UND Finance & Operations Policy Library

Section 2, Finance

Cell Phones and Other Mobile Devices 2.18

UNIVERSITY of NORTH DAKOTA

UNIVERSITY & PUBLIC RELATIONSPOLICY LIBRARY

UNIVERSITY WEBSITE

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UND Finance & Operations Policy Library

Section 2, Finance

Cell Phones and Other Mobile Devices 2.18

POLICY STATEMENT[The Policy Statement states the requirements or provisions which this policy is placing on/extending to the University community, and why, but does not describe “how-to” procedures.]

TheUniversity of North Dakota (UND) is liable for its Web content, therefor websites must adhere to University identity guidelines. Websites must be constructed using the approved content management system (CMS) unless given an exemption by the vice president for University & Public Affairs.Entities not adhering to these requirements will not be hosted on University servers.

REASON FOR POLICY[The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will resolve, and cites any legal or regulatory reasons for the policy.]

UND resources, including its website, must be used in accordance with state laws and North Dakota University System (NDUS) Procedure 1901.2; and must be sustained in a manner that maintains identity guidelines, quality control, manages risk, optimizes usability, and provides consistency. This policy further defines the terms and conditions for all websites hosted on UND servers.

SCOPE OF POLICY[The Scope of the Policy explains who is affected by the policy, who should observe it and follow its procedures, and who must understand it in order to do their job or utilize services.]

This policy applies to:

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UND Finance & Operations Policy Library

Section 2, Finance

Cell Phones and Other Mobile Devices 2.18

President

Vice Presidents

Deans, Directors Department Heads

Area Managers & Supervisors

Faculty

Staff

Students

Others: All Web servers connected to, and Web pages hosted on, the UND.edu domain.

Others: All Web servers belonging to UND, regardless of their domain, and all Web pages hosted on them, regardless of content.

Others: All Web pages that represent UND or its affiliates in any capacity, regardless of their domain or where they are hosted.

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UND Finance & Operations Policy Library

Section 2, Finance

Cell Phones and Other Mobile Devices 2.18

Note: This policy is applicable only to websites that are available to the general public or generally to members of the UND community. Password protected websites intended for private use or documents shared by defined groups of users are not covered, provided that they may not be viewed by others.

WEB SITE REFERENCES[Insert links below]

This policy:

Division of University & Public Affairs:

CONTENTS[This is the last section to update. If desired, it can be made linkable to take readers to particular sections of the document.]

Policy Statement 1

Reason for Policy 1

Scope of Policy 1

Web Site References 2

Related Information 3

Contacts 3

Definitions 3

Principles 4

Procedures 5

TBD5

Responsibilities6

Forms 6

Appendices 7

Revision Record 7

RELATED INFORMATION[This section should only include information that is directly related to the policy. The Related Information should be listed alphabetically or chronologically and provide links for the reader.

Other related University or SBHE policies

Related University or NDUS procedures

Documents required to complete the procedures

Documents that provide helpful, relevant information

State laws or ND Century Code.Relevant programs or training courses]

NDUS Procedure 1901.2 Subsection 3.1.2 – Intellectual Property / ndus.edu/makers/procedures/NDUS/default.asp?PID=301&SID=62#3.1
SBHE Policy 1901.2 – Computing Facilities / ndus.edu/makers/procedures/sbhe/default.asp?PID=126&SID=11
UND Identity Guidelines / UND.edu/identity/
UND Intellectual Property Policy / UND.edu/research/intellectual-property/polices-and-procedures.cfm
WC3 / w3.org

CONTACTS[The Contact section of the policy tells the reader who to contact with specific questions regarding the policy. The first item is usually “Policy Clarification” which directs the reader to the Responsible Office. Other items relate to subject matter in the document about which the reader may have follow-up questions.]

General questions about this policy can be answered by your department’s administrative office. Specific questions should be directed to the following:

Subject / Contact / Telephone / Department/Office E-Mail /
Web Address
Policy Clarification, Appeals and Exemptions / Division of University & Public Affairs / 701.777.2731 /
Copyrighted or Licensed Material / General Counsel / 701.777.6398 / UND.edu/general-counsel
Confidential Informationand Content Ownership / Intellectual Property Commercialization & Economic Development / 701.777.6772 / UND.edu/research/intellectual-property
Identity Guidelines / UND Design Group / 701.777.2731 /
UND.edu/identity

DEFINITIONS[List unique terms that, by being defined, would add to the reader’s understanding of the basic policy. Define unfamiliar terms, technical terms, and terms which special meanings. List all terms in alphabetical order.]

