wish to include other information of interest to current and prospective students.

  3. The following apply to official academic pages. They should meet the rules for all official pages, plus the following functional requirements:

    1. They contain curriculum information, including course descriptions and their prerequisites, and graduation requirements for majors and concentrations.

    2. The pages should contain departmental information with links to pages maintained by faculty on their courses, research, etc.

    3. There should be pages where students can determine any general academic requirements of their school or college and of the Drake Curriculum. These pages are part of the catalog, referenced from multiple other pages, and hence must be in the Content Management System.

    4. Department and program pages must have contact information for visitors seeking more information.

    5. These pages may also contain links to pedagogical systems, software and information controlled by faculty teaching those courses.

    6. At the request of a faculty member, space may be provided on schools’ and colleges’ servers for pages created by students as part of a course. By default, student pages will be deleted from the server three months after the end of a semester. If faculty members want the pages to remain longer, they should specify the required time to the System Administrator. Faculty should remind students at the end of the course how long their pages will be kept on the server. It is the responsibility of students to copy their Web pages to their own computer if they wish to archive them.

  4. The following apply to all department pages.  They should meet the rules for all official pages, plus the following functional requirements:

    1. Pages describing the general function of the department, and the services it provides to faculty, students, staff and other constituencies.

    2. Information on how each group of constituents can access those services.

    3. The pages should contain departmental contact information with links and titles to personnel within the department. All official information must reside on official pages with the characteristics and capabilities listed above. The simplest way to ensure they do this is to have all pages in the Law School Content Management System.

IV. Characteristics of non-official information and pages

Non-official information (student organizations and other non-official information) is to be placed on non-official pages.

  1. These pages are not owned by Drake, but by the organization or individual who created them. Drake shall not be liable or responsible for any information or content on these pages. The page must carry a disclaimer to that effect and may not be hosted on the law.drak.edu website.

  2. Links to external pages are required to open into a new window.

  3. If a student organization wishes to be linked from an official page, it must be registered with the IT/Web Specialist.

  4. Personal pages created by students not as part of a course are non-official pages.

  5. The content on all pages must conform to Drake’s Acceptable Computer Use policies and Right to Privacy policies.

V. Managing the law.drake.edu namespace

  1. Root level directories are determined and assigned by the IT/Web Specialist.

  2. Virtual directories can be created for quick access to official content but may not be used for unofficial or personal pages. Virtual directories will be established by the System Administrator

  3. Names must adhere to Drake Law’s naming conventions.

  4. The IT/Web Specialist will maintain a current site map and all the current links for official pages. Therefore, content contributors must notify the IT/Web Specialist if they wish to have links from official pages or if they subsequently change the addresses of those pages linked in this way.

  5. Disputes about such links will be settled by the System Administrator.

VI. Branding and Conventions

  1. Layout
    All pages within the law.drake.edu namespace must utilize the current web template for framework. This includes a header, subheader with the page title, breadcrumbs, left-side navigation and page content, plus footer with copyright and contact information. The header offers top navigation with search, the Law School logo, and the main menu system. Only the “Why Drake?” marketing page may exclude left-side navigation.

  2. Design
    All images within page bodies should be shadowed, consistent with style sheet definitions. Heading sizes have been defined for information organization. For example, H2’s should be used for top levels and H3’s for second level headings. Questions regarding design should be directed to the IT/Web Specialist.

  3. Navigation System
    The header’s main menu system plus left-side navigation present the site’s information architecture. Left-side navigation offers three levels of links: top level links should reference an over-arching topic, and must link to a landing page, while second and third level links in left-side navigation provide a tree-view and parent-child relationship. The main menu system found in the header displays top level links from the left-side navigation. The information architecture is established by the System Administrator and IT/Web Specialist in consultation with department heads.

  4. Breadcrumbs
    Breadcrumbs highlight the relationship of page content and can be used for backward navigation within a subject or field. Content contributors must specify page relationships in their content to appropriately form the page’s breadcrumb. Content contributors should notify the IT/Web Specialist if new pages are created to ensure breadcrumbs are accurate.

