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Web and Social Media Guidelines

WTAMU Web and Social Media Guidelines

WTAMU's official website is managed by the offices of Communication and Marketing, and Information Technology. Communication and Marketing manages the public facing webpages (www.wtamu.edu) through the University's CMS Spinternet. Information Technology manages application based pages off the root URL wtamu.edu (i.e. wtclass.wtamu.edu, apps.wtamu.edu, etc). Certain exceptions of page management apply to affiliated websites in instances where the server hosting the page(s) is not managed directly by Information Technology. Any issue regarding an official WTAMU webpage can be brought to Trey Roach, Web Communication Manager droach@wtamu.edu.

Specific content throughout the CMS managed website is edited and maintained by content editors who are trained by the web communication manager to follow the guidelines listed below when editing pages.

As the image and reputation of WTAMU is determined by the quality of information that is conveyed to our constituencies, content of all webpages residing on University servers or servers funded by University budgets, must be accurate, timely, and in compliance with local, state and federal laws.


General Structure

Content Editor

Content Editors are individuals appointed by their dean, vice-president, department head or a staff director to maintain the web presence of a specific area by using the content management system (CMS) Spinternet. Spinternet is owned by Spinutech. Spinutech is an Iowa web design and web development company with offices in Cedar Falls and Des Moines.

Content Editors are charged with:

  • updating and ensuring the information on their pages is accurate, timely, and in compliance with local, state, and federal laws.
  • ensuring that their pages are keeping the University graphic standards and style guidelines intact.
  • ensuring that their pages are accessible.
  • adhering to the University's Link Policy and Privacy Statement.
  • communicating their needed additions to the University Calendar to the appropriate calendar editor.

Calendar Editor

Calendar Editors are individuals appointed by the web communication manager to maintain the University Calendar.

Current Calendar Editors include:

  • Eppie Wyckoff - Student Affairs Calendar
  • Trey Roach - Events/Athletics Calendar
  • Tana Miller - Academic Calendar

Content

The University Organizational Chart breaks down the areas in the University, both academic and administrative, that require content supervision. Each academic department or administrative office is responsible for the content on their area's webpages and is also responsible to appoint a Content Editor to manage the specific content in their area. In an Academic Department, the department head is the appointer of a Content Editor for the department. Department heads must email the web communication manager, droach@wtamu.edu, to request the appointee be given access and training in Spinternet. Similarly, directors of administrative offices are the appointers of their area's web presence and should email the web communication manager, droach@wtamu.edu  to request the appointee be given access and training in Spinternet.

Exceptions to the above apply when a dean or vice president appoints a meta content editor to oversee more than just one specific area. In this case, the dean or vice president is the appointer and should make a request to the web communication manager, droach@wtamu.edu, to request the appointee be given access and training in Spinternet.

Copyright

Copyright laws must be strictly observed on all WTAMU webpages. Content editors must have documented permission to copy and display copyrighted text, graphics, or photographs on their pages. 

Affiliated Websites/Key Public Entry Points (KPEPS)

All websites affiliated with the University, whether www.wtamu.edu or affiliated websites, are required to have the following links on every page of the website:

WTAMU Homepage - www.wtamu.edu

University Privacy Statement - www.wtamu.edu/privacy

University Accessibility - www.wtamu.edu/accessibility

University Contact Us - www.wtamu.edu/contact

 


Identity System

The West Texas A&M University brand is described in detail in the Identity System. WTAMU's website is a crucial component of keeping brand consistency. However there are a few key issues and exceptions worth highlighting as it pertains to wtamu.edu.

Styling

Below are some key excerpts from the University's style guidelines. It is important for content editors to familiarize themselves with these guidelines in order to best represent WTAMU on its website.

 

adviser/advisor

  • Adviser is suggested for general use. Buff Advisor is the exception.

 

ampersand

  • Use an ampersand only when it is part of an organization’s formal name. It should never be used as an indiscriminate replacement for the word “and.” (One space should appear before and after but not between the “A&M” in West Texas A&M University.)

Dates/Days

  • When a month is used with a specific date, abbreviate January, February, August, September, October, November and December. Never abbreviate March, April, May, June or July.
  • Do not use ordinal numbers (1st, 2nd . . .) in a date.
  • Spell out days of the week when used in text material.

email

  • Lowercase, one word, no hyphen

Internet

  • Uppercase, one word

numbers

  • Spell out numbers below 10. Use numerals for 10 and above. (Exception: Always use numerals for addresses, ages, dates, decimals, page references, percentages and dimensions.)
  • Spell out first through ninth. Use numerals for 10th and above.
  • Use a comma in numbers of 1,000 and above, except for ACT/SAT test scores, temperatures and dates.

online

  • Lowercase, one word, no hyphen

periods

  • Use one space after periods in text.

time

  • Use figures except for noon and midnight. Never use 12 a.m. or 12 p.m.
  • Lowercase and periods in a.m. and p.m.
  • Use a colon to separate hours from minutes except when on the hour. i.e. 1 p.m. - 1:30 p.m.

web/website/webcast

  • Do not capitalize when using this abbreviation for the World Wide Web. Website is one word, with no hyphen.

