Policies & Guidelines

TEMPLE UNIVERSITY
WEB AND INTERNET POLICIES AND GUIDELINES

Temple University provides Web systems and services to Schools, Colleges, Units and authorized organizations for University related information and education. Temple University's central web server www.temple.edu (www) hosts web sites on behalf of more than 500 departments and organizations of the University. A Temple University Web Consortium meets regularly to provide guidance and assistance to the Temple University Web Community by crafting fair and usable policies in accordance with Temple initiatives and mission.

Web users are classified in the following catagories: website administrator, website developer, website content contributors. Each of these roles are explained below. To request Web services such as web design and development, content management services, usability and accessibility evaluations, website tools, web user access and permissions for websites please visit the Web request form at: www.temple.edu/webform. By agreeing to these policies you accept, without limitation or qualification, the following Terms and Conditions:   

SECTION I.
Policies and Guidelines for WEB USERS  
(Web Users are people who browse the Web, visit Web sites and use Web media within the temple.edu domain.)

a) All Web sites, files and data within the domain of temple.edu are the exclusive property of Temple University.

b) Temple University makes no express warranties or representations as to the accuracy or reliability of information. Temple University assumes no liability or responsibility for content errors or omissions.

c) Hyperlinks ("links") on some Web pages may send your browser to a Web site that is not owned, operated, or maintained by Temple University. Temple University is not responsible for the content on these pages.

d) Temple makes every attempt to ensure links lead to substantial and appropriate content but assumes no responsibility or liability for external Web sites.

e) Use of temple.edu is at your own risk. Temple University assumes no liability for any direct, or indirect damages, actions or legal issues arising out of access or use of Web sites or Web content.

f) Images of people, places, graphics and logos on temple.edu are either the property of Temple University or used with permission. Unless authorized by Temple University , the use of these images by Web developers or the downloading and use of these images by Web users who browse the Web is prohibited, except in the course of normal business operations. Unauthorized use of the images may violate copyright and privacy laws and statutes.

SECTION II.
Policies and Guidelines for CONTENT CONTRIBUTORS  

(Content Contributors are people who have permission to edit, modify or update Web page or Web media content within the temple.edu domain. Content Contributors are bound by all preceding sections of the Temple University Web and Internet Policies and Guidelines.)

a) Enterprise Content Management 
Physical root level Websites (www.temple.edu) are reserved for major School, College or Units (for example: www.temple.edu/cst or www.temple.edu/hr). All departments, centers, institutes and other organization websites must be contained within the root directory a major School College or unit. For example the training department in Computer Services must be located under the Computer Services umbrella Website (www.temple.edu/cs/training). Temple University is organizing all Websites into a logical structure to improve searching, usability and locating all content within an information hierarchy for ease of managing web assetts. Temple's content managment systems opens web editing and updating to the entire university population and no technical expertise is required. To facilitate this accessability and usability it is important to consolodate and structure Websites.

b) Content Management 
Content Contributors are responsible for the management of Web site content and related materials (Web pages, media files, images). It is required that outdated information or content be removed or updated. Web developers and content contributors must utilize shared content either within the Web site or use Temple University 's authorized central shared asset content available in the Web Complex Content Management System and the Media Complex Content Management System. For example, tuition rates are published from a central source in the Bursar's office. Web developers or content contributors may link to the central tuition asset to display tuition rate information within their Web site.

c) Offensive Content
Temple University will not tolerate content that is harmful or offensive to people. All Web users and Web developers must read and adhere to the Temple University Computer Usage Policy
(http://policies.temple.edu/getdoc.asp?policy_no=04.71.11 ). All policies in Temple 's Computer Usage policy may override the Web usage policy. Corrective action will be implimented against users who do not use Temple Web systems in accordance with the policies. All questionable issues will be escalated to the Vice President of Computer and Information Services Main Campus, Conwell Hall, 7th Floor.

d) Content Ownership and Responsibility
Development, administration and management of Web content including Web pages, Web media and Web data is the sole responsibility of the corresponding department. Web content ownership and responsibility will be directed to Deans, Directors, Vice Presidents or Vice Provost offices who are ultimately responsible for all departments, centers, institutes and other organizations in their portfolio.

