5.13.1 Web Publishing Procedures

Related Minnesota State Colleges and Universities Board Policy: 5.22 Acceptable Use of Computers and Information Technology Resources

Related Minnesota State Colleges and Universities Board Procedure: 5.22.1 Acceptable Use of Computers and Information Technology Resources

Purpose: There are two locations for web publishing: the external facing college website and the internal facing Employee Exchange.

The college website is an official public form of communication with prospective students, current students, potential donors and alumni, college employees and community members to help achieve the college’s mission and strategic goals. The college has established an approved process for web publishing to uphold the accuracy, professional quality, and accessibility of information published to the college’s website.

Part 1: The Employee Exchange

The Employee Exchange is an internal information and document repository accessible to Normandale employees only.

1. One of the purposes of the Employee Exchange is to serve as the primary communication method for college information for faculty and staff, one that provides timely access to relevant information in one convenient location.

2. It is not intended for student communication or for external communication.

Part 2: Writing and Publishing Content to the Normandale Website.

Subpart A: Contributor/Approver Responsibilities

Content: the information that appears on the website, is managed locally by each department or office. Each department needs a contributor, the person responsible for authoring and maintaining accurate content for their department web pages. The approver is the department person responsible with reviewing the additions, edits, and deletions to the department pages before the contributor either makes changes directly to their content area of website or submits them to the Marketing Communications Department through the ticketing system.

Subpart B: Becoming a Contributor/Approver

The contributor and approver are granted user rights and access by the Web Strategist in the Marketing Communications Department by adhering to the following steps:

Submit request to become a content contributor to supervisor or Dean.
The supervisor or dean submits a support ticket to Marketing Communications either requesting rights as a designated contributor or approver for their content area.
Receive training from Marketing Communications on the college web content management system (CMS).

Subpart C: Web Style Guide

Contributors and approvers are expected to follow the web publishing guidelines in the Normandale Brand Book Style Guide. Questions on web publishing should be directed to the Web Content Specialist in the Marketing Communication department.

Subpart D: Accessibility

The Marketing Communications Department is responsible for the website’s adherence to website accessibility standards and best practices.

Part 3: Writing and publishing content to the Normandale Employee Exchange

Subpart A: Types of Information

The Employee Announcements section serves to inform faculty and staff of college activities, events on campus, committee meetings, candidate forums, deadlines, grant opportunities, employment opportunities, IT updates, planned outages, requests for volunteers, personnel changes, and other information pertinent to employees.
The Division sections provide information on the staff, functions, and services of the departments in the respective divisions.
Other sections include job postings, an events calendar, and resources for learning and development, getting involved, navigating Normandale and getting the work done.

Subpart B: Posting Information

Any employee may post information on the Employee Exchange. Information on student-sponsored events may be posted by the faculty/staff advisor of student group/organizations.

Subpart C: Duration and Time of Postings

The length of time that information will be posted will be at the discretion of the employee submitting the item. If no specific duration is indicated in the submission, the default will be one week.

Subpart D: Submitting Announcements and Other Items

Items will be submitted by employees via an electronic submission form that will automatically post the information on the Employee Exchange. Employees should only post content that is in alignment with college values or acceptable use policy.

Procedure History:

Date of Adoption:

Date of Implementation:

Date and Subject of Revisions: 2024- Revisions cleared up roles and responsibilities, use of the Employee Exchange, the importance of accessibility, removal of absolute language, updated reference to Minnesota State

Next Review Date: