Web Policies and Procedures


Introduction

MCC faculty and staff persons interested in publishing pages on the MCC Web site should read and become familiar with all sections of this document. The purpose of these policies and procedures is to ensure that the MCC Web site operations and network administration runs efficiently and effectively, and that the MCC Web site maintains a consistent look and navigational feel that is paramount to a professional presence on the World Wide Web. Please observe all College policies regarding publications, reproduction of copyrighted materials, computer usage, privacy, etc.

Web Publishing Policy

The following standards apply to all Web publishers whether they are administration or academic departments, campus organizations, or individuals:

Web publishers are

  • responsible for the content of the pages they publish
  • required to comply with all MCC and State University of New York policies and procedures as well as state and federal laws concerning appropriate use of computers.

Violations will be treated seriously and may result in loss of computing privileges, other disciplinary actions, and possibly legal actions.

Defining Official Pages

Official Web pages include all pages hosted on www.monroecc.edu: the MCC home page; audience specific menu pages; academic department and program pages; office, administrative, and support unit pages; and news and information pages. Nonofficial pages include individual faculty, staff and student organization Web pages created using the Manila program. These pages are hosted on web.monroecc.edu.

Official Web pages residing on the Internet and the intranet are required to follow these Web Publishing Standards. Non official pages are not required to follow the Web Publishing Standards, with these exceptions: Non official Web pages residing on any MCC server must be ADA compliant and free of copyright violations, privacy policy violations, commercial advertising, and inappropriate material.

Designating a Department Web Liaison

Each department, office, and group wishing to have a presence on the MCC Web must designate a primary Web liaison. The liaison is responsible for making sure that his or her department, office, or group's Web site adheres to the college's Web Publishing Standards. The liaison may delegate the steps needed to maintain accordance with the Standards, such as page and content creation, but remains the primary informational contact for inquiries regarding the site.

Once a liaison is designated, please contact the MCC Webmaster at webmaster@monroecc.edu with the contact's name, title, department, phone number and e-mail address. Each area must designate a liaison to obtain space on the Internet or intranet server. In the absence of a designated liaison, the chair or director will be listed as the default liaison.

Using the Official Logo and Logotypes

The official logo, logotypes, and seal may not be altered in any way and should always be used in their original proportions and configurations. No ornamentation or words may be added or deleted. Overall enlargements or reductions are permissible, but alterations—narrowing, heightening, widening, and/or lengthening—are prohibited.

While placement of the logo and supporting typography will vary according to specific design needs, great care must be taken to ensure that the marks are always legible. Scans of original logos should not be used, as they reduce clarity.

The logo may be reversed from a solid field of color, provided the reproduction is of high quality (to preserve legibility). Electronic logos may not be edited or manipulated, and page authors should not create new versions of the logo or logotype.

Please contact the College and Community Relations Office with additional questions regarding logo usage.

Official College Seal

The official college seal is reserved for official documents. Examples include diplomas, awards, commencement programs, or special items for the President's Office. Contact the College and Community Relations Office for more information.

Customized Logos

While customized logos for Academic and administrative offices are not encouraged, departments or programs with a major external presence and mission distinct from the academic mission of the institution may, in some cases, be permitted to create and use unique approved logos. Examples include the MCC Foundation and the Agriculture and Life Sciences Institute.

Any office or department wishing to create a customized logo or to modify the official college logo should work with the College and Community Relations Office throughout the process.

Official MCC Web Palette

Pictured below are the Web safe versions of the current MCC “Branding” color palette. For information about the use of the palette on MCC Web pages, contact the College and Community Relations Office.

yellow ffcc33  orangeff9933  blue6699cc  green99cc66 purple 663366  grey999999

All page and font colors used on MCC Web pages must be selected from the 216-color (browser-safe) palette, available online at www.nedcomm.nm.org/doc/webcolor.htm.

Fonts for Web Publications

Sans serif typefaces such as Arial or Helvetica are optimal for displaying running text on the Web. Many fonts that work well in print are not suitable, and in fact can be unreadable on a Web page. Text must be readable (a minimum font size of 12 pixels is recommended), and font colors should be selected from the 216-color (browser-safe) palette in contrast to page color for maximum visibility. Black text on a white background is strongly recommended.

