Official Web Page Policies and Procedures
Loyola University's official website (www.loyno.edu) is maintained by the university web team, and managed by the Office of Publications and Marketing Communications with Information Technology. The web team operates under the direction of Terrell F. Fisher, director of publications and marketing communications, and Bret Jacobs, executive director of information technology.
The primary audiences of the official website are prospective students, current students, faculty/staff, alumni, parents, and the general public searching for information about the university.
Departmental and personal web page publishers are responsible for their own web pages and must adhere to U.S. and international copyright law (including guidelines for fair use); comply with local, state, and federal laws; and comply with university web page policies and all other university policies.
Loyola University New Orleans Homepage
The university home page is located at http://www.loyno.edu, and is the domain for Loyola University New Orleans. The home page is divided into the following sections:
A. The Navigation Bar, Audience Lists and Main Navigation
All navigation on the site home page is maintained by the Office of Publications and Marketing Communications. Because the navigation must be consistent, changes to existing structure are rare and based on university-wide consensus.
B. The Secondary Ad/Graphic
The Division of Institutional Advancement is responsible for maintaining, creating, and defining the content for the secondary ad/graphic. The secondary ad/graphic is rotated out periodically according to a calendar established by Institutional Advancement. The secondary/ad graphic is reserved for major campaigns (such as Commencement), and marketing events (such as Thelonious Monk Institute) that position Loyola as a regional institution and/or assist in marketing/recruiting of new students.
Request for Posting: Requests for secondary ad/graphic banners require that the message address the university-wide audience, must comply with the established calendar and be approved by the Director of Publications and Marketing Communications.
C. Upcoming Events and News and Announcements
Upcoming Events along with News and Announcements are maintained by the Office of Public Affairs.
Requesting Web Promotion of Upcoming Events and News and Announcements
Use the Publicity Request Form to request information and marketing communications to be posted in those sections. For more information, visit the Office of Public Affairs website.
Mass E-mail Distribution Policy
Standard E-mail Definitions Mass E-mail: E-mail sent to large numbers of people. Plain-text Mass E-mail:. Plain-text mass HTML Mass E-mail: HTML mass e-mails may take the form of messages or announcements that contain graphic elements, intending to simulate web pages, and use hypertext markup language (the same language used to traditionally create web pages). These mass HTML e-mails are sent to large numbers of people, ranging from students and prospective students to alumni and donors. E-newsletter: Like regular HTML mass e-mails, e-newsletters are e-mails that contain numerous graphic elements, and are created to simulate web pages. However, they can be differentiated by in which there are multiple stories presented; they are serialized and put out on a scheduled, periodic basis; the target audience is always the same; the topics are focused around one constant, central theme. |
University-wide Internal E-mails
There are several vehicles for mass distribution of university information to internal Loyola audiences: For the purposes of this policy, the definition of an Internal Mass E-mail is an individual e-mail sent to faculty@loyno.edu, and/or staff@loyno.edu, and/or student@loyno.edu.
This section describes the following types of internal e-mails:
- LoyMail Daily Campus E-mail Digest (preferred method)
- Loyola at a Glance
- From colleges
- From vice presidents/the provost
- From the Office of the President
- From University Police
LoyMail Daily Campus E-mail Digest
(Preferred method of sending campus-wide e-mails)
Electronic messages directed to all faculty, and/or all staff, and/or all students, from Loyola colleges, departments, faculty, staff, and students should be sent via LoyMail Daily Campus E-mail Digest, which is distributed by Information Technology.
The LoyMail internal mass e-mail digest is distributed at approximately 6 p.m. each day that arrives as a group of messages within a single e-mail in each user’s inbox. The person or unit sending the message is responsible for drafting and proofing his or her message, which should be submitted no later than 3 p.m. for same day distribution.
Guidelines for LoyMail Daily Campus E-mail Digest
Messages must adhere to the following guidelines:
- The message must be generated from a Loyola account.
- The message must be under 200 words.
- The message may not be of a personal or commercial nature.
