NWU Online Publications Policy

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NWU Online Publications Policy Reference number Accountable executive manager Policy owner Responsible division Status Approved by 6P/6.2.

1 NWU Online Publications Policy Reference number Accountable executive manager Policy owner Responsible division Status Approved by 6P/ Executive Director: Institutional Advancement Executive Director: Institutional Advancement Institutional Advancement Approved Council Date of approval 22 November 2013 Amendments This policy replaces the Web Policy as first approved by Council on 10 June Date of amendments This policy was reviewed during Review date 2015 Web address of this policy Address on the policy database SHARE Management\2.1.3 policy development and review\ review\database/policy documents\6p online_e.docx

2 Institutional Advancement NWU Online Publications Policy 1 Preamble As a pre-eminent university in Africa, driven by the pursuit of knowledge and innovation with a unique institutional culture based upon the values the University espouses, the North-West University (NWU) has adopted this NWU Online Publication Policy on 22 November This policy replaces the Web Policy adopted by Council on 10 June Policy Statement It is the policy of the NWU to establish a multilanguage presence on the internet in support of the core business of the university while meeting the needs of its stakeholders and audience. It ensures the University's visibility on the internet and strives to instil international recognition for its teaching, learning, research and community involvement activities. All content published online in support of the objectives of the University forms part of the digital assets of the University. The purpose of this policy document is to provide the staff of the NWU with the necessary guidance on the publication of online content that is accessible in the public domain. 3 Definitions Online publishing, as well as the information technology behind it, is a unique field where aspects of business, information technology and editorial terms form a unique mixture which may be difficult to interpret. Therefore, the terms described below serve to inform the procedures as set out in this policy and to create a shared understanding of the terminology used within the online environment at the NWU. 3.1 Internet The internet is a collective system of networks consisting of servers, computers and related connectable devices that host or transfer data and information via the TCP/IP protocol, and which is available to a globally networked public. 3.2 User Technologies NWU Website This means the URL (main domain) and its subdomains Subdomain This means a domain that is part of a larger domain. (ex. where xxxx refers to the subdomain name) NWU Intranet This means the NWU website subdomain which can only be accessed by personnel and which is mainly used for internal communication as well as the provision of organisational resources to internal stakeholders. Content Management System (CMS) This is a system consisting of application software and a database that enable online editors (publishers) to publish content online in HTML format. Mobi-site This is a self-service related mobile internet site, accessible with a cell phone and rendering content specifically adapted for mobile access. Mobile Application (Apps) This is a software application that is used on wireless mobile devices. NWU Online Publications Policy 1

3 3.3 Online Content Any text, image, video or audio content that is used to convey information or messages to an online audience on the internet. 3.4 E-Commerce E-Commerce is an online business model that facilitates the distribution of services and products for payment. (For the purpose of this policy this also includes M-Commerce, which is a term used for online, mobile distribution of services). 3.5 Social Media Any system that has the intention of creating online-based community groups aimed at facilitating interaction among individuals, either socially or professionally, such as Facebook, Twitter, Blogs, Google+, YouTube etc. 3.6 Internet protocols This is a set of international standards (protocols) normally referred to as IP and TCP/IP technologies, used on networks linked to the internet. 3.7 Network A network establishes interconnectivity between computers and similar devices that have the ability to connect to a local area network (LAN), a wide area network (WAN) or the internet, either by cable or wireless connections. 3.8 Database This is a relational or hierarchical structure of entities that stores data in a computer system from which information can be extracted to publish online or for other use, e.g. to assist in managerial decision-making. 4 Rules 4.1 This policy applies to all NWU staff, students and service providers who develop and/or publish online content, develop software applications for the purpose of developing and/or publishing content online, and the maintenance of such user technologies. 4.2 This policy should be read in particular with the following institutional policies and guidelines: The values of the University Policy on the responsible use of Information and Communication Technology, Networks and Information Resources at the North-West University. Brand Identity Policy Media Policy Language Policy Records Management Policy Social Media guidelines 4.3 All online content aimed at an online audience and intended for public access must be published on a server environment that is hosted and maintained by the Information Technology Central (ITC) department of the NWU. 4.4 An exception to the rule in 4.3 (above) may be considered, based on a sound business case, when the service cannot be provided by ITC and after due consultation with ITC and the Institutional Advancement Office. 4.5 Online content should be published bearing in mind the user technologies in use, such as desktop computers, tablets and mobile phones. 4.6 Online editors (publishers) are responsible for ensuring that content adheres to the quality guidelines before it is published on the internet. 4.7 The integrity and reputation of the university should be upheld at all times. 4.8 All online editors (publishers) must undergo CMS training and online editorial training. 4.9 Editorial integrity of online content must be upheld at all times. NWU Online Publications Policy 2

