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PURPOSE            

Mansfield University's public web sites and collateral material are official publications of the University. They represent Mansfield University and its offices, departments, divisions, and institutes to a diverse audience. Our audience includes prospective students and parents, current students, faculty and staff, alumni and friends, corporate partners, vendors, and other external constituents. The Department of University Communications and Marketing is responsible to maintain the graphic standards associated with the University's web sites that are publicly accessible. This policy makes certain that our public web sites and collateral material meet the university's identity standards. To ensure consistency in the representation of Mansfield University's identity, non-authorized logos, wordmarks, or symbols may not be used to represent Mansfield or any of its offices, departments, divisions, or institutes without approval of the Department of University Communications and Marketing. Usage and/or representation of external logos on public University web sites and/or collateral material requires approval from the Director of University Communications and Marketing prior to usage.                 

SCOPE

This policy covers all academic and non-academic offices, departments, divisions, institutes, and other university-represented entities. The web sites for the North Hall Library, the Mountie Den (Campus Bookstore), the official athletics web sites, non-public web sites, and any special events or purpose sites approved and/or managed by the Department of University Communications and Marketing are excluded from this policy.

PROCEDURE(S)

 Web                 

All academic and non-academic offices, departments, divisions, institutes, and other university-represented web sites are considered official University web sites and pages; therefore, the Department of University Communications and Marketing is responsible for the oversight of consistent messaging and the web design associated with these sites and pages.

  • All official web sites must reside within the Mansfield University content management system (CMS), which is currently PaperThin CommonSpot 9.2.
  • All official pages within the site will be built using the official template(s) designed by the Department of University Communications and Marketing. These pages will adhere to typeface, color, and logo guidelines set by the Department of University Communications and Marketing and found in the University's Identity Guide.

  • Creation and management of web content is the responsibility of each department. All content should be developed and maintained by utilizing the University's Identity Guide as a tool for consistent messaging.

  • All official pages will contain accurate information; use standard grammar, mechanics, punctuation, and usage; and reflect the mission and values of the University.
  • All departments will contain a page listing their faculty and/or staff with email, phone numbers, and links to profile pages.
  • The Department of University Communications and Marketing will regularly monitor official web sites for errors, outdated material, and content accuracy. The Department of University Communications and Marketing will notify offices, departments, divisions, institutes, and other university-represented entities should pages be identified with errors, outdated material, and/or content inaccuracies. It is expected that all errors, outdated material, and/or content inaccuracies be corrected within three working days. Although the Department of University Communications and Marketing will regularly monitor official web sites for errors, outdated material, and content accuracy, it is ultimately the responsibility of each department to ensure pages are maintained and content is accurate, concise, and up-to-date.
  • The Director of University Communications and Marketing will authorize modifications or changes to any material on the web site or pages that is inaccurate or inconsistent with the University's message and/or the parameters outlined in the University Identity Guide, Publishing Policy, and/or Graphic Standards. If updates are required to be executed on behalf of the Department of University Communications and Marketing, changes will be completed within three working days.
  • All official offices, departments, divisions, institutes, and other university-represented entities will designate a primary Web Assistant. The Web Assistant is responsible for the submission of corrections and updates to their sites. Other employees may also be assigned by the department to serve as Web Contributors and may help with all functions in maintaining the web sites. The Web Assistant is the first point of contact and the responsible party for making sure all web pages are up-to-date, accurate, and the messaging is in conformity with the University's Identity Guide. It is recommended that the Web Assistant, and in some cases department leadership, consult with the Director of University Communications and Marketing prior to the publication of major web page updates.
  • The Web Assistant should review the content on all relevant official sites on a regular basis. The Web Assistant will provide updates and changes to the site and/or pages through the CMS. For complex web changes, the Web Assistant can submit an electronic web work request form.

  • All Web Assistants and Web Contributors must be university employees. Graduate Assistants may also function as Web Contributors, but cannot be considered the primary Web Assistant. Web access will not be granted to anyone who is not a university employee or Graduate Assistant. Granting access of your credentials to another employee is considered a violation of the Campus Technologies Acceptable Use Policy.

  • All requested updates to official web sites and pages are subject to the approval of the Department of University Communications and Marketing prior to being published.

Print and Video

In order to create a strong University identity, identity standards must be followed. To this end, all collateral material (including video productions) representing Mansfield University and/or utilizing University logos, wordmarks, or symbols requires final approval from the Department of University Communications and Marketing before production or release. Please submit materials to marketing@mansfield.edu or to cmwood@mansfield.edu and allow the Department of Communications and Marketing five working days to review and complete the approval and/or communicate or execute necessary changes.  Projects/materials that are designed by the Department of University Communications and Marketing need not be resubmitted for distribution approval. The Department of University Communications and Marketing reserves the right to request that any collateral material, include video productions that represent Mansfield University, be removed from the institutional web platform and/or distribution if the content is deemed inaccurate and/or the representation of Mansfield University could be perceived as negative.

Note: Responsibility for monitoring web, print, and video accuracy and representation, along with the use of logos and symbols by the North Hall Library, the Mountie Den (Campus Bookstore), and the Mansfield University Athletic Department is the responsibility of the corresponding department director. All referenced entities should follow the institutions Identity Guide and standards unless exception/approval has been otherwise granted on behalf of the University President or the Director of University Communications and Marketing.