Keeping Content Current

Because content is so important, official Web pages must be maintained and up-to-date. For example, once an event, class, or deadline has passed, information about it should be removed from the Web page.

In addition to removing out-of-date information, "stale" content (old articles, news, and announcements) should be replaced on a regular basis.

Furthermore, only active files should be kept on the Internet server. Inactive files, such as old Web pages, should be removed from official directories and stored locally or on the campus network.

Advertising on Official Web Pages

Commercial advertising is not permitted on any Web page residing on a MCC server. Noncommercial advertising of a department or program event is permitted however, on official pages.

Understanding Copyright and Fair Use

In accordance with U.S. copyright law, material that carries a copyright may not be reproduced without express permission from the copyright owner. Permission, however, is not needed when utilization falls under what the U.S. Copyright Act of 1976 deems fair use. Additional information about copyright is available through the U.S. Copyright Office online at http://lcweb.loc.gov/copyright.

If a copyright complaint is filed with the college, the material in question will be removed from the college's Web site immediately—provided that the complainant sufficiently identifies the copyrighted material and asserts that use of the material is not authorized by the copyright owner, its agent, or the law. The college's copyright infringement policy is online at http://www.monroecc.edu/websubmit/copyright.htm.

Adhering to Best Practices

For those who are maitaining their own Web pages, either department pages, or Manila sites, here are a few general guidlines for good design. Web sites should be accessible, easy to use, and relevant. A clean, navigable site that features useful, up­-to-date content will serve users whether they have low or high speed connections. To enhance usability, these best-practice guidelines should be followed:

1. Fonts

  • Text should be readable (sans serif fonts at a minimum of 12 pixels are recommended for body text). The official MCC style sheet specifies a base font-family: Arial, Helvetica, sans-serif.
  • Font color should be selected from the 216-color (browser-safe) palette.
  • Font color should contrast page color for maximum visibility (black text on a white background is recommended).

2. Page color

  • Select page color from the 216-color (browser-safe) palette.
  • Background and text should contrast for maximum visibility.

3. Background images and other graphics

  • Graphic files should be formatted as jpeg or gif, with the file extension of .jpg or .gif
  • Use no interfering background images.
  • Keep graphics as small as possible to reduce download time.
  • Graphics should not exceed 50KB (optimally, graphics should be less than 20KB).
  • Include "height=" and "width=" tags to reduce download time.
  • All images must include a descriptive ALT tag alt="short decription of image" in the source code to comply with basic accessability guidlines.

4. Content

  • Post relevant and up-to-date content.
  • Convey text in short, scanable paragraphs.
  • Avoid long, text-heavy pages.
  • Incorporate white space into pages.

5. Site architecture

  • Name home pages "index.htm" (Mac users must use the appropriate extension).
  • Lowercase file names and directories (www.monroecc.edu/depts/webpolicies/index.htm, not www.monroecc.edu/depts/webpolicies/INDEX.htm).
  • Do not use spaces in file names. Instead, use underscore if necessary for file names with two or more words (www.monroecc.edu/depts/webpolicies/manila_over.htm, not www.monroecc.edu/depts/webpolicies/manila over.htm).
  • Optimize pages for viewing on as many screen resolutions as possible (640 x 480, 800 x 600, etc.) Our current base resolution standard is 1024 x 768.
  • All images should be placed in the images directory.
    (Contribute will do this automatically for you)
  • All documents such as PDF's should be placed in the documents directory.
    (Contribute will do this automatically for you)
  • Using the "title" tag, give each page a descriptive title.
6. Web page titles and meta tags: The title of each Web page should:
  • Identify the subject of the Web page; use the keywords from your page as a starting point.
  • Be descriptive and make sure the title summarizes what your page is about.
  • The titles should make sense when read out of context.
    • The title will show in search engines, often with no page summery.
    • What does the user expect when clicking to your page?
  • The title should be no more than 65 characters
  • Titles should be unique! No two pages are the same, nor should titles. Duplicate titles may lead to duplicate content issues and maybe ignored by search engines.
  • If you feel the department name is necessary, it should be at the very end of the title all the important information should be first.

