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Research & Research Study

DVCR Website Update & Content Policy

The Research & Research Study, Research Office and HDRO Websites

Purpose and Scope:

Macquarie University's Web Content Policy (ITS007) defined by the Web Governance Committee and chaired by the Deputy Vice Chancellor (Admin) sets the university wide policy for web page publishing.

This document is applicable to all staff members within the Office of the DVCR who are responsible for providing content for, and, or publishing content to the following websites. These staff members must also read the Macquarie University's Web Content Policy (ITS007).

The websites of the Office of the DVCR are:
  1. The main MQ 'Research & Research Study' website (http://www.research.mq.edu.au)
  2. The 'For Researchers' website (http://www.research.mq.edu.au/researchers) - The Research Office
  3. The 'For Research Students' website (http://www.research.mq.edu.au/students) - The HDRO

This document describes the processes that have been set within the Office of The Deputy Vice Chancellor (Research) to ensure that the websites relating to Research for Macquarie University, published by the Office of the DVCR conform to the Macquarie University's Web Content Policy (ITS007).

There are two levels of responsibility for updating the websites of the Office of the DVCR:

  1. Sub Site Managers
  2. Web Content Authors

The Macquarie University's Web Content Policy (ITS007) is referred to as the MQ Web Policy for the remainder of this document.

Definitions:

Sub Site Managers

Sub Site Managers have been appointed by the Head of Division or Office and are responsible for ensuring that the web pages published in their designated area of the Macquarie University Website comply with the MQ Web Policy and page design guidelines.

For the websites of the Office of the DVCR, this is split into two main types of Sub-Site Managers to ensure accuracy for both 'Content' and 'Design & Structure'. These types are:

Sub Site Manager for Design & Structure

  • Chas Christodoulides - All DVCR Websites

Sub Site Managers for Content

  • Mark Ellis - 'For Researchers' website - The Research Office and all sections across the top of all Office of the DVCR websites.

  • Anne Thoeming - 'For Research Students' website - The Higher Degree Research Unit

Web Content Authors

Web Content Authors will be granted access to publish web content by the Sub-Site Manager/s who will ensure compliance of the MQ Web Policy. For the websites of the Office of the DVCR, Web Content Authors are defined in the 'DVCR Web Content Authors' list.

Each website sub-section (eg: Funding, Ethics or Scholarships) will be assigned to a nominated person (Web Content Author) who will be responsible for the website content related to their specific section.

Processes and Responsibilities:

Office of the DVCR Web Update Process Breakdown

  1. Web Content Authors will update the web page/s assigned to them and make them live. The Sub Site Manager for Design & Structure in all cases as well as the Sub Site Manager for Content that is responsible for the page/s that have been updated will get a system generated email informing them of the changes. See 'Rules for Web Content Authors' below for more details.

  2. Sub-Site Managers for Content will check updates to ensure content accuracy and compliance with MQ Web Policy.

  3. The Sub-Site Manager for Design & Structure will check updates to ensure design and structural compliance with MQ Web Policy.

  4. Any Sub-Site Manager can either allow updates to remain live if compliance is confirmed or contact the Web Content Author with amendments.

Web Content Author Responsibilities and Role

  1. To adhere to the MQ Web Policy. Whilst the Sub-Site Managers are responsible for ensuring that all web pages comply with the MQ Web Policy, Web Content Authors are, accountable for ensuring that content is in accordance with the requirements of the MQ Web Policy.

  2. To monitor the relevant section/s of the website assigned to them for accuracy and currency. New content for our website should be published online within one week of approval. It is recommended that the Web Content Author visits all web pages assigned to them at the beginning of each week (Monday or Tuesday at the latest) to check for out of date information and accuracy.

    Some content will be set with an expiry date. In this case, this particular type of content will automatically be removed from the website. However, it is the responsibility of the Web Content Author to ensure that this happens correctly.

  3. To select and sort content in preparation for website publishing.

Rules for Web Content Authors

  1. Web Content Authors must check that all links work and that all content is accurate when pages are made live. A system generated email will be sent automatically to the Sub Site Manager for Design and Structure and the relevant Sub Site Manager for Content whenever a page is edited. The email contains a link to the page and the name of Web Content Author.