  5. File System Structure
    The structure of the web sites file system is established and enforced by the System Administrator and IT/Web Specialist.

  6. Page Identification
    Pages within the law.drake.edu namespace utilize page ID’s unique to each folder. Page ID’s must be in camelCase, no more than 25 characters in length, be alphanumeric without special symbols, and closely mirror the actual title of the page (e.g., “registrationMaterials”).

  7. Document and Image Naming
    Documents and images linked from pages hosted under the law.drake.edu namespace must exist in docs/ or images/ folders within the page’s containing folder of the same domain. Documents and images must be named by the calling page’s ID, followed by a hyphen, and concluding with a brief description of the document or image, all in camelCase (e.g., “registrationMaterials-landingPhoto.jpg”). This naming convention facilitates eased tracking and identification of relationships between pages and page resources. In certain circumstances, two pages will need to reference the same document or image. To accomplish this, the file should be duplicated and named in compliance with the above convention -- each with the page ID at the beginning of the file name.

  8. File Types
    Original content should be maintained within the Law School’s Content Management System rather than presented as a link to a document. This is to retain the look and feel of the site design consistently across all pages. Web pages may link to Word documents, Excel spreadsheets, PowerPoint presentations, and Adobe PDFs where appropriate. Approved image types include JPG, JPEG, GIF, and PNG.

  9. Page Titles
    Page titles should be descriptive, no more than 40 characters, in Proper Case (e.g., “Registration Materials”).

  10. Links
    Link labels should mirror the title of the destination page. When linking to documents or resources that exist externally, www.law.drake.edu will open the link in a new window. For official pages, reference section 3; for unofficial content, reference section 4.

  11. META Attributes
    META attributes are used by search engines to locate and place web content. Content contributors must enter META keywords and descriptions as well as indexing attributes. Keywords contain phrases that are not specifically mentioned within the body but help identify the content; the META description should be no more than 256 characters, offering a description of the page purpose or content. Indexing attributes, such as Archive, Follow, and Index, are used by search engines to determine, respectively, if a page should be archived for historical access, if links from the page should be followed for reference, and if the page itself should be available for access in a search.

VII. Content Management Users

  1. Responsibilities of Content Contributors
    A content contributor is the person who has responsibility for the content on the pages assigned to them. In practice, the maintenance of the page will be done by the assigned faculty, staff, or student.

    1. The content of a page is the responsibility of the content contributor. Pages must follow the Acceptable Computer Use Policies for students or for faculty and staff depending on who maintains the page. Pages must also follow the Family Educational Rights, Privacy Act for information about students (Section G of the Student Handbook), and law school Branding and Convention policies.

    2. The content contributor has the responsibility to ensure that official pages are maintained with current and relevant information.

    3. Should a complaint be made that a site’s pages violate policies, refer to Section 10.

    4. All links need to be verified for accuracy and operability on a regular basis.

    5. All official law school information must reside on the law.drake.edu namespace. See Section II for classifications of information.

    6. If a content contributor has provided referral links to other pages and those pages are found to be non-compliant, the content contributor should ensure that such pages are unlinked from their own pages until they are brought into compliance.

  2. Content Approvers / Site Administrators
    The approval process is in place to ensure all pages are in compliance with the Web Policies and Procedures and adhere all guidelines.

    1. The IT/Web Specialist is the official content approver for all pages under the law.drake.edu namespace. All pages must be submitted through the approval process and be approved by the IT/Web Specialist.

    2. Should a page not adhere to Branding and Convention requirements stated in Section 6, the IT/Web Specialist will bring the page into compliance or notify the requesting content contributor that the page is not in compliance and remove the page until the content contributor brings the page into compliance.

    3. The IT/Web Specialist and System Administrator are responsible for establishing and enforcing the file system structure and website navigation for the law.drake.edu namespace.

VIII. Infrastructure

Official pages must reside on physically secure and environmentally protected servers with the following policies:

  1. The only users permitted login accounts to the Content Management System are those authorized by the System Administrator or IT/Web Specialist at the request of an official page owner.

