Armstrong Website Design and Content Guidelines
Site Design Responsibility: University Homepage and Other Core Pages
For the purposes of these standards, the university homepage is the page that welcomes visitors to the website. A core site page is also a single page that links to the homepage and/or introduces an established university unit, department, committee, or organization and provides links to more detailed information about that entity.
These pages must incorporate the standards detailed in this document and utilize approved design templates. To ensure continuity, to maintain a consistent image and to improve access to electronic information published by Armstrong, Marketing & Communications reserves the right to monitor and review the homepages for the university's colleges, departments, and other major units.
Core site pages and homepages must be located on a server within the armstrong.edu domain.
Management of University Homepage
The Armstrong homepage will be developed, designed, updated and maintained by Marketing & Communications, with assistance from Information Technology Services (ITS).
The organization of content and links on the home page are determined and approved by the web task force and maintained by Marketing & Communications.
Homepage News & Events
Marketing & Communications is responsible for maintaining and updating the news and events on the university homepage. Events posted on the homepage must be broad-based in appeal and of importance in the community. Colleges and departments with news events or promotions for consideration on the homepage must submit requests to Marketing & Communications at least one week prior to the date the event announcement should begin. Exceptions will be made for emergency content on a case-by-case basis (for example, a severe weather announcement).
Additionally, each official unit homepage will have the ability to maintain events and news listings, in addition to any information published on the university homepage. Colleges and departments are strongly encouraged to maintain calendars of events and updated news for their areas on their respective homepage.
Other Core Site Pages that Link to the Homepage
Other core site pages include all landing pages from the website's global navigation bar (across the top of the site), Index landing pages from the organization navigation menu (down the left side including Prospective Students, etc.) and a third tier of unit homepages published by colleges, divisions, academic and administrative departments, centers, institutes, faculty, staff, or student organizations that officially represent the university and are linked directly to the first two levels of the site.
All second-level pages will be developed, designed and maintained by the Marketing & Communications. These pages should follow a consistent theme and utilize common site-wide templates and images, as provided by Marketing & Communications.
- About Armstrong
- Majors & Programs
- Student Life
- Give to Armstrong
- Prospective students
- Current students
- Parents & Family
- Faculty & Staff
Other Unit Homepages, including Colleges & University Departments
The third level of core site pages, including colleges and university departments homepages, will follow a design template that complements the main homepage and is customized to the identity of that unit. Marketing & Communications is responsible for the overall navigation and design of these pages, and will work in conjunction with unit content managers to develop messaging. A variety of design template options will be provided for use by academic and other university departments
These unit homepages can be identified per the following example:
Armstrong Homepage (top level, managed by web committee)
- About & top navigation menu sections (second level, managed by web committee)
Colleges & departments landing page (second level, managed by web committee)
- College of Education landing page (third level, managed by content owner for College of Education)
Special & Adult Education (fourth level, managed by content owner for SAED)
- SAE Faculty Pages (fifth level, not part of core site, managed by individual faculty members)
Required Content Manager Training
Content of pages within colleges and department sections will be maintained by content managers designated by college deans or department heads. To gain access to the site, content managers are required to be trained in using Expression Engine, the website's content management system. ITS will continue to provide technical support and will be responsible for the technical maintenance of the site.
Each content manager is responsible for ensuring that the information is factually accurate and of the highest editorial standards for spelling, grammar, etc. It is recommended that content be reviewed annually at a minimum, with more timely information being set for review or update on an appropriate schedule (weekly/monthly/by semester/annually).
To ensure continuity, to maintain a consistent image and to improve access to electronic information published by Armstrong, Marketing & Communications reserves the right to monitor and review the core site homepages for the university's colleges, departments and other major units. Content managers will be notified when pages are found to be out-of-date and pages should be updated in a timely manner or all links to the page may be removed.
Each home or index page should have the official Armstrong footer at the bottom. All pages must be in compliance with all appropriate Armstrong campus policies and procedures, including computer account agreements and the Armstrong Atlantic State University Network Acceptable Use Policy. Users should refrain from all acts that waste or prevent others from using network resources and from using those resources in whatever ways have been proscribed by the university and the laws of the state and federal governments. Any World Wide Web resource that makes excessive use of network bandwidth may be terminated in accordance with these policies.
Guidelines for Making Website Updates on Core Site Pages and Requesting New Web Material
The following guidelines are meant to help you easily navigate management of the new site and provide with simple procedures for making changes. Again, it is recommended that units, colleges and departments designate a content manager (and possibly a backup) to be trained in making updates to content.