Academic Unit / A college, school, department or unit whose mission is predominantly teaching and/or research.
Administrative Unit / A unit that provides the leadership and/or services that keep the University operating and on mission.
Affiliate / An entity who has an officially recognized relationship with the University, including organizations and student clubs.
Class Website / Website hosted for the purpose of managing a class through activities such as posting a syllabus and assignments.
Content Developer / A university representative with authorized access to the CMS and has the ability to edit Web content.
CMS / Content Management System. Software application used to store, edit and publish Web pages via a series of managed templates. UND uses OmniUpdate (OU) Campus as its CMS.
Content Owner / The academic or administrative unit head with primary responsibility for the Web content. The content owner may or may not have direct access to the CMS.
Domain / Denotes an entity on the Internet. UND’s primary domain name is UND.edu, although UND owned servers have various domain names.
External Entity Website / Website developed, maintained or hosted by entities other than UND but has an officially recognized relationship with the University that supports the University’s mission. The website is used by the University to conduct official business or represent the official voice of the University. Such a relationship may be demonstrated by one or more of the following:
  1. The entity is owned, operated or managed by UND.
  2. The University has, or enters into, an authorized contractual relationship for Web hosting with the entity, including a requirement that the content owner indemnify and hold harmless the University for and against any and all third-party claims arising out of such hosting.
  3. The vice president for University & Public Affairs determines that the entity has another relationship to the University sufficient to support the University’s mission.

Externally Hosted Web Content / University Web content hosted by external service providers and managed through University owned contracts. University Web content that is externally hosted is also governed by sections of this policy.
Individual Website / Website developed and maintained by UND students, faculty and staff that represents, advances or connects to the University’s work and mission.
Personal Website / Website developed and maintained by individuals for the purpose of personal self-expression, communication or other personal uses that are not related to the individual’s officially recognized relationship with the University.
University Web Content / Any content (i.e. text, data, images, documents, video and audio files) hosted on UND servers or by outside firms that represents the work of the University. Such content is owned by the University, except as may otherwise be provided in the University’s Intellectual Property Policy, in which case the content is licensed for use by the University.
W3C / World Wide Web Consortium.The W3C develops protocols and guidelines on topics such as Web accessibility, internationalization and Web devices.

PRINCIPLES[The “Overview” section: The “Principles” section of a policy is an expansion of the Policy Statement, an “overview”. This section allows for a fuller description of the contents than what was possible in the “statement” section. Generally 1 to 4 paragraphs.]

OVERVIEW –This policy governs the use of the UND website. It defines which websites must be constructed using the approved CMS and which University entities are allowed to be hosted on University servers.

UND resources, including its website, must be used in accordance with state laws and NDUS Procedure 1901.2; and must be sustained in a manner that maintains identity guidelines, quality control, manages risk, optimizes usability, and provides consistency. This policy further defines the terms and conditions for all websites hosted on UND servers.

CONTENT OWNERSHIP AND RESPONSIBILITY –Development, administration and management of Web content is the sole responsibility of the corresponding unit. Web content ownership and responsibility issues will be directed to deans, directors or vice presidents offices that are ultimately responsible for all entities in their portfolio and the content developers who have access to their Web pages.

PROCEDURES[A Finance & Operations University policy at UND must contain procedures for compliance. This section will mirror the “Responsibilities” section which outlines required actions by job function, whereas in the “Procedures” section, such actions are listed by the tasks themselves.]

Web Hosting

As noted in the table below, Web hosting is determined based on a unit’s relationship with the University. Websites that are required to use the CMS may also be required to use a predefined template.

Unit Type / UND CMS Will Host / CMS Template Required
Academic Unit / Yes / Academic
Administrative Unit / Yes / Non Academic
Affiliate / Yes / Organization
Individual Websites / Yes / Organization
External Entities / Yes / No
Class Websites / No (use Blackboard) / No
Personal Websites / No / No

Content Management System (CMS)

Any website hosted on a registered UND server must be in the approved CMS. Use of the official design templates or elements thereof outside of the CMS is not permitted except in cases where the use of the CMS is not viable and is approved by the vice president for University & Public Affairs. Hosting of UND pages on non-UND servers must be approved by the vice president for University & Public Affairs.

Any unit or individual seeking a complete exception to the CMS must provide a content management plan to the vice president for University & Public Affairs that addresses the following:

  1. Responsible parties and website access.
  2. Compliance with World Wide Web Consortium (W3C) and UND identity guidelines.
  3. Ability to provide emergency notifications.
  4. Description of how the website will not hinder a user’s ability to find content via theuniversity-wide search function and global (site-wide) navigation.