SECTION III.
Policies and Guidelines for WEB DEVELOPERS

(Web Developers are people who specialize in the development of Web sites. Web developers handle programming, create graphics, add pictures, include links, modify Web page templates and develop information design, among other duties. Web Administrator and Web Developer roles can be held by one person. Web Developers are bound by all preceding sections of the Temple University Web and Internet Policies and Guidelines.)

a) Listserv
All Web developers and content contributors must subscribe to the Temple University Web news listserv (http://Listserv.temple.edu/archives/webnews.html). Users who attempt to unsubscribe will be added to the listserv again. It is important that Computer Services communicate system status and conditions so Web developers can prepare for changes, additions, maintenance and upgrades.

b) Web developer and/or Web administrator Limits
A limit of three Web developers or Web administrators are permitted to obtain accounts for root directory control of Web sites. Content Contributor accounts (people who update or edit Web site content) for the Content Management System are unlimited.

c) Scripts, Databases, Processes, Utilites and Applications
To provide a stable web environment, Computer Services limits the use of scripts, databases, processes, utilities or applications. Approved languages include HyperText Markup Language (HTML), Extensible HyperText Markup Language (XHTML) and Cascading Style Sheets (CSS). MS Access databases, MySQL databases or files with write permissions such as text or Excel spreadsheet files are not permitted on the web server and will be removed and deleted if used as a datasource for reading or writing. Batch scripts, or attempts to execute other processes on the web servers will be detected and aborted. Applications other than the web server and websites or other approved applications are not permitted to be uploaded and executed. If web developers or other users infringe on this policy account privileges may be revoked and all data will be removed and deleted. Departments or organizations who require a database application as a companion to or integrated with a departmental or organizational web site may contact Computer Services for a consultation and request a database application project. These projects are subject to the approval of the Associate Vice President.

d) File and Website naming conventions
Physical root level Websites (www.temple.edu) are reserved for major School, College or Units (for example: www.temple.edu/cst or www.temple.edu/hr). All departments, centers, institutes and other organization websites must be contained within the root directory a major School College or unit. For example the training department in Computer Services must be located under the Computer Services umbrella Website (www.temple.edu/cs/training). Requests for temporary server alias names (for example: www.temple.edu/trainingconference2007) can be reviewed and granted for a short duration by the Temple University Web committee.

All Website file names must use the following conventions: www.temple.edu/cs/WEBSITENAME. When requesting a new Web site Web developers and Department Heads are encouraged to follow these guidelines in forming the WEBSITENAME of the Web address or naming files within the Web site: 

i  Never use spaces within, before or after the name of any file or folder. Never use unusual characters or symbols within a file name and avoid punctuation marks (other than period, hyphen and underscore).

ii. Keep your file names short (under 25 characters) AND meaningful.

iii. All Web page files must end in html, htm, asp, js, css etc.

iv. All graphic files must end in gif, jpg or png.

v. Be aware of how you use upper and lowercase letters. This can help users understand your file names but some systems are case sensative so using the incorrect case can prevent users from accessing information or resources.

e) Web Tools, Utilities and Services
Web developers are required to use the web and media complex systems within the support guidelines. Computer Services cannot provide support or assistance with programming or services that do not fall within available configured resources or the expertise and skill level of the support staff. Web developers are encouraged to use tools and utilities to develop Web sites. Programs such as Macromedia Dreamweaver or FrontPage is supported and recommended for creating Web sites. Other Web development editors or software development tools that can be used in the Web Complex system, are not supported and are used at the web developers risk. Web developers should distribute content maintenance responsibility using the Content Management System and Macromedia Contribute. Content Management Software for University use can be purchased from Computer Business Services at 1-5000 or www.temple.edu/cs/business.