Simple Updates and Grammatical Modifications
Content managers appointed by deans or department heads can make simple text changes to their respective websites.
These content managers will receive edits from individual faculty or staff and enter the changes into the content management system.
If a misspelling occurs or there is a date incorrect or something minor that is noticeable and must be changed, please contact the unit content manager within your area.
Content updates made by designated and trained content managers will be made directly to the site. Content changes will first be posted to a test site and should appear on the live site within 1-2 days of posting to the test site. Content managers should check each morning after the change is made to be sure that it transferred properly and correctly to the live site.
Significant Content or Graphic Changes to Official Pages
If content, photography or other images need to change significantly on official pages, these revisions must be reviewed and approved by Marketing & Communications using the following guidelines:
- If review or input from Marketing & Communications is requested, new information should be provided on CD or as an email attachment.
- Department or unit content manager should indicate where new content is to be posted.
- Documents need to be saved in html, word doc, or excel format.
- Marketing & Communications will review the content, then place into test site for content manager and department review.
- When it has been approved by Marketing & Communications and content manager, it will be published.
- Large amounts of information (for example, large video or interactive files) are at the webmaster's discretion and may not be approved for publishing if file size is excessive.
Updates Requiring New Pages or Sections on the Website
If a new feature or page is required, or is to be added to the first two levels of the main campus homepage, then it must be presented in the form of a proposal. The proposal must include a title for the new page or feature, as well as a description of what it will contain. There must also be several reasons for making this part of the first two levels of the site. This proposal should be submitted to the university webmaster, who will present it to the Web Task Force. The approval process could take up to three weeks, and ITS/Marketing & Communications production schedule will be assigned by the webmaster upon approval.
If a page has moved or a new page has been placed on the site and there is a link within the first two levels of the site to it, that link must be updated. To request this type of change, please submit to the university webmaster or ITS the currently linked to URL and the new URL for the page. Second, list those pages that currently link to that page. Finally, describe why this change is needed. This is to properly document the change.
Transition to New Design Template and Navigation
If you have an existing site and are ready to transition to a new design template, email us at email@example.com.
Request for New Forms
Requests for new forms should include:
- Statement of purpose to ensure that ITS/web team provides a form to match your expectations
- Information that is to be collected on the form
- Any special instructions for how the information should be presented to the user
- Directions on how information is distributed: via email, database or both
ITS will provide a production schedule within three working days.
Addition of Photographs and Images
Images used on official pages should be provided or approved by Marketing & Communications.
Turnaround Time for New Web Requests
- Marketing & Communications requests up to five business days advance notice for regular content updates, delivered via email or on disk.
- Content updates made by designated and trained department and college representatives may be made directly in the Content Management Staging System. Updates made to the site should appear on the live site within one-two days of posting to the test site.
- Content updates may take longer for any of the following reasons: content is managed using an external or third-party system; updates are submitted during a holiday; content requires extensive revision, update, or reformatting; and/or ITS or Marketing & Communications is understaffed and not able to review content for publishing to the live site.
Training and Technical Support
Training on use of the new content management system will be provided on a regular basis, and a web team in ITS and Marketing & Communications will be available to help with the transition of existing sites to new design templates.
If someone in your department is ready for training in Expression Engine, contact the ITS Helpdesk and the webmaster.
If you are having trouble using the system, contact ITS Helpdesk and the webmaster.
Faculty, Student Organization and Other Pages Hosted on the University Server
Faculty Senate and Faculty Development teams will review and suggest guidelines for faculty Web pages. During this process, the following information is provided to assist faculty, staff or others who have an individual page or pages:
The content of such pages must not violate applicable laws and regulations; must not constitute a copyright or trademark infringement; and must not otherwise violate any local, state, or federal laws. No profane language, photos displaying nudity, or images inappropriate to the university's mission are allowed.
All such pages must be in compliance with all appropriate Armstrong campus policies and procedures, including computer account agreements and the Armstrong Atlantic State University Network Acceptable Use Policy. Users should refrain from all acts that waste or prevent others from using network resources and from using those resources in whatever ways have been proscribed by the university and the laws of the state and federal governments. Any World Wide Web resource that makes excessive use of network bandwidth may be terminated in accordance with these policies.
The email address of the author, or other person responsible for placing the information on the World Wide Web, shall be readily apparent for each such page. This may be via information on the page, a link to another page, or the context.
Any pages discovered that are in violation of these policies and guidelines are subject to immediate removal from the network without notice.