Externally Hosted Web Content

Non-university Web content should not use or replicate the University’s templates in a manner that confuses content ownership. The University reserves all rights in its trademarks, service marks, and copyrighted works, and unauthorized use is prohibited.

Identity Guidelines

UND websites must adhere to the UND identity guidelines presented on the UND Identity Guidelines website.

Accessibility

UND websites must comply with all North Dakota state and federal disability regulations and follow World Wide Web Consortium (W3C) guidelines.

Use of Copyrighted or Licensed Material

See NDUS Procedure 1901.2, sub-part 3.1.2 Intellectual Property. Questions about specific content may be directed to UND’s Office of General Counsel.

Special Applications/Databases

Special Web applications and databases hosted on the UND website and representing the official voice of the University will adhere to standards referenced in this policy. Special Web applications and databases hosted on UND servers resulting from contractual obligations and not representing UND are exempt from this policy.

Advertising, Political and Commercial Use, Endorsements and Sponsorship Acknowledgements

It is the policy of UND not to permit advertising and commercial activities on the UND website. Use of the UND website for political purposes and/or private gain is prohibited. To the extent their inclusion does not express or unreasonably imply an endorsement, approval, or non-existent business relationship, links to UND partners, sponsors and affiliates are permitted. For purposes of this policy, advertisements that are inseparable from, or integrated with, otherwise permissible content, such as advertisements appearing in an uploaded copy of a printed UND publication, shall not be a violation.

Confidentiality

Maintenance and protection of proprietary information is the responsibility of the corresponding unit. This includes both proprietary information originated within UND as well as third party information provided to UND under non-disclosure agreements. In addition, individuals are responsible for maintaining confidentiality of research where development protectable technology is anticipated, per the obligations of UND’s Intellectual Property Policy. Questions about confidentiality and specific content can be directed to UND’s Office of Intellectual Property Commercialization & Economic Development.

Violations/Non-Compliance

UND reserves the right to refuse to host Web content, and to remove or modify Web content without permission from the content owner provided a notice is given. Content and/or links to areas found to be in violation of UND policies, or local, state, or federal laws, will be immediately terminated.

The following reasons are also grounds for termination:

  1. Content does not adhere to the University's mission or policies.
  2. Content violates United States copyright laws.
  3. Content is harmful, obscene, offensive, defamatory or threatening.
  4. Content is designed for personal purpose, or private financial gain or compensation, unless authorized by contract.
  5. Content is used to intimidate or single out an individual or group for degradation or harassment in violation of federal or state law and official University policy.
  6. Content is used to engage in or solicit any illegal activity in violation of federal or state law or official University policy.
  7. Content is outdated, inaccurate or poorly presented.
  8. Content poses a performance problem or security risk.

Exceptions/Exemptions

Requests for exceptions or exemptions to this policy must be made in writing to the vice president of University & Public Affairs.

Right to Appeal

Content owners or developers who have their Web content removed or modified may appeal the decision to the vice president for University & Public Affairs.

Disclaimer

The University is not responsible for loss of information from computing misuse, malfunction of computing hardware, malfunction of computing software, or external contamination of data or programs.

RESPONSIBILITIES[Summarize the responsibilities of all University parties and offices named in the policy. It’s a snapshot in one location.]

Division of University & Public Affairs /
  • Provide standards for design, editorial content, manages CMS access, and leadership for the University’s website.

NDUS /
  • Provide server maintenance and technical programming support for the University website.

General Counsel /
  • Provide consultation on copyrighted or licensed material, and state and federal laws and regulations.

Intellectual Property Commercialization & Economic Development /
  • Provide consultation on confidential information and Web content ownership.

UND Design Group /
  • Maintains and enforces UND identity guidelines.

Content Developer /
  • Create and maintain a Web presence that adheres to this policy.

Content Owner /
  • Develop, administer and manage Web content for their corresponding unit.

FORMS[List all related forms required for compliance and reference how they can be obtained (website, office, etc.)]

Web Space Request / UND.edu/web-support/form-web-space.cfm
OU User Account Request / UND.edu/web-support/form-users.cfm

APPENDICES[Optional - Appendices are used for informational materials that are helpful, but not directly related to the implementation of the policy. List corresponding appendices and attach separate documents. Include location where available.]

REVISION RECORD[Track what type of changes or made and when.]

00/00/0000– Policy Implementation

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