- The message must be germane to the Loyola community. (i.e., SGA messages, messages from a department, college, or administration, sorority, fraternity, club, etc.)
- The message must be plain-text and not contain attachments or graphics.
- The message must be submitted by 3 p.m. for same-day broadcast.
Information Technology will facilitate distribution via LoyMail Daily Campus E-mail Digest. The contact person for LoyMail Daily Campus E-mail Digest is Mike Klein, at klein@loyno.edu or 865-3470.
Loyola at a Glance (Weekly)
(Standard method of sending university-related news articles and events.)
Loyola at a Glance is an e-newsletter distributed weekly on Fridays to all faculty, staff, and students. It contains the latest news about, and upcoming events for, Loyola University New Orleans. In order to be considered for publication in Loyola at a Glance, a member of the university community must submit a publicity request for their news item to the Office of Public Affairs (Publicity Request Form) at least two weeks prior to the intended publication date. For event information, a publicity request form must be submitted at least four weeks prior to the intended publication date.
Internal e-mails that are college-related
Messages from a college, sent to faculty, staff, or students within that college, may be sent at the dean’s discretion. They must be drafted, edited, and distributed by their college. Internal group specific listservs will be created by Information Technology upon request by contacting Mike Klein, at klein@loyno.edu or 865-3470. The address information in the list will be maintained by the college or unit.
Internal mass e-mails from the provost and/or vice presidents
Messages from the provost or vice presidents to the Loyola community (faculty, staff and students) should be drafted, proofed and distributed by their respective offices. Marketing and Communications will provide a web-based template that will be used to generate these messages.
* It is important to note that only critical messages should be sent via individual e-mail to all of Loyola’s internal audiences (faculty, staff, or students). Event information and nonessential information do not qualify as critical messages and therefore should not be sent individually. This is important, because people will not open e-mails if they receive too many non-essential messages. A good question to ask to determine if your message is critical is, “Will this affect the audience negatively if they do not receive this message?”
Internal mass e-mails from the President
Messages from the President’s Office to the Loyola community (faculty, staff, or students) will be proofed and distributed by Marketing and Communications. The exception to this rule is during times of crisis. During a crisis, the Office of Public Affairs, as part of the Emergency Response Team, will be responsible for drafting, proofing and distributing emergency response messages from the President to the Loyola community.
All other mass messages directed to all faculty, and/or all staff, and/or all students, from Loyola colleges, departments, faculty, staff, and students should be sent via LoyMail Daily Campus E-mail Digest.
BOLOS
Critical messages regarding campus safety will be sent to all faculty, staff, and students from the Loyola University Police Department as needed. Loyola’s Public Safety Department can be reached at police@loyno.edu or by phone at 865-3434.
External Mass E-mails
For the purposes of this policy, the definition of an External Mass E-mail is an individual e-mail sent to Loyola University alumni, parents, friends, donors, purchased or audience-specific lists, and the news media.
The Office of Institutional Advancement is responsible for approving all messaging directed to external audiences relating to Loyola University New Orleans or its events. Please submit e-mail content to webteam@loyno.edu 48 working hours prior to estimated date of distribution.
This section describes the following types of external e-mails:
- To alumni
- To the media
- From colleges
- From vice presidents/ the provost
The Office of Marketing and Communications is only responsible for designing or distributing mass graphic HTML e-mails for the Office of the President, Admissions (including Recruiting), and Institutional Advancement (including Alumni and Annual Fund).
External messages to alumni
Mass e-mail to Loyola alumni should be coordinated through Alumni Relations or Marketing and Communications. Marketing and Communications is responsible for proofing final copy. To request an alumni mass e-mail, contact Monique Gardner, Director of Alumni Relations, at mgardner@loyno.edu or 861-5752. E-mails initiated by Loyola departments other than Institutional Advancement are responsible for drafting the initial copy for the e-mail.
External messages to the media
Messages or press releases regarding Loyola University directed to the news media must be distributed through the Office of Public Affairs. Public Affairs is responsible for drafting, proofing and distributing all official university messages to the news media. If you have news or information regarding Loyola University that you would like to publicize to the media, contact Meredith Hartley at mhartley@loyno.edu or 861-5883, or fill out a Publicity Request Form.
