Printed on February 21, 2017, 10:29 am
System Office Policies, Guidelines and Procedures
The Tennessee Board of Regents (TBR) websites exist as the Board's most important communication tool. Therefore, websites should maintain and build upon the projected image of TBR through the highest level of excellence in education, policy, research, and workforce development by concerning the administration with the digital image projected. This policy should facilitate usability and consistency and promote a cohesive online brand throughout all TBR websites that correlates directly with other TBR methods of communication and visual representation.
- Identify a consistent brand for the TBR system and all of its programs and services.
- Effectively serve students, faculty, staff, legislators, and other people of interest with useful and easily accessible information.
- Provide easy to use information and services on as many devices as possible.
- Promote a positive impression of TBR, its staff, and its institutions with a unified and compelling image.
- Promote ease of use with intuitive web standards.
- Present TBR and its activities as a seamless entity.
- Any Web document that represents the TBR, its units and their activities, its initiatives, its programs and collaborations, and its contractors and partners, while having its own purpose and agenda, is also part of the whole and, therefore, needs to be clearly identified with the TBR brand and is expected to follow this policy. This policy does not apply to member institutions.
- Within the Chancellor’s Office, the Web Systems & Digital Media Manager (hereafter ‘web manager’) maintains and enforces this policy, including any granted exceptions, and has primary responsibility for the content, format and appearance of all web pages and systems.
- Under the direction of the Chief Information Officer and guidance from the web manager, the Office of Information Technology will maintain the TBR web infrastructure.
- Content Managers
- Content managers must be classified as permanent TBR staff or an approved third-party vendor who works under the direct supervision of the web manager.
- Request for access must be submitted for each unit. The web manager and the unit's leader must approve each access request.
- Management of web content, including web pages, media and data, and ensuring that pages within their unit are up to date, meaningful and appropriate, and follow the official TBR Electronic Publishing and Web Style Guide, is the sole responsibility of the corresponding department and their designated content manager(s).
- Web content ownership and responsibility will be directed to the Vice Chancellors who are ultimately responsible for all units and their activities.
- TBR websites may only be used for official board, administrative and educational activities.
- Websites must comply with all IT policies regarding the use of TBR resources.
- All websites should strive to be a part of the overall web structure of the TBR. No unit may go outside the TBR web structure and represent itself or activities unless an exception is granted by the web manager.
- The TBR web structure is as follows:
- Administrative Offices, Policies, & the Board
- Community College System
- University System
- Colleges of Applied Technology System
- Regents Online Campus Collaborative
- Internal Use Applications
- Web Projects
- All website projects must be submitted in writing to the web manager for a feasibility evaluation.
- All websites, when feasible, should be developed in-house and within the available systems.
- If the web manager determines a project cannot be completed in-house, the web manager must serve on the selection committee and as project manager or co-project manager with the contracted agency and has final approval before a project is launched.
- All websites associated with the TBR and its affiliate groups must follow the current approved TBR web template maintained by the web manager
- Layout and Design Elements
- All TBR websites should follow the official TBR Electronic Publishing and Web Style Guide.
- When possible, all sites should be developed device agnostic.
- Visible credits such as "Site powered by..." or "Site created by..." are prohibited.
- Federal law and guidance letters regarding nondiscrimination policies require that the nondiscrimination statement be available. The official statement will be provided in the Electronic Publishing and Web Style Guide.
- All TBR websites are subject to the same accessible web standards as state and federal agencies. Section 508 of the Federal Register establishes requirements for federal electronic and information technology, and the federal Access Board has issued the standards to meet those requirements.
- Websites should be accessible for those using assistive methods and/or alternative methods to access the Web.
- All TBR websites should have a link to the TBR’s top-level “Web Accessibility” page.
- Domains and Sub-domains
- All domains and related product purchases (secure certificates, etc.) must be made through the Office of Information Technology.
- The approved domain names for all TBR web systems are:
- The web manager may make an exception for promotional URLs or collaboratives with other systems/partners, (eg. tntransferpathways.org). Unless noted in the exception, all promotional domains must forward to a TBR.edu page or sub-domain.
- Content Validity
- Content must be kept up-to-date and relevant.
- Any website or page deemed as outdated or incorrect may be changed or removed by the web manager.
- Disclaimer of Endorsements
- The TBR does not endorse or recommend any commercial products, processes, or services. Therefore, mention of commercial products, processes, or services on TBR websites must be written in a way as they may not be construed as an endorsement or recommendation.
- When users select a link to an external website, users must be made aware they are subject to the privacy and security policies of the owners/sponsors of the external site. Official language will be provided in the Electronic Publishing and Web Style Guide.
- Redundant information, especially different published versions of content, can be confusing and may result in severe consequences if incorrect or outdated information is posted. Only publish the latest version of content.
- Repeating static information maintained elsewhere should not be copied but rather linked or be displayed by the use of a data feed such as RSS, XML, or database API.
- All material used on TBR websites must comply with federal and state copyright laws, including respecting proper licensing rights for purchased reports, data, images, video, and text.
- Exceptions and Exemptions
- The web manager may exempt certain web applications that are technically limited in their ability to meet the necessary guidelines from those guidelines.
- Exemptions noted in this document should be requested in writing to the web manager.