Guide for Content Owners
University Content Owners are designated by each area’s dean or administrative lead to serve as the first point of contact for websites on their respective domain(s) and are issued account access to all websites within their division (see the University Web Policy published in August 2014).
As a Content Owner, you are responsible for:
- Keeping website content up-to-date and accurate.
- Communicating with the unit regarding University website management policies, requirements and recommendations.
- Communicating with the University Web Team regarding website problems, requests and needs.
- Ensuring web pages and electronic publications within their purview comply with the University’s policies and standards.
- Representing their unit on the Web Advisory Council.
- Escalating technical support issues and requests to the University Web Team.
Each website within your division also has designated Content Editors (also called Managers) who are responsible for:
- Assuring web pages and electronic publications within their purview comply with the University’s policies and standards.
If you’re a new content owner, please contact the University Web Team as soon as possible so we can start the transfer of ownership process. You’ll also attend one of the mandatory Content Editor training sessions held monthly. This training is required before you begin working on a University website. In addition to learning the basics of the University’s content management system, WordPress, you’ll receive information during training about the support process, our web governance tool (SiteImprove), and best practices for content writing and accessibility.
Contact the Web Team via MyTechHelp for any issues related to your website or to escalate issues reported by your content editors. Please note that web support tickets are to be submitted by the area’s Web Content Owner only (i.e., your content editors should contact you first, not the Web Team).
Website support includes the following:
- Requests to add/remove users from departmental websites (see below for details)
- Requests to add/remove departmental websites
- Other questions, concerns or problems related to any departmental website
- SiteImprove and Google Analytics – questions, problems or requests to add/remove users
- Errors or other issues with the University home page or other top level pages
Website Login Credentials & Training
As the content owner for your area, you will need to approve granting content editors access to websites in your network. All content editors must attend a mandatory training first before they will receive access to any University website.
When you have a new content editor in your area, please submit the following information via MyHelp. This will serve to (a) request login credentials, (b) RSVP for training and (c) indicate your approval as content owner:
- Content editor’s full name and email address.
Note: For student workers, we require their student employee email address to create a WordPress account.
- The website(s) the content editor needs to have access to.
- Level of site access needed.
Note: Most full-time employees and faculty are granted admin access, but you can choose to grant any user, especially students, limited access. See your WordPress Info doc for a description of available access levels.
- Date content editor(s) will attend training.
Note: New content editors will receive their login credentials at training.
If you have existing content editors who want to attend training as a refresher, submit the same information via MyHelp and let us know if they need credentials created or not.
Requesting a New Website
Requests for new websites on the University’s content management system must meet the following criteria:
- The website represents an official University academic, administrative or outreach unit.
- Content is appropriate for and relevant to external audiences.
- Website does not duplicate content that already exists on the University network.
Requests for new websites must be submitted to the University Web Team by the area’s content owner via MyHelp and include the following information:
- Site Name
- Preferred URL
- Assigned content editor’s full name and email address. If the content editor has not attended training, include the training date they plan to attend.
- A brief description of the purpose of the website and its intended audience
- SiteImprove – weekly reports of broken links & misspellings on your area’s websites.
- Event Calendar
- View the list of users who can publish calendar events here.
- If you need to add a new user to the calendar, use Marketing’s Event Calendar Support Form.
- Training Dates
Last updated: 9/16/2020