External mass e-mails that are college-related
Messages sent to external targeted audiences from a college or related unit may be sent at the dean’s discretion, but must be drafted, edited, and distributed by their college. External listservs will be created by Information Technology upon request by contacting Mike Klein, at klein@loyno.edu or 865-3470. The address information in the list will be maintained by the college or unit. Marketing and Communications is responsible for proofing all messaging directed to external audiences relating to Loyola University New Orleans or its events.
External mass e-mails from the provost and/or vice presidents
Messages from the provost or vice presidents to the Loyola community to external audiences will be drafted, edited, and distributed by their individual offices. External listservs will be created by Information Technology upon request by contacting Mike Klein, at klein@loyno.edu or 865-3470. The address information in the list will be maintained by the individual office. Marketing and Communications is responsible for proofing all messaging directed to external audiences relating to Loyola University New Orleans or its events.
E-newsletters
E-newsletter templates may be created for colleges and divisions only; existing e-newsletters have been grandfathered into this new policy. Departments and units should contact their college or division heads to include information in their respective newsletters. Distribution of e-newsletters is the responsibility of each department and not Marketing and Communications, which is only responsible for proofing copy for external distribution.
Requests for e-newsletter templates are coordinated by the Web team through the Web Request Form.
Examples of existing e-newsletters:
- Office of Mission and Ministry: Magis Moments
- Student Affairs: On the Go
- School of Mass Communication
- College of Music and Fine Arts: Montage
- Monroe Library
- Office of Institutional Advancement: Alumni Pack Press
For more information, please refer to the policies for e-newsletters, which can be found at:
http://www.loyno.edu/webteam/e-newsletter_guidelines.html
Flash/Multimedia Content
The primary audiences for Flash messages and multimedia content are prospective students, alumni, and friends. Flash or other multimedia content intended for prospective students must be initiated through the Office of Admissions.
Flash is intended to communicate university-wide messages, not those particular to any specific department or college. There is a limit of two to three total flash messages sent per year per audience.
The production timeline for Flash messages is four to eight weeks.
Final concept, copy, images, and music are due to the Web Team four weeks prior to the day the message is to be sent.
Institutional Advancement’s Office of Publications and Marketing Communications collaborate with V.P.’s, Deans, and department heads to determine the subject matter/content of Flash/multimedia messages and ensure their initiatives are accurately represented. However, the responsibility of developing the content of flash/multimedia communication belongs to the Office of Publications and Marketing Communications to determine the subject matter/content of those communications, though we work closely with all academic areas to ensure their initiatives are accurately represented.
Flash/multimedia content will not be created for student groups.
Graphic and Editorial Standards
Because information on Loyola's website is available to the worldwide Internet community, all information should be presented according to high standards of clarity, accuracy, and organization. The content and appearance of the website should be consistent with other official university communications. Information should be factual (verified), spell checked, and updated frequently.
Policies for use of the name “Loyola University New Orleans” and the official logo are outlined in this document and in the print document Identifying Loyola, A Graphic Identity Guide to Logo Usage.
Editorial style is outlined in the print document Publications Editorial Style.
Individuals responsible for designing home pages for their department or college must comply with these guidelines and must be responsible for ensuring the accuracy of editorial style and content.
Loyola University does not monitor the content of material transported across its networks; however, complaints about violations will be investigated by the Office of Information Technology. The university reserves the right to remove or limit access to material posted on university-owned computers when applicable university policies or state or federal laws are violated. Individuals who believe that a violation of this policy has occurred should contact Bret L. Jacobs, executive director of information technology, 517 Monroe Hall, at telephone 865-3979, or bljacobs@loyno.edu
Procedures
A. Division, College, Department, Professional Organization, and Program
Official web pages for academic and administrative units must be created by the web team, or created by a designated web supervisor in the department or administrative unit, in adherence to the official university web page policies and utilizing the template provided by the web team.