    The following Sub Site Managers will recieve an email notifying them of any web updates made by a Web Content Author to any pages on the 'For Researchers' website - The Research Office or any of the sections across the top (grey navigation) of all Office of the DVCR websites:

    The following Sub Site Managers will recieve an email notifying them of any web updates made by a Web Content Author to any pages on the 'For Research Students' website - The Higher Degree Research Office.

  2. No content should be published on the web if any uncertain elements exist. For example, if the Web Content Author suspects that the information intended for a web page may not be accurate, the information should not be published. All questionable information should be resolved by the Web Content Author and confirmed with the Sub-Site Manager for Content where necessary so that it is complete and accurate prior to publishing.

  3. Only use content sourced internally or from known, reputable organisations. Any information from unfamiliar, unknown sources is to be referred to the relevant Sub-Site Manager for Content for approval.

  4. The Web Content Author must use only the page structure, styles and formatting that have been set by the Sub-Site Manager for Design & Structure. For instance, if a table has been set on a page with a particular style of font or background colour, the Web Content Author must use the same styles if making any additions to the table. Similarly, no new coloured text, font styles or sizes are to be introduced. Correct use of headers and styles are detailed in the Easy Step Instructions.

  5. If a Web Content Author is unsure as to which style, format or design element to use, they must check with the Sub-Site Manager for Design & Structure to ensure that they use the correct styles. They must not guess or create any new styles if they are unsure.

  6. If a new type of content that currently does not exist on a page needs to be introduced such as a table of data, the Sub-Site Manager for Design & Structure must be contacted. The correct format for such content will then be provided.

  7. The Web Content Author must not create any new pages or sections without prior permission from the Sub-Site Manager for Design & Structure. If a new page or section is required. The Sub-Site Manager for Design & Structure must be contacted as this is a structural change.

  8. Never download and publish a PDF or RTF on any DVCR website from an external website. Documents originating from external organisations such as the ARC or NHMRC may change without notice. To avoid the risk of providing out of date information, link directly to the document on the external website. The same rule applies for pages of content that are known to change regularly or unpredictably on external websites. The correct procedure is to link to the page rather than duplicate the information.

Sub- Site Manager Responsibilities and Role

  1. To ensure that they have up to date knowledge of any changes made to the MQ Web Policy and to ensure that the Web Content Authors are aware of any policy changes that affect them.

  2. To assist Web Content Authors where necessary during the preparation of material to be published on the web. This will ensure that content is prepared accurately and that the suitability of the content is appropriate for publishing to a Macquarie University Website.

  3. To check updates made by Web Content Authors for compliance with the MQ Web Policy as soon as possible after publishing.

  4. To notify the Web Content Author immediately to amend the content or remove the web page from public view if any material is found not to conform to the MQ Web Policy.

  5. Sub Site Managers must read the 'Web Site Management ' section of the MQ Web Policy (Macquarie University's Web Content Policy (ITS007) for more details.

Specific Responsibility breakdown for Sub-Site Manager types

Sub-Site Manager for Design & Structure

  1. To check all content published on the websites of the Office of the DVCR for compliance to the MQ Web Policy with particular attention to the areas relating to design and structure.

    The main areas for particular attention include:

    1. The Visual Identity Guidelines (VIG)

    2. The Macquarie University Accessibility Policy

    3. Web usability and coding standards

    4. Working with the Sub-Site Manager/s for Content to ensure that organisation of information is translated into a web accessible and usable structure.

    5. Ensure consistency with MQ marketing directions.

Sub-Site Manager for Content

  1. To check all content published on the websites of the Office of the DVCR for compliance to the MQ Web Policy with particular attention to the areas relating to content accuracy.

    The areas for particular attention include:

    1. Determining the content and organisation of information in their part of the web site and ensuring consistency with the MQ Web Policy.

      Determining content accuracy is a very important part of this role. However, organisation of information is a co-responsibility shared with the Sub-site Manager for Design & Structure. The Sub-Site Manager for Design & Structure will work with the Sub-Site Manager/s for Content to ensure that the organisation of content is structured in a way that ensures good content accessibility and web usability.

    2. Eliminating unnecessary duplication of information across all MQ sub-sites.

    3. Ensuring that information is not published in their sub-site on behalf of external organisations unless approval has been obtained from the Director, Public Relations and Marketing.

Other relevant University policies and DVCR documents relevant to this policy are:

 

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