1.0 Scope of the policy
1.1 This policy shall apply to all http material residing on any server on the Elon University computer network.
2.0 Purpose of the Elon University Web Site
2.1 The purpose of the Elon University World Wide Web Site is to further the mission of the university by providing an electronic information and communication service that will be of use to all the university’s constituencies. The Web site serves as a resource that contains general university information, public relations and admissions information, information about departments and organizations, current news and schedules, information about students, faculty, staff and alumni, and links to and suggestions about Internet resources beyond the university. The site also serves as a critical academic resource, hosting class sites, course projects, student work, teaching resources and research projects. Users of the Elon University Web site are interactive participants who create and access information on the site.
3.0 Web Site Responsibilities
3.1 Technical maintenance of the Elon University Web Site computer servers and operating system shall be the responsibility of the Office of Information Systems and Technologies.
3.2 All university, department, organization and/or personal Web material should reside on the official Elon University Web Site servers. No other http servers should be operated on the university network without special permission from the Web Policy Advisory Committee. Permission shall be granted based on appropriate academic or administrative need.
3.3 Policies for the Elon University Web Site shall be set by Senior Staff on recommendation of the Office of University Relations and the Web Policy Advisory Committee. Membership of the committee shall be set by the Director of the Office of University Relations in consultation with senior staff.
3.4 Creation and maintenance of the software, files and core content of the Elon University Web servers shall be the responsibility of the Director of Web Services/Webmaster in the Office of University Relations. The director shall administer all server accounts, enforce all Web policies in cooperation with the Office of Student Life, maintain a high standard of quality for pages on the site and be responsible for the Elon home page, all top-level menu pages and home pages for departments and organizations that do not have the resources to create their own pages. Priority for this page creation shall be set by the Office of University Relations in consultation with senior staff.
3.5 Academic and administrative departments/programs are encouraged to produce their own Web pages on the Elon Web servers by appointing an individual who will take responsibility for the content. The department/program may have more than one individual create, update, and maintain the material as long as the individual responsible for the site approves the content and materials. The individual who is responsible shall have his or her name and email address placed on every page produced by the department or organization.
3.6 University-sanctioned student organizations may produce their own Web pages for the Elon Web servers by naming a Web site manager whose name must be reported to student life along
with the names of the other organization managers. The organization’s name and a contact email address shall be placed on every page. Organizations that do not maintain an active site manager will lose the right to hold a Web page.
3.7 Individuals who are responsible for the content of a department or organization Web page must remove all outdated materials and delete all files that are no longer in use.
3.8 Departments, organizations and individuals that wish to place information on the Elon University Web site should contact the Web Technologies Manager to obtain an account and password along with technical information. All account holders must read and agree to follow the Elon University Web policy.
4.0 Web Site Content Policies and Guidelines
4.1 General Policy
4.1.1 Elon University recognizes the value and potential of creating files of electronic information on the Internet. The university administration, departments, programs, organizations, faculty, staff and students are encouraged to publish information consistent with the mission and policies of Elon University. Information placed on the Elon University Web Site plays an important role in developing and maintaining the strong reputation and image of the university. It should be creative, diverse and in good taste. The Web site is an open public document available to anyone, anywhere in the world. Those who place information on the site must realize the responsibilities inherent in this form of electronic publishing.
4.1.2 Content of all electronic pages must comply with local, state and federal laws including, but not limited to, copyright, libel and indecency statutes. Photographs and personal information about an individual must not be included without the appropriate permission.
4.1.3 Content of all electronic pages must be consistent with the mission, interest, standards and policies of Elon University.
4.1.4 The use of Elon University Internet resources for private business or commercial activities shall be prohibited. Fund-raising, merchandising, solicitation, or advertising on the Elon University Web site by university departments and organizations will only be allowed with permission of the Web Policy Advisory Committee.
4.1.5 Faculty, staff or students who wish to use Elon Internet resources to host a site for an organization not affiliated with Elon must receive permission from the Web Policy Advisory Committee. Elon may host Web pages for an external club or organization provided there is a legitimate academic use for the site as determined by the committee. Permission will be granted based on consistency with the mission of the university and the demand on Web resources. Any external site hosted by Elon must designate a faculty/staff sponsor at Elon who will be responsible for updating the content. The sponsor shall have his or her name and email address placed on every page produced by the organization. Sponsors interested in having a site hosted by Elon should submit their requests to firstname.lastname@example.org.
4.1.6 Elon University reserves the right to restrict or limit the file sizes of any department, organization or individual in order to conserve limited server resources.
4.1.7 Elon University reserves the right to remove any page from its servers at any time without prior notification to the creator of the page. The creator of the page will be notified of this action, and appeal of the removal of a page may be made to the Web Policy Advisory Committee.
4.1.8 Violation of Web site policies may result in immediate revocation of Elon University Web site personal page publishing privileges, and possible further disciplinary action against the person responsible for the violation. All university disciplinary policies and penalties apply to violations of Web site policies.
4.2 Department and Organization Home Pages
4.2.1 Academic departments are encouraged to create pages that are creative and unique. As part of a department’s home page, there must be links to the official academic department information pages created by the Director of Web Services/Webmaster that include the following information from the Elon University Academic Catalog:
- general information about majors
- degree requirements
- course descriptions
Departments may supplement this information on their home page with additional information such as syllabi, etc.
4.2.2 Departments and organizations are encouraged to design their pages in a style that is harmonious with the top-level Elon University pages. The Director of Web Content and Design is available to offer templates and consulting service to anyone creating material for the Web site.
4.2.3 Faculty and staff are not required to have a personal home page in their department’s listing and may withhold personal information from their department’s page. Each department should list its campus box address along with the name, title and office phone number of each faculty and staff member.
4.3 Official Elon Web Site Style Policies and Guidelines
4.3.1 Because Web visitors can enter a page directly, without going through the Elon University home page or another top level page, it is important to identify each page as part of the Elon University Web site. Therefore, every Web page must contain the following:
- full name and email address of the individual or department responsible for that page
- date of last update
- link to the top level page of your web material
- top-level pages must contain the “Return to Elon” icon and link to the Elon University home page
4.3.2 All uses of the Elon University graphic identity must be linked to the official web site images located on the server. No other use of the university logo or typemark is allowed on the Web site.
4.4 Personal Page Policies
4.4.1 Elon University encourages all faculty, staff and students to create personal home pages as a professional development and growth opportunity. While the content of those pages must be consistent with the mission of the university, it should also reflect the creative talents, unique abilities and interests of the individual. All personal home pages must be linked and listed in the personal page directories reserved for students and faculty/staff. The directories will be maintained by the Web Technologies Manager and contain the following disclaimer:
4.4.2 “ATTENTION! This area is reserved for personal home pages of Elon (students) (faculty/staff). The information and opinions here reflect individual thoughts, tastes and activities. They do not necessarily reflect official policies or positions of Elon University.
Individual page providers assume all liability and responsibility for information on their personal pages. Elon guarantees no previous-to-publishing editorial control or review over the content.
Information on Elon University’s Web server may not be used in any manner prohibited by law or disallowed by licenses, contracts, copyrights, or university policies and regulations. If you encounter any violation of the above restrictions, please let us know by emailing email@example.com, or writing the Director of Web Services/Webmaster, Office of University Relations, 2030 Campus Box, Elon, NC 27244.
Elon University reserves the right to remove any page from its server at any time without prior notice to the creator of the page.”
4.4.3 In addition, each personal home page (the top level page of your material) must contain the following statement:
“Please read the disclaimer in regard to this personal home page material.”
5.0 Changes to the policy
5.1 The World Wide Web is an evolving medium and this policy is written based on current technology and use at Elon University. Suggestions for updates and changes of the policy may be directed to the Web Policy Advisory Committee, which will periodically revise the policy as necessary.
Policy approved by Web Policy Advisory Committee on 6/98
Daniel J. Anderson, chair