f) Branding Guidelines
Web developers must follow the university branding policies and guidelines available at www.temple.edu/logos. Student organization websites are not permitted to use Temple logos, signatures or other forms of official branding. Use of Temple logos or affiliated branding by student Websites may result in the suspension of privileges and access to Temple University web systems and services. To find out more about branding and the Temple's strategic message, contact the Publications office at pubs@temple.edu or call 1-8561. To find out how to use a University Web template, contact webhelp@temple.edu.

g) Student web developers and web sites
Students organizations may administer a website under the root web site: www.temple.edu/students if approved by the President of the student organization and if the organization is registered and in good standing with the Temple University Student Activities Office. In addition to the department head or University official authorization, student organization web sites must obtain the authorization of Gina D'Annunzio, Associate Director, Student Affairs, gina.dannunzio@temple.edu. All requests must be submitted via the Temple University Web site Account Request Form. Important: to retain the use of Web systems and services, students Web sites are required to follow the Branding Guidelines in Section IIIf.

h) Vendors and Non-Temple web developers

i. All vendors proposed to use the Web Complex for streaming or to develop multimedia must be first sponsored by a Department Head then evaluated and approved by Computer Services. Vendors must meet the minimal skill level requirements and work in accordance with technical guidelines and capability of the Web Complex. Computer Services can also provide a list of approved vendors who provide services at reasonable rates.

ii. Web developers and/or Web administrators not affiliated with Temple University who require access to the Web or media complex must obtain sponsorship from a Department Head (Vice President, Dean, Director). An initial request to create a Web account for a vendor must be initiated by a Department Head through the Computer Services Help Desk. Then, the incumbent Web developer is required to provide personal information (via the Help Desk after the initial request has been created). The account and access to the Web site will be created after the required information has been obtained and combined with the sponsor's information. There is a 180 day (or shorter) time limit on temporary Accessnet accounts. When the account expires, the sponsoring department head must contact the Help Desk and provide additional information and justification to renew the account.

 

SECTION IV.
Policies and Guidelines for WEB ADMINISTRATORS 

(Web Administrators can be any person at Temple. No technical expertise is required or necessary to fill this role. This is purely an organizational and operational role. Learning to be a Web administrator takes a short time (minutes) and involves using simple and easy-to-use Web utilities. Web administrators can be a administrative assistant, a department head, a Web developer or any one else the department head wishes to designate to this administrative role. Web administrators manage the Web operations component of web sites. Web operations involves, but is not limited to the following functions; providing access to to a Web site, scrutinizing the Web site to ensure up-to-date content and compliance with university Web branding, acting in the role of liaison between the departments and department head office and other duties that ensure smooth departmental or organizational Web operations. Web administrator and Web developer roles can be held by one person. Web Administrators are bound by all preceding sections of the Temple University Web and Internet Policies and Guidelines.)

a) All primary Web contacts (Department Heads, Vice Presidents, Deans etc.) that are responsible for Web sites, Web content and Web developers are strongly encouraged to subscribe to the Temple University Principle Web Contacts listserv (http://Listserv.temple.edu/archives/web-contacts.html).

b) Web site deactivation in emergency situations relating to the Temple University Computer Services policy can result in the following actions: Replace a Web site with a Web page message stating that the Web site is temporarily unavailable or redirect the Web site to another Web site.

c) Requests to change, disable, delete or deactivate Web sites that come from anyone other than registered Web developers, Web administrators or department heads require an e-mail request from the highest-ranking department head (vice president, director, dean, chair) to webhelp@temple.edu and a telephone call to the Help Desk at 1-8000. If no department head is available or the department head is involved in the request, an e-mail or Help Desk contact from the next highest-level executive (VP level or next highest superior to the highest department head) is acceptable and will be escalated to senior management.

d) Temple University Computer Services reserves the right to inspect any files in any Web site. We will provide information relevant to specific allegations or issues to an appropriate authority in accordance with our Network Security Policy.

