Purpose

Definitions

Scope

Responsibilities

The MSC Webmaster is responsible for providing privileged access for Area Webmasters as outlined in this policy. The MSC Webmaster retains the right to remove public web pages that do not comply with this policy, to minimally modify such pages to bring them into compliance, or to replace such pages with compliant pages that maintain accessibility for the rest of the web site provided the Area Webmaster or supervisor is immediately notified of the action. Some duties may be delegated to MSC Web Team members.

The MSC Web Team is responsible for awareness of all applicable departmental, university, state and federal policies, procedures and guidelines governing web services offered by the MSC. The team is responsible for defining technical requirements and procedures that affirm requirements imposed by governing non-departmental policies and that establish standards appropriate for a positive MSC presence in the worldwide web. The team is available to committees, council and service areas to assist with bringing pages into compliance with applicable policies and guidelines. For areas that do not have a current home page, the team may develop a temporary home page using a standard template. The MSC Web Team is responsible for the design and maintenance of the main MSC web site.

MSC staff, council, and committee members may request Area Webmaster access privileges for the purpose of managing web-based information resources for their respective areas. Area Webmasters are responsible for compliance by their respective areas of all applicable web policies and guidelines including obtaining approval for new or substantially changed pages prior to the pages being advertised or linked from published MSC web pages. Area Webmasters may not use MSC web servers for storage or transfer of any content inconsistent with the web services purpose statement in this policy or in violation of Texas A&M rules or for primarily personal convenience. Violation of this policy requirement may result in termination of access privileges without advance notice.

MSC area advisors and supervisors are responsible for reviewing and approving the design and content of all web pages published by their areas. Advisors are responsible for ensuring that all content is current and for approving new or substantially changed pages prior to the pages being advertised or linked from published MSC web pages.

Technical Requirements

All MSC web pages must comply with applicable MSC guidelines established by the MSC Web Team. These guidelines specify technical requirements and procedures. The MSC Web Guidelines and Procedures document is located at www.msc.tamu.edu/services/cops/policies/webguidelines.shtml.

Content Requirements

Each home page must identify the organizational unit as part of the Memorial Student Center and as part of Texas A&M University. Additionally, each home page must have clear links to the MSC home page (www.msc.tamu.edu) and to the Texas A&M home page (www.tamu.edu). The MSC home page must also have a link to the State of Texas home page (www.state.tx.us).

All web pages that are not defined as home pages must include a clear link back to a home page for the web site of which it is a part. Home pages other than a committee or council area's top-level homepage that serve as key public entry points must include a clear link back to the area's top-level home page.

All home pages must clearly provide a means of communicating with the organizational area by providing contact information directly on the home page or on a supplemental page that is directly linked from the home page. Contact information must be sufficient to enable communication both online (direct email or form mailer) and offline (telephone, USPS or physical address). Contact methods should be suitable both for expression of technical concerns about the web site and for inquiry about participation in the area's programs and services.

All page elements including text and graphics must be used in compliance with applicable copyright laws. "Found" graphics or other outside information may not be used without proper permission. All elements must be correctly attributed on the site.

Each web page must be kept current. All time-sensitive information including program information, due dates, and officer or member listings must be accompanied by a date with the year.

All home pages must include clear links to the MSC accessibility policy (www.msc.tamu.edu/policies/accessibility.shtml).

Any web site that includes links to non-University web sites must include a link on each home page to a relevant links policy. Links to other web sites must be appropriate and contribute to the mission of the organization.

Any commercial advertisement that appears on an MSC web page requires a contract with the University, it must relate to the mission and purpose of the University department or organization, and it must fully comply with TAMU System Policy 21.99.09.M2 (http://rules.tamu.edu/urules/200/219909m2.htm). This policy also defines acceptable online recognition of supporters and donors.

All home pages and web pages that contain forms for data submission must include clear links to a relevant privacy policy. If electronic information may be collected or used in ways beyond what is described in the general MSC privacy policy (www.msc.tamu.edu/policies/privacy.shtml), a specific privacy policy providing additional disclosure and a link to the general MSC privacy policy must be published.

Privacy Requirements

Information protected by law (FERPA, HIPAA, etc.) may only be requested in compliance with applicable laws. Penalties exist for improper use or disclosure of protected information. Electronic collection or use of protected information including student ID must be approved by the MSC Webmaster to ensure compliance.

Any web page that collects personally identifiable information via a web form or displays such information (an email address by itself does not constitute a personal identifier) must use a Secure Sockets Layer (SSL) or comparable technology to encrypt the data between the visitor and the server.

All posting of non-MSC email addresses to public web pages requires consent of the individual owner of the email address.

If cookies are used, a visitor must be able to access the home page and privacy policy without the site setting a cookie.

Implementation