USM Web Publishing Policies
I. Introduction
This page defines policies and procedures for developing Web pages at USM. These policies are designed to help USM's schools and colleges, departments, and other offices use the Web effectively. USM strives to promote a consistent and accurate image of the University on the Web in a manner similar to the development of print publications, while at the same time identifying ownership of materials published on the Web.
Send any comments, questions, or suggestions about USM's Web pages to the USM Web Group at webmaster@usm.maine.edu.
II. Definitions
A. Official versus Unofficial/Personal USM Web Pages
The University of Southern Maine recognizes two distinct types of Web pages: Official and Unofficial/Personal.
Official Web pages provide information about USM's offerings to the public and are linked to the University's home page (http://www.usm.maine.edu). The pages are educational or informative in nature and should in some way help forward the University's mission. Official pages are typically published by people employed by and/or currently enrolled at USM. The pages represent academic colleges and schools, administrative departments, and registered student groups. Because official Web pages are the electronic equivalent of the University's printed publications, USM holds identified Web publishers accountable for the contents of these pages. The University reserves the right to remove Web pages from any USM server if it is determined to be in violation of University policies.
Unofficial/Personal Web pages are those created by students, faculty members, and other members of the University staff for personal use. USM does not accept any responsibility for the content of these pages. Official Web graphics-with the exception of the USM logo, which may be used to link back to the USM home page-cannot appear on any unofficial Web page without the approval or consent of the USM Web Group. The creator of these pages may be asked to remove these items from a personal page. The University reserves the right to remove Web pages from any University server if it is determined to be in violation of University policies or existing laws.
B. Web Publishers and Creators
The term you should remember when creating an official Web page is: Web publisher. To avoid confusion, USM has defined a Web publisher as any University employee who is primarily responsible not only for placing a department or unit's official information on the Web, but also for the contents of those pages. The University holds Web publishers responsible if any problems arise pertaining to pages they publish.
How is a Web publisher different from a person who creates a Web page?
Web page creators may develop or create pages; Web publishers are those who upload pages to the server. A Web publisher is the person whom the University holds accountable for the content of official pages. USM employees-typically department chairs or academic deans-give their permission for the publication of an official Web page for their unit by submitting the required Web page agreement form.
III. Policies and Procedures
A. Official Pages
1. Development of an Official USM Web Page
The development of an official Web page begins with the completion of an Agreement Form indicating that the department, office, or group is familiar with and will abide by the policies for the development and publishing of official Web pages.
The University holds publishers of pages responsible for following Web page guidelines when updating or modifying their pages in any way. It is the publisher's responsibility to keep abreast of the guidelines and any changes that may be posted periodically.
Each official Web page must contain:
- An official USM header and footer, at the minimum, to help visually unify the pages that exist at the University's site. Official templates are also provided to help in the development of official University Web pages. See the Web Template Guidelines for more informaton.
- The e-mail address of the official Web publisher responsible for the page.
- A link back to the USM home page at http://www.usm.maine.edu
2. Process for Publishing Official Web Pages
DEPARTMENTS/UNITS/DIVISIONS/OFFICES
- Read the USM Web Publishing Policies.
- Ask the head of your department for permission to have a Web page and to modify the department or unit's Web site.
- Submit the Web Page Agreement Form, stating that you have read and will abide by the USM Web Publishing Policies.
- The form will send an e-mail to the person you identify on the form as the head of your department.
- Your supervisor must then reply to that e-mail, confirming that he/she has given you authorization to have a Web page and to modify the department or unit's Web site. Please note: You can only publish a Web page if your department already has a Web page. If your department does not have a site, you may create one in the process of getting your personal page online.
- Upon receipt of this e-mail from the department chair, we will send the Web publisher an e-mail with their user name and password.
In addition, we will: create a department area on the Web server (if your department does not already have one); add a link to the site in the A-Z site index; and create an FTP account for you on the Web server that gives you access to your department's Web pages.
After you have created a Web page or pages and have viewed and tested them on your local machine, upload them to the Web. If you need help with this process refer to What is WS-FTP and how do I use it?
STUDENT GROUPS
The USM Computer Users Group has in the past hosted Web sites for registered student organizations. Contact the Board of Student Organizations for more information on the process for developing a Web site for a student organization.
3. Accountability
The University of Southern Maine encourages the open exchange of information and the sharing of academic knowledge. Web policies are designed to establish and maintain a public record of "ownership" for information placed on the Web or any University-owned resources. Establishing custody assures that electronic publishing meets the same scholarly standards as print publications.
General Policy for Publishers of USM Web Pages
Individuals and units publishing information with University-owned resources, commercial services funded by University budgets, or when using a University-issued account must abide by all applicable University policies and public laws. The University retains the right to apply necessary and appropriate corrective action whenever a publisher fails to adhere to the standards of conduct or performance.