e) Termination of Access and Accounts - All Web developers and Web administrators who cease affiliation with Temple (employee, student or other authorized affiliation) will lose access to all Web accounts and privileges immediately.

f) Account activity - Accounts will be discontinued or eliminated if they have not been updated or accessed or if the department head has not requested an extension for one calendar year.

g) Computer Services reserves the right to move or remove outdated data or material. Computer Services may also move or remove data or material in accordance with but not limited to sections IIa and IIIf.

h) Web administrators should monitor content to ensure appropriate use and compliance with this policy and ensure that Web developers and content contributors follow all policies in section IIa.

i) Temple University Web naming conventions (see section V).

j) The Develop system is intended for development of content only
before it is transferred to the Publish system for public access. The
Develop system may NOT be used for publishing live content.  Any content indented for live viewing must be moved to the Publish system.  The Develop system may be subject to changes or downtime that would
interfere with the use of the system for live data.  Use of the Develop system for live content is prohibited.

SECTION V.
Policies and Guidelines for WEB NAMING CONVENTIONS  

(The goal of the Temple University Web site naming convention is to provide organization, achieve consistency and optimize usability. Non-specific or general names are reserved for initiatives and purposes of Temple University. A Web site is a folder or directory on Temple’s central Web Complex that contains all the files that make up a School, College or Office Web site (also known as umbrella web sites). All major School, Colleges and Offices have Web sites on the Web Complex. Examples of umbrella Web sites are; Human Resources, Computer Services, College of Liberal Arts, School of Social Administration and others. Requests for Web sites from departments, groups and organizations within umbrella web sites must be approved at the highest level of the umbrella School College or Office. Use of second level sub domains are not permitted (e.g. NAME.NAME.temple.edu).)

a) Naming Convention for Web sites
The approved form for web sites, services and pages is "www.temple.edu/NAME” for major Schools, Colleges and Units only. All other websites must be contained under the major School, College, Unit umbrella websites. This format preserves and reinforces the Temple brand identity and is well established across the World Wide Web. It also encourages good content managment, usability and accessibility practices. Also, see section III.a above. For additional information or to request services please visit www.temple.edu/webhelp or www.temple.edu/webform.

Format examples:

Example 1: (for all major Schools, Colleges, Units)
www.temple.edu/SCHOOL_COLLEGE_OFFICE
or
www.temple.edu/cs
or
www.temple.edu/sct

Example 2: (for all departments, organizations, etc.)
www.temple.edu/SCHOOL_COLLEGE_OFFICE/SUB_DEPARTMENT
or
www.temple.edu/cs/training
or
www.temple.edu/sct/btmm

b) Naming Convention for Web site aliases
MPORTANT: All requests must undergo an intensive approval process that includes review by senior management in the Office of Communications and Computer Services. Alias names for major Schools, Colleges and Units may be granted for temporary events or functional use. If a website name is too long for marketing purposes or difficult to use for work flow or usability purposes, Deans or Vice Presidents can request a website alias for thier respective website addresses. See examples below:

Example 1: (for all major Schools, Colleges, Units)
Actual website name:
www.temple.edu/SCHOOL_COLLEGE_OFFICE/folder/webpage.html
Website alias name that will redirect to the above website:
www.temple.edu/SCHOOL_COLLEGE_OFFICE/folder

Example 2: (for all major Schools, Colleges, Units)
Actual website name: www.temple.edu/cs/telecommunications/services.htm
Website alias name that will redirect to the above website:
www.temple.edu/cs/services

c) Naming Convention for functional aliases
Web address names such as tumail.temple.edu, tuportal.temple.edu, calendar.temple.edu are reserved for use by the President's Office, Office of Communications and the Office of Institutional Advancement for specific purposes. Aliases often denote an online application as opposed to an informational website. This naming format are not available for general use on Temple University webservers.

d) Naming conventions for individual Web servers
IMPORTANT: All requests must undergo an intensive approval process that includes review by senior management in the Office of Communications and Computer Services.Naming Convention for invividual Web servers. Additional servers to the Temple network must be approved and registered and secured with Computer Services. Servers within the Temple University network cannot use the www prefix. All Schools, Colleges and Office Web sites must use the Web site or Web site alias naming convention above. Functional servers for other purposes must use a School, College or Office description and function in the Web server name. Use of second level sub domains are not permitted (NAME.NAME.temple.edu).

