A.  Website Management – This document outlines responsibility for operating and maintaining the Howard Community College (HCC) website.  Administration of the college website is accomplished through the following entities:

1.  The vice president of information technology convenes and is an advisor to the web steering committee.  The committee provides strategic direction for the web enterprise and approves any major design changes to the content management system.

2.  The information technology web development group is responsible for providing centralized web services that include programming, design, content management, and end-user training. 

3.  Each vice president designates website coordinators to act as points of contact for managing web content.  Website coordinators are responsible for:

  • Managing an assigned section of the web.
  • Authoring content.
  • Coordinating the publication of content with content owners.
  • Reviewing content regularly to ensure currency and accuracy.
  • Determining approval workflows for each content folder within the SiteExecutive content management system

B.  Content Management System – SiteExecutive is the college’s principle tool for standardization of design and managing web content.  To ensure consistency in design and navigation, style sheets and page templates have been developed for publication of content to the web. 

C.  Publishing Approval Process – SiteExecutive’s automated workflow provides the capability for online review and approval of content prior to publication.  At a minimum, the workflow approval process includes:

1.  Generation of content into SiteExecutive by functional managers or designated administrative staff.

2.  Review and approval of content by directors or department chairs.

3.  Review and approval of content by the respective vice president or designee for Level 1 and 2 content pages.

D.  Web Calendar – HCC has created a campus calendar to provide a comprehensive listing of official college events held both on and off-campus.

1.  Athletic, student, and cultural events, seminars, and other activities and events are advertised on the calendar to increase awareness of opportunities at the college and to strengthen communication with the entire college community.

2.  The campus calendar is as accurate and up-to-date as possible, but ultimate responsibility for the accuracy of information rests with the event sponsor.

3.  Calendar Guidelines:

  • Events that are published to content-specific calendars also appear on the “Complete HCC Calendar.”
  • Events are posted to one calendar only.

4.  The following positions are designated as calendar administrators.  These positions are responsible for the currency and accuracy of calendar information:

Academic
Associate director, records and registration

Alumni and Development
Development associate
Foundation associate

Arts and Humanities
Arts facilities and Rep Stage Actors Institute coordinator
Rep Stage general manager, associate artistic director and resident director
Student-Alumni Arts producer/artistic director
Box office manager

Athletics
Athletic and fitness center manager
Fitness professional, athletic and fitness center

Board of Trustees
Director, board relations/special projects
Executive information specialist

College Activities
Executive associate to the vice president of student services, director, welcome and information center
Web services assistant

Continuing Education
Coordinator of marketing, continuing education
Administrative office associate

Students
Executive associate to the vice president of student services, director, welcome and info center
Assistant director, student life
Information specialist, counseling and career services

News and Events
Marketing manager, public relations and marketing
Web services assistant

Note: The executive associate to the vice president of student services, director, welcome and information center and the web services assistant serve as back-up support on all calendars.

5.  Event Criteria:

  • The sponsor of each event must verify content and provide event information to designated calendar administrators.  Information should include the event location, time, participants, contact person name, phone number, and e-mail address, and admission fee (if any) prior to posting an event on the campus calendar.
  • Incomplete requests will not be posted.
  • All calendar submissions should be received at least 14 days in advance of the event.
  • Only HCC sponsored events and activities are included on the calendar.  Sponsorship may be by a department, division, program, or student club/organization.

6.  Event Approval:

  • In order to maintain a manageable number of items on the campus calendars, not all events will be listed.
  • Final authority rests with the area’s calendar administrator for content posted on the campus calendars. 

7.  How to Submit an Event:

  • Complete the online submission form in its entirety. The form can be found on each calendar page.
  • Submitting a request does not guarantee that an event will be posted.

8.  Submission Guidelines:

  • All requests for calendar submissions should be received at least 14 days in advance of the event.
  • No copyrighted images may be submitted for an event unless you have written permission to use the image.  Images used must adhere to the “image use guidelines” found in the Website Author’s Guide.  If you are unsure about an image, contact the office of public relations and marketing.

9.  How to Submit Information for the “News and Events” page:

  • The decision to designate an event as a featured “news and events” item is at the discretion of the “News and Events” administrator (public relations marketing manager).
  • In addition to meeting the criteria and guidelines above, the event must be submitted to the “News and Events” administrator for approval.
  • The “News and Events” administrator reserves the right to remove an event from the college home page.

10.  How to Modify/Cancel Events.  If an event is cancelled, please let the appropriate calendar or news and events administrator know as soon as possible.

E.  Authoring Content – In the interest of accuracy, clarity, and consistency, the HCC Editorial Style Guide will function as a condensed and college-specific version of the Associated Press (AP) guide of accepted standards of grammar, punctuation, spelling, and other language mechanics.


Policy Manual Review/Revision:  12/6/06