9.5 Policy on Creation of University Web Sites

I. Purpose

The purpose of this policy is to establish standards and practices for the creation of University web sites so that these websites will represent Illinois State University in the most positive and professional way. This policy also identifies the duties and responsibilities of the University Web Support unit as they relate to the development of procedures and guidelines.

II. Scope

This policy and any associated procedures apply to anyone who establishes a University website designed to represent to the public that their website reflects operational functions, products or services associated with Illinois State University.

III. Policy

All University websites must be consistent with the academic mission of the University and must conform to the Appropriate Use Policy and the University’s Editorial and Visual Identity Standards.

University Websites that need to store personal information on a server or in Web "cookies," or authenticate using the campus directory (LDAP), must submit their design to the Associate Vice President, Chief Technology Officer, for review to ensure that the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability & Accountability Act (HIPAA), campus network security, and other privacy policies are met prior to developing the site.

A University Website that engages in e-commerce (real-time Internet transfer of funds via credit/debit card or electronic funds transfer); is related to the University’s academic mission; and the funds collected are deposited into a University maintained account may reside in the ilstu.edu domain. All other e-commerce sites must reside in the ilstu.org domain including those that provide external advertising and sales. All private fund donations made via e-commerce must be made on the Illinois State University Foundation website unless an alternative site is approved by the Vice President for University Advancement as an exception. The sale of merchandise must comply with Illinois State advertising and sales policies.

A website may only use a third party e-commerce provider if a single Illinois State e-commerce server solution is not available. In such a case, the Associate Vice President, Chief Technology Officer, must approve the security of the site and the University’s liability must be defined and limited.

All University websites that present official public information for a unit, department, service, or college, should make every effort to conform to the "Procedure for Establishing Essential Elements in University Websites with a Public Presence."

Establishment of domain names for any campus entity must follow the appropriate course of action as documented in the "Procedure for Establishing a Web Presence and Domain Names at Illinois State University."

University Websites designed for both a public presence and for instruction should make every effort to conform to the University’s "Procedures for Meeting Website Accessibility Requirements" in order to meet the Section 508 U.S Rehabilitation Act's Federal requirements. These University Websites should include a link to the Campus Web Accessibility Statements from the site’s home page. University Website developers can refer to the University’s "Procedures for Meeting Website Accessibility Requirements" for additional information.

IV. Compliance

The University Web Support unit is authorized to establish additional procedures and guidelines as needed to insure the creation of consistently positive and professional University websites.

V. Approval and Review

The President of Illinois State University has approved the Policy on The Creation of University Websites. This policy will be periodically reviewed by the Information Technology Policy and Planning Council and changes or additions to this policy will be recommended by this Council to the President of the University. Information technology resources and systems are changing rapidly both in terms of technology and application, and the University reserves the right to amend this policy at any time. The version posted on the web at www.policy.ilstu.edu/ is the governing policy.

Last Review: January 2011