Format:
SERVER_NAME.temple.edu

Example:
csapps.temple.edu

SECTION VI.
Policies and Guidelines for WEB MEDIA
(streaming audio, video, flash and other multimedia)

(WEB MEDIA is content on the Web other than Web pages. This includes audio, video, multimedia files and other file types. Web media files are usually very large and require more bandwith (network resources) than typical Web pages. Because of web media requires substantial resources, all users are additionaly bound by this section when using or developing Web media.)

a) Communication
All Web media developers, administrators and content contributors must subscribe to the Temple University Web media listserv
(http://Listserv.temple.edu/archives/connectusers.html). Users who attempt to unsubscribe will be added to the listserv again. It is important that we communicate system status and conditions so Web developers can prepare for changes, additions, maintenance and upgrades. School, colleges and units must designate a full time employee or faculty member as a contact person regarding the planning, administration and use of rich media and related resources (see applicable subsections below).

b) Storage and Disk Space
Web media disk storage requirements are significant because of large file sizes and Computer Services will provide web media storage quotas for all major school, colleges and units.

It is their responsibility of Schools, Colleges and Units to manage their alloted disk space and plan for future use of this space for teaching purposes each semester.

On demand Webcasts, presentations and special event programs can be temporarily stored for the duration of an event or to coincide with an event for the current academic calendar depending on the schedule of events.

Because of the cost and maintenance required to maintain stored data, Computer Services will regularly monitor Media Complex storage status to ensure all users have working and available storage disk space. In order to optimize system performance extranious, unplanned or duplicate stored data will be expunged from the system at the end of every semester. Computer Services will not retain a backup or archive.

c) Network and Bandwidth
Streaming media and delivery of Web media on Temple's network will be monitored and adjusted to ensure reliable content delivery based on the capabilities of the existing complex. System specifications, network and bandwidth information can be obtained by sending a request to webhelp@temple.edu.

d) Programming and Scheduling
Unlike traditional broadcast TV, streaming media can be used to Webcast multiple on-demand and live programs simultaneously but the volume and quality of the programs are limited by available bandwidth. Computer Services can only provide limited bandwidth, which limits the extent of programming. Programs must be scheduled in advance in order to prepare and test the system.

e) Live Events
Live events that require streaming resources are sometimes unpredictable and require significant planning and preparation. Live streaming will be limited to as many users as the bandwidth can accommodate. Live events that require video production crews and other equipment must be scheduled 30 days in advance of the event. Computer Services will work with vendors or production companies in advance to ensure a high quality event. Please be advised that although precautions and preparation will be implemented, the nature of live events can be unpredictable.

f) Costs and Maintenance Fees
To provide services for Web based media such as audio, video, multiple medias and some decision support systems (other than static or dynamic Web pages) significant resources are required. Beyond standard Web services, Computer Services has created a robust development and hosting environment that demands significant monetary and work resources to maintain. Charges and fees may apply for special services and additional maintenance on a case-by-case basis. Please keep in mind the following subsections:

i. All full time faculty and staff who use streaming and rich media services must be authorized by a Departments head associated with a Temple University cost center number. Approval and authorization must come from senior management at the highest level in a department.

ii. All students (sponsored by Student Affairs) and vendors (sponsored by departments) who use streaming and rich media services must be first sponsored by a Department Head then evaluated and approved by Computer Services. Vendors must meet the minimal skill level requirements and work in accordance with Computer Services technical guidelines. Computer Services can also provide a list of approved vendors who provide services at reasonable rates.