The World Wide Web may not be used to encourage or participate in any activity that is in violation of current University policy or any illegal activity as recognized by local, state, or federal law. Publishers must adhere to existing policies and laws regarding confidentiality, defamation, and personal negligence. Any violation of copyright or any other law is the responsibility of the publisher.
Commercial activity for personal financial gain is not permitted, and the USM Web Group will ask Web publishers to remove any such pages identified from University-owned servers.
Publishers can contact the USM Web Group at webmaster@usm.maine.edu for guidance in determining if there is any doubt about the appropriateness of items to be published.
Related USM Policies for Publishers and Users
- Acceptable Use of Information Resources Policy
- Student Academic Integrity Policy
- Domain Naming Policy
Oversight
The USM Web Group maintains oversight for the policies and procedures governing the electronic dissemination of information via the World Wide Web. The Web Group has authority to resolve conflicts and arbitrate disputes regarding publishing of Web pages when using University-owned resources.
The following provides a general overview of the USM Web Group's activities as they pertain to Web page publication:
- reviews, recommends, and approves policies and procedures relating to the publication and use of information developed, transmitted, acquired, and/or stored on University-owned computer resources.
- issues guidelines to assist in the publication and use of information technologies.
- implements controls to protect information from unauthorized publication or use.
- assures that custody has been established for all published information on official Web pages.
- assures that proper controls exist to halt violations of policies and procedures.
- resolves conflicts and arbitrates disputes regarding the development, transmission, acquisition, and/or storage of Web information using University-owned resources.
Complaints or Violations of Policy
The University of Southern Maine reserves the right to deny access to University-owned resources for use or publication to any individual knowingly violating or contributing to the violation of University policy.
For more information on the process for addressing questions or complaints about the content of pages, see Provost Policy About Content of Pages.
B. Unofficial/Personal Pages
1. Development of an Unofficial/Personal Page
Web pages created by students, faculty members, and other members of the University staff for personal use fall into the unofficial/personal category.
Personal pages do not need to follow the strict guidelines and templates used for official pages. In fact, we ask that your pages do not look like University pages to avoid confusion. Do not use the standard header and footer available for Official Web pages. We do ask that publishers of these pages list the name and e-mail address of the person responsible for the contents of the page at the bottom of each page.
Personal pages must adhere to all copyright laws, the same as official pages. Personal pages should not be offensive as defined by state and federal laws. As with official pages, the University reserves the right to remove offensive pages from University owned machines (or machines that connect to the Internet via University equipment).
2. Process for Publishing Personal Web Pages
FACULTY AND STAFF
- Read the USM Web Publishing Policies.
- Ask the head of your department for permission to have a Web page and to modify the department or unit's Web site.
- Submit the Web Page Agreement Form, stating that you have read and will abide by the USM Web Publishing Policies.
- The form will send an e-mail to the person you identify on the form as the head of your department.
- Your supervisor must then reply to that e-mail, confirming that he/she has given you authorization to have a Web page and to modify the department or unit's Web site. Please note: You can only publish a Web page if your department already has a Web page. If your department does not have a site, you may create one in the process of getting your personal page online.
- Upon receipt of this e-mail from the department chair, we will send you an e-mail with your user name and password.
The site will be named the same as your USM network logon ID, and the same credentials will be used to publish to the site.
In addition, we will: create a department area on the Web server (if your department does not already have one); add a link to the site in the A-Z site index; and create an FTP account for you on the Web server that gives you access to your department's Web pages.
After you have created a Web page or pages and have viewed and tested them on your local machine, upload them to the Web. If you need help with this process refer to What is WS-FTP and how do I use it?
STUDENTS
If you are a USM student with a USM e-mail account (name@maine.edu), you can maintain your own web pages on USM's student web page server.
To get started, you must first submit a form stating that you agree to our terms and conditions. After you submit the form, further information will be provided on subsequent web pages.
3. Accountability
Provost Policy About Content of Pages
Complaints about the content of material published using University of Southern Maine resources should be directed to webmaster@usm.maine.edu, who will notify the publishers of the complaint and gather appropriate information relevant to the complaint. In cases where there may be a violation of applicable policies, laws, or established codes of conduct, the USM Web Group will request that the material be withdrawn and, if necessary, reserves the right to immediately suspend individual access privileges and links provided by the University and to remove the pages in question from any University-owned servers. The Web Group will convene the USM Web Advisory Board to further review the matter. If the board determines that the publishing of the material violates policy, law, or established codes of conduct, it will refer the complaint to the appropriate campus judicial body (i.e. student conduct officer, employee supervisor, EEO officer, etc.).
Individuals may appeal actions of the Web Advisory Board to the Office of the Provost, the institution's chief academic officer. The University will make a reasonable attempt to notify the responsible publisher of its actions in a timely manner.