Units or individuals wishing to create a website, update the content of exiting pages, or request templates or graphic/media design should complete the online Web Request Form.
- For information regarding web page content, changing information on existing pages, corrections to online copy, or general information contact Donna Goforth, web information manager, at 865-2013, or e-mail dgoforth@loyno.edu.
- For information regarding web page templates and graphic or media material for departmental web pages, contact Jacee Bergeron, web designer, at 861-5767, or e-mail jbergero@loyno.edu.
- For information regarding web applications, databases, or technical difficulties, contact John Bolles, senior web programmer, at 864-7191, or e-mail jabolles@loyno.edu.
All unit home pages must contain the following information:
- the name "Loyola University New Orleans" or the official university logo
- the name of the unit
- the copyright statement: Copyright 2007 (or appropriate year) by Loyola University New Orleans
- name and e-mail address of the individual who is responsible for maintaining the page
- date of last update
- a link to the university main website
- a link to the admissions section of the main website
B. Student Organizations
Student organizations may design their own web pages. Content is subject to approval of the Division of Student Affairs, or academic program director and/or advisor. These pages must include the following:
- the name of the organization
- name and e-mail address of the individual who is responsible for maintaining the page
- date of last update
Student organization web pages must adhere to all rules of the university as stated in The Student Handbook and other official statements of university policy.
Web page space is available to all members of the Loyola community. Each valid Loyola user account is pre-assigned web page space in the user directory.
Student organizations that do not have a valid Loyola user account should apply for web page space on the university server through the Office of Information Technology.
While student organizations' web pages must comply with all of Loyola University New Orleans' graphic standards, the university web team does not assume responsibility in creating, modifying, or maintaining those pages.
Web Pages Created by Individuals
What types of information should not be placed on web pages?
- Information or graphics, music, or video that violates copyright;
- Information that violates federal, state, or local laws;
- Information that violates or does not adhere to university policy;
- Information that is for commercial use or for private business purposes;
- Information or graphics that are pornographic, obscene, injurious, harassing, or defamatory; and
- Rumors, hearsay, or unverified reports about the university.
While individuals’ personal pages must comply with all of Loyola University New Orleans' graphic standards, the university web team does not assume responsibility in creating, modifying, or maintaining those pages.
Faculty/Staff Web Pages
Faculty/staff web pages linked to the official university home page must be structured for academic use, such as course assignments, publication of syllabi, e-mail communications, and research. Faculty/staff web pages cannot be used for commercial use or private business and should include only professional information such as that related to teaching and research.
Faculty/staff organization web pages must adhere to all rules of the university as stated in The Staff Policies, Procedures and Benefits Manual, the Faculty Handbook, and other official statements of university policy.
Faculty/staff home pages must include the following:
- name and e-mail address of the individual responsible for maintaining the pages
- credentials
- brief biography
- professional address
- date of last update
- link to the departmental home page which is linked to the official university home page
The following disclaimer must be posted on faculty/staff web pages:
- The contents of this communication are the sole responsibility of (faculty or staff member name) and do not necessarily represent the opinions or policies of Loyola University New Orleans.
Web page space is available to all members of the Loyola community. Each valid Loyola user account is pre-assigned web page space in the user directory.
Faculty/staff should apply for expanded web page space on the university server through the Office of Information Technology.
Student Home Pages
Loyola University New Orleans allows students to publish individual web pages accessible through the Loyola server. However, the opinions expressed in these pages are strictly those of the page authors, and comments on the contents of these pages should be directed to the page authors. Any pages in violation of official university policies and/or contrary to standards reflecting institutional philosophy will be subject to immediate removal from the university network.
Students can house individual web pages on the university's server. Web page space is available to all members of the Loyola community. Each valid Loyola user account is pre-assigned web page space in the user directory. Application for expanded space should be submitted to the Office of Information Technology. Student web pages cannot be used for commercial use or private business.
- The university logo cannot be used on individual student home pages
- Student web pages must adhere to university web page policy and other university policy as stated in The Student Handbook.