  2. These servers must have redundant power supplies and be connected to an uninterruptible power supply. They must be configured with mirrored system disks and redundant disks.

  3. The System Administrator is responsible for maintaining patch levels appropriate for the Law School and that protects the rest of the campus.

  4. The System Administrator will periodically run scans of systems within the firewall and work with department heads to identify changes needed to keep their systems secure.

  5. Secure servers must be kept on a regular and appropriate backup schedule, as defined in the unit’s Business Continuity Plan. The backup media must have a retention schedule and off-site storage procedures that comply with their unit’s Business Continuity Plan.

  6. Secure servers must be within the Drake firewall or, if they are outsourced, the service provider must by contract meet these requirements.
Should a unit that hosts its own website have difficulty meeting these requirements, please contact the System Administrator to discuss options.


IX. Copyright and Licenses

  1. Official pages

    1. Content on these pages is owned by Drake Law School and must be hosted on the www.law.drake.edu site.

  2. Unofficial pages

    1. Page creators (or their designees) should assert copyright when they own it.

    2. Page users must not violate the copyright of pages they are reading or using. (This is also covered in the University’s Acceptable Use of Technology Policy).

    3. Page creators (or their designees) are responsible for complying with all relevant copyright laws, including but not limited to those laws outlined in the Acceptable Use policy.

X. Compliance and Sanctions

The IT/Web Specialist has responsibility for monitoring compliance with this policy document when they receive reports or complaints about possible breaches. If the IT/Web Specialist believes the complaint is justified and that a page is not in compliance, the System Administrator will ask the content contributor to make changes to bring it into compliance.

  1. Students

    1. If a complaint is made about alleged breaches of policy by students’ web pages, the Associate Dean will speak with the students and try to reach a solution.

    2. If a solution cannot be reached, a complaint will be filed according to the Code of Student Conduct.

    3. If the Dean’s Office agrees that the page is in violation, the page owner will be asked to correct the problem, and the System Administrator and IT/Web Specialist have the power to enforce that decision by unlinking the page(s).

    4. Complaints of alleged breaches of policy by officially recognized student publications will be referred to the Board of Student Conduct.
  2. Faculty

    1. Complaints of alleged breaches of policy by faculty pages will first be addressed by the Associate Dean speaking to the faculty member.

    2. If resolution cannot be reached, the matter will be referred to the Law School Dean.

    3. If the complaint cannot be resolved through discussion between the Dean and the faculty member, the matter will be referred to the Provost and if necessary the Committee on Academic Freedom and Tenure.
  3. Staff members

    1. Complaints of alleged breaches of policy by staff members’ pages will first be addressed by the System Administrator speaking to the staff member.

    2. If resolution cannot be reached, the matter will be referred to the appropriate manager.

    3. If, following departmental procedures, the manager agrees the page is in violation, the page owner will be asked to correct the problem, and the System Administrator and IT/Web Specialist have the power to enforce the manager’s decision by unlinking the page.

    4. If the System Administrator and the manager disagree, the matter will be referred to the appropriate Dean for a decision.
If a complaint has been received by the Campus Copyright Agent about an alleged copyright violation under the Digital Millennium Copyright Act, a page may be temporarily removed while the established DMCA procedures (to be published) are followed.


XI. Leaving Drake University

  1. It is the responsibility of any content contributor leaving Drake to copy and remove any unofficial page material. This includes faculty members who have left Drake and are not officially on leave, staff members who have left, and students who are no longer enrolled.

  2. Login accounts to servers will be disabled under existing policies, i.e., at the time a person leaves Drake.

  3. After a six month period, the System Administrator may delete these pages and is not responsible for archiving them. Drake will not be responsible for any deleted material.

  4. At the request of a Dean, an exception will be made for faculty which will be left linked to the school or college for the length of time specified by the Dean.

  5. At the request of a faculty member, an exception will be made for student materials (e.g. portfolios), which will be left linked to the school or college for the length of time specified by the faculty member.

Adopted 04/12/2006
Amended and approved by Law School Technology Committee, 08/11/2011

 
Last Modified: 8/11/2011 2:40:00 PM by Megan Flynn