iii. Live streaming of media (such as audio and video) is subject to a production fee or production requirements. To create a quality streaming event, a production crew or resources is essential to address the following issues: lighting, audio, image quality, continuity, location and other considerations. Computer Services can provide consulting services at standard Computer Services hourly rates and vendor contacts for audio and video services.

iv. Network bandwidth, storage space, server performance, software and hardware configurations and other system enhancements have been added to Temple University's underlying Web infrastructure to provide adequate Web media services. Audio, video and multimedia streaming requests are subject to bandwidth and network limitations. A department or sponsor may request a network or bandwidth enhancement to accomodate a desired deliverable or streaming project. Computer Services will provide pricing and a work plan to make these adjustments.

SECTION VII.
Policies and Guidelines for SERVICE AND SUPPORT
(WEB service and support is provided to the University community with limitations and qualifications.)

a) Support Limitations
Computer Services will provide support for Web content and Web media during regular business hours, nights, holidays and weekends are excluded. Computer Services will optimize the performance and reliability of Web and media systems and provision for backup and fail over when possible but does not guarantee system availability or ability to retrieve Web and media data.

b) Web site Backup and Retrieval Policy
Temple University Computer Services consistently attempts to provide reliable Web data storage using magnetic tape backup for files, text, programs, data, and other materials (Files stored on removable media, such as floppy disks, zip disks or CDROMS are excluded.) Temple University performs regularly scheduled backup of data on www.temple.edu. The following sub sections denote backup limitations.

i. Temple University cannot guarantee or ensure a tape backup of your Web site. It is possible that backups may not contain your Web site or some or all Web site files. It is also possible that retrieved backup files may be corrupted.

ii. Temple University cannot guarantee that tape backups will contain the most recent version of files or data. Stored data can or may be days, weeks or months old.

iii. Temple University deletes and erases all tape backup Web data over six months old. To retain data over six months make sure to save data to removable media or another disk storage system. 

c) Disk Space and Storage
Temple University provides a standard disk space allotment of 100MB for all departments hosting a Web site and 250MB for all departments using the media complex. There is no charge for standard disk space. Requests for additional disk space are subject to nominal one-time or monthly charge and must be requested by a department head via e-mail sent to webhelp@temple.edu. All Web site accounts will be contacted when a Web site approaches the 100mb limitation in order to manage the files and resources appropriately on the system. All directories over the specified limits may be subject to a one-time or monthly charge and may have to be divided into multiple sub-directories in order to optimally work with Temple University online Web utilities.

d) Web site Protocols
Temple University will ensure that Web systems provide support for the following services and protocols: http, https, ssh, sftp, and services: XHTML, ASP and JavaScript programs. Support is limited due to the nature and complexity of programming. Temple University does not guarantee support or availability of applications or services installed or created by Web developers. Applications, programs or other files or resources created by Web developers are the sole responsibility of the Web administrators, Web developer or department.

e) Usability and Accessibility
Computer Services provides assistance for disabled users and users who require services outlined by the American Disabilities Act (ADA) section 508. Temple University creates Web pages and Web content with current technology that ensures the inclusion of section 508 guidelines. For more information about ADA and section 508 visit the section 508 Web site at: http://www.section508.gov/. Additionally Temple University provides Web sites and Web content optimized for screen readers and disabled users by providing Web text transcoding services at the following Web address:

http://assistive.usablenet.com/tt/www.temple.edu/

f) System Maintenance
System maintenance is performed monthly (typically the last Sunday of every month) and Web Complex servers are rebooted weekly on Monday morning. Due to system changes, reports or other issues that may occur, system maintenance may be rescheduled or may occur at different times to repair, patch or remedy a problem. Web pages and Web media will be available for Web browsers and viewing by Web users but access to the development server by Web developers and Web adminsitrators will not be available during the maintenance window. System maintenance and system unavailability usually takes two to four hours and weekly reboots usually takes five to ten minutes. Longer time periods may occasionally occur.

Reviewed 03/10