4 4.10 Search engine optimisation (SEO) should be upheld Usability, user focus, and ease of access are key deliverables in all areas of responsibility All initiatives related to e-commerce (example. 3rd party advertising on internet user technologies, handshake agreements, trademark usage, receiving online payments for goods and services etc.) must be dealt with in accordance with the applicable financial policies and guidelines of the NWU and in close liaison with the Institutional Advancement Office and ITC where applicable All publications, whether informal or formal, on social media platforms must take place in support of NWU strategic and operational objectives and in accordance with social media guidelines Subdomains of the NWU website will be established in support of the core business of the university and according to guidelines Administration rights to third party platforms that are being used to promote, market and advance the objectives of the university must be provided to Campus Directors Marketing and Communication or the Executive Director Institutional Advancement, when requested to do so. 5 Roles and responsibilities 5.1 Council is responsible for the establishment and approval of the NWU Online Publication Policy. 5.2 Branding, Marketing, Communication and Advancement Committee (BMCA) Institutional Management, with powers of delegation to the BMCA, has overall responsibility for ensuring that the online presence of the NWU is managed effectively and responsibly within the NWU in accordance with the set regulations and procedures. The BMCA has overall responsibility to oversee that the online presence of the NWU is in line with the strategic objectives of the NWU The BMCA gives guidance and direction to proposed policy changes in the NWU Online Publication Policy. The BMCA ensures consistency in the application of the corporate identity and brand standards in the online environment. 5.3 Institutional Advancement Office The Institutional Advancement Office (IAO) is the custodian of the NWU Online Publication Policy. The IAO liaises with campuses and ITC regarding user needs and user technology development needs. The IAO liaises with Teaching and Learning, Research and Community Engagement content owners at Institutional level. The IAO plans and oversees the design, information structure, navigation structure and development of user technologies according to set guidelines and standards. The IAO is responsible for all aspects of the CMS console administration, including access rights. The IAO provides a central service for client/user enquiries and development proposals. The IAO conducts research into user expectations and requirements. The IAO provides editorial training to online editors. The IAO ensures that the responsibility of online quality assurance is allocated to online editors (publishers) at institutional level. The IAO ensures the availability of online editors (publishers) at institutional level. The IAO provides management reports on all aspects related to the performance of user technologies in terms of both technical and non-technical indicators. The IAO measures the online presence of the NWU. The IAO oversees the management of projects related to the development and implementation of online engagement technologies. 5.4 Information Technology Central Office (ITCO) ITCO liaises and coordinates with the IAO in order to establish business needs for the establishment of online user technologies. ITCO provides stable staging and production server environments suitable for handling high volumes of internet traffic. ITCO implements network technologies and internet protocols to support accessibility of online content. ITCO provides database administration services for online content, including multimedia content, data backup, data recovery, data security and data integrity. ITCO provides and implement services and techniques to enhance network and server performance. NWU Online Publications Policy 3

5 ITCO provides and implement user training on CMS technologies. ITCO Implements user technology application software for online publication of content. ITCO conducts research into user application software and its technical requirements, which will enhance the ability of NWU to provide online content. 5.5 Campus Directors Marketing and Communication Offices (CDMCOs) CDMCOs liaise and coordinate with the IAO and ITC in order to establish business needs for the establishment of online user technologies. CDMCOs ensure that all rules, processes and procedures are complied with during the publication of online content. CDMCOs develop and publish online content in support of the core responsibilities of the campus. CDMCOs ensure that the responsibilities of online quality assurance are allocated to online editors (publishers). CDMCOs ensure the availability of online editors (publishers). CDMCOs enhance the presence of the campuses on the internet while positioning them in the broader context of the NWU; CDMCOs develop and maintain sustainable online communication processes that support the campus mission, goals and objectives through an online presence. CDMCOs ensure the consistency of online brand application. CDMCOs ensure that campus-specific online content is consistent with the service offering of the campus. 5.6 Office of the Institutional Registrar Provide legal services and advice regarding online publication of content, inter alia including copyright issues, intellectual property issues, online contractual agreements, consumer rights-, and terms and conditions of the use of content. Identify potential legal risks that affect the publication of online content. 6 Amendments/review Any member of staff or any student at the NWU may, without fear of prejudice, submit any proposal for improvement of this policy to the Institutional Advancement Office. All changes are subject to the approval of Institutional Management and Council. This policy must be reviewed at least every two years. Original details: Cobus Steenkamp( ) SHARE/NWU Online Publications Policy\6P _online_e.docm 26 November 2013 File reference: 6P/ NWU Online Publications Policy 4

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