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 (found at http://www.loyno.edu/ia/publicaffairs/publicityrequestform.php) to request information and marketing communications to be posted in those sections. For more information, visit the Office of Public Affairs website (http://www.loyno.edu/ia/publicaffairs/).
Multimedia Content, Mass HTML E-mails, and Mass Flash E-mails
The Web Team, in conjunction with Office of Publications and Information Technology, is responsible for the coordination, creation, and posting of all mass html and flash e-mails, along with multimedia content.
To ensure a consistent schedule of communication, no department/college/unit shall send mass HTML or flash e-mail messages without the expressed approval/guidance of Institutional Advancement.
All flash/multimedia content (whether on the web or sent via e-mail) must be approved by the Office of Publications and Marketing Communications which reserves the right to deny any request for HTML, flash, or multimedia content that does not adhere to university standards, style (both written and graphic), or timelines.
HTML and flash e-mails have strict production timelines that range from two to six weeks for creation of new HTML messages and four to eight weeks for flash messages.
Definitions:
Mass E-mails: Those e-mails sent to large numbers of people, particularly students, alumni, prospective students, faculty, and staff. These are sent regularly (i.e., to staff@loyno.edu, students@loyno.edu) in plain-text format by many different members of the university. In most cases, plain-text mass e-mails do not involve the Office of Publications and Marketing Communications.
HTML Mass E-mails: E-mails that may take the form of messages, announcements, or newsletters that contain numerous 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.
Flash: A bandwidth-friendly and browser-independent graphic animation technology typically utilizing animated photos and/or graphics and music. As long as different browsers are equipped with the necessary plug-ins, flash animations will look the same. Not all viewers have these plug-ins and thus will not see flash content.
A. Flash/Multimedia Content
The primary audiences for flash messages and multimedia content are prospective students and alumni/ friends. Flash/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.
B. HTML Mass E-mails
HTML mass e-mails are created and coordinated by IA’s Office of Publications and Marketing Communications. HTML mass e-mails are primarily used to send important messages to constituents (prospective students, donors, alumni, etc.), or as virtual newsletters from colleges and departments. HTML mass e-mails will not be created for student groups.
The number of HTML mass e-mails sent to constituents is monitored by both the Office of Publications and Marketing Communications and Information Technology and is regulated by schedules established by the Office of Publications and Marketing Communications. The primary objective of this schedule is to inhibit the sending of multiple messages to the same target audience during the same time periods, which dilutes our communications program.
Those requesting HTML mass e-mails will work with the Office of Publications and Marketing Communications to ascertain when and how many HTML e-mails can be sent over the course of the year.
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 and online at http://www.loyno.edu/ia/publications/publications_policy_book/index.html
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.