Logos/Graphic Standards

The major difference between graphics online and the University's graphic standards is that the University's graphic standards are specifically related to printed material. Official WTAMU logos that are used online need to be in the correct hexadecimal color maroon. Official web logos are available from the web communication manager, droach@wtamu.edu, in the Office of Communication and Marketing.

For reference, the following hexadecimal or RGB values should be used when representing WTAMU online.

MAROON - #3F0000 or #66000 (value can vary depending on the computer) RGB (63, 0 0,)

WHITE - #FFFFFF RGB (255,255,255)

GRAY - #666666 RGB (102, 102, 102)


WTAMU Web Practices

External Links

In instances where West Texas A&M University, or its entities, manage content on external webpages (i.e. Facebook, Twitter or external website) the accuracy of information is entrusted to the applicable site administrator(s). These site administrators are employees of West Texas A&M University and by this employment agree to WTAMU's values of Honesty, Hard Work and Integrity. Any misrepresentation of West Texas A&M University, or its entities, on these or any other medium by WTAMU employees or non-employees should be reported to the Office of Communication and Marketing, aunderwood@wtamu.edu. West Texas A&M University disclaims the responsibility for inaccurate or misleading information (including copyright violations, slander, libel, defamation and invasion of privacy) on external webpages. The responsibility of such actions rests on the individual.

In accordance with the recommendations from T.A.C. Rule §206.74, WTAMU disclaims liability for external website content.

Fonts

All fonts used on wtamu.edu are pre-set and available within the CMS Spinternet. These font selections were incorporated into the website as a part of WTAMU's brand rationale. Use of other fonts within the text of Spinternet violates University branding and also can cause displays across different web browsers to be problematic.

Accessibility

The accessibility workgroup is constantly endeavoring to make WTAMU's website more accessible. As of November 2010, new content editors have been trained in accessibility practices. The content editors are given a training packet with detailed instructions about using the CMS Spinternet and practicing accessibility. 

Content editors that were trained before 2010 will need to attend a training in these practices in order to keep their permissions as content editors. Training dates are TBA.

The following accessibility efforts will be covered in the training. Trained content editors are expected to practice these accessibility efforts.

  • Alt Text must be present on all non-decorative images. In the case of images on social media without the Alt Text option, a caption should be present instead of Alt Text.
  • WTAMU webpages must have properly defined header tags (i.e. <h1> <h2> <h3> e.t.c.) to make content accessible.
  • PDF documents with essential text must be presented as text and not images of text.
  • Links must be descriptive so that they could be recognized if the link was by itself.

WTAMU also uses a service called Site Improve to monitor and manage webpages for inaccessible content. When content editors attend training the web communication manager will determine other areas that should be using Site Improve.


Social Media

General

West Texas A&M University social media guidelines only apply to social media accounts created to represent University groups, departments, programs, etc. and does not apply to private individual accounts. Departments and offices are welcome to engage in social media on behalf of their areas. These pages should still abide by the online graphic standards and University style guidelines.

These pages fall under the disclaimer set on the link policy and disclaimer webpage. Whenever possible, a specific area's social media page(s) should link to the official University social media page within the medium. For example, a department with a Facebook page should "like" the official WTAMU Facebook page. Additionally the department should contact the web communication manager, droach@wtamu.edu, to be included in the official WTAMU Facebook page affiliates. Also, whenever possible, be sure to include links to your official webpage at www.wtamu.edu/your_department_url. If you do not have a shortened URL contact the web communication manager to set up a redirect for your area.

WTAMU's Office of Communication and Marketing reserves the right to enforce branding standards on any area that does not adhere to the University brand. Questions or comments can be directed to the web communication manager, droach@wtamu.edu.

Content

Use good judgment about content and respect privacy laws. Do not include confidential information about the University, its staff, or its students.

Positive or negative content in context to the conversation, regardless of its favorability of WTAMU is permissible. However, language that is defamatory, libelous, threatening, obscene, profane, infringing of intellectual property rights, invading of privacy,  harassing, abusive, hateful or embarrassing to any person or entity, or otherwise injurious or objectionable is unacceptable and shall be removed.

Personal Opinion

Personal opinions as being endorsed by the University or any of its organizations is strictly prohibited. You may not use WTAMU promote any opinion, product, cause, or political candidate. Include this statement if necessary: “This is my personal opinion and not necessarily that of the University”...

Responsibility

By posting content to any social media site, you agree that you own or control all of the rights to that content, or that your use of the content is protected fair use. You agree that you will not knowingly provide misleading or false information, and that you indemnify and hold the University harmless for any claims resulting from the content. Additionally, you agree to give credit and cite sources when posting content from other sources. Be advised that WTAMU will not tolerate content that infringes on proprietary information, or that is pornographic, libelous, defamatory, harassing, or inhospitable to a reasonable work environment.



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