    Examples:
    <title>Monroe Community College - Registration and Records - How to Register for Classes</title>

    A better choice would be
    <title>How to Register for Classes</title>

The Description Tag:
A description tag is just what it sounds, a description of your webpage. This is just a plain text quick summery (1 or 2 sentences) that describe the content of your webpage. This description should NOT contain quotes or special characters.

Keywords:
Think of a keyword as what people would be searching on to find your webpage and the combination of words they would use. These words can include those not found on the page or unpopular search terms. For example, if we had a page describing how the drop/add process, we may want to include keywords such as: drop, add, withdrawal, withdraw, banner, student records, leave, quit, calendar, deadline, failing, absences, academic leave, time off, etc..

Making Web Pages Accessible

MCC Web pages must be accessible to all visitors with vision, motor, or hearing impairments, as well as those with older equipment, handheld devices, and laptop computers. Using best-practice design principles will help make official sites accessible, but additional guidelines must be followed to ensure ADA compliance.

According to Technology Policy 99-3, all official New York State Web sites are to meet the World Wide Web Consortium's (W3C) 14 Web accessibility guidelines under priority-level one. Web page authors must consult the most current version of this widely referenced set of standards, available online at http://www.w3.org/TR/WAI-WEBCONTENT/, to gauge the accessibility of their pages. Below, however, are some general accessibility guidelines:

1. Images

  • Use the "alt" tag to describe images.
  • Provide text links if using graphical elements for navigation.
  • Keep graphics as small as possible (graphics should not exceed 50KB).

2. Downloads and plug-ins

  • When including downloads such as PDFor Flash content, use file compression, when possible, for faster performance.
  • File size should accompany all downloadable files (PDF 72KB).
  • Provide concise how-to information for plug-ins or extras needed to access items, such as readers or players.

3. Page layout

  • Optimize pages for viewing on as many screen resolutions as possible (640 x 480, 800 x 600, etc.).
  • Follow the W3C guidelines; code tables and frames for ADA compliance.
  • For added ease-of-use, maintain a consistent layout throughout the site.

Testing Web Pages

Web pages must be tested in a variety of Web browsers (for example, Firefox, Opera, Internet Explorer, Safari) before being posted. Older versions of many browsers are available online.

Browsershots provides some free Web based testing of pages on different browsers, versions and operating systems.

Official pages should be viewable at all screen resolutions, on both the Mac and PC platforms, and through as many Web browsers as possible. Official and unofficial pages must be ADA compliant. Several freeware utilities are available to help page authors test screen resolution.

Linking to Other Sites

Links to the MCC Web site from appropriate institutions are encouraged. To increase traffic throughout the entire site, consider linking to other MCC documents that might benefit site visitors (maps, course listings, contact information, etc.).

What Should Be In Your Web Site?

Academic department sites should, at a minimum, contain the following information:

  • Department Location
  • Faculty and Staff links (information from the official MCC directory provided through a page include)
  • Course Descriptions (information from the official MCC Catalog provided through a page include)
  • Program Descriptions, if applicable (information from the official MCC Catalog provided through a page include)
  • Contact Information

Administrative department sites should, at a minimum, contain the following information and should ideally be coordinated on a divisional level:

  • Department Location
  • Staff links (information from the official MCC directory provided through a page include)
  • A brief description of department function and how it relates to/serves other parts of the College community
  • Links to forms and documents that are used to interface with the department.
  • Possibly highlights of recent department activities, staff recognitions, policy updates.
  • Contact Information

Faculty sites created using Manila are at their owner's disposal. Generally, most faculty sites contain:

  • Contact Information
  • Office Hours
  • Office Location
  • Course Information
  • Syllabi

Some faculty also have included example projects, links related to the course material, and PowerPoint presentations. Current faculty sites can be found under "Faculty Web Pages" in the "A-Z Index" of the MCC site.

How to Submit Graphics for Web Publication

Graphics may include photos, approved clip art, charts, drawings, etc. You may provide graphics electronically. We can crop and compress graphics as needed to fit within the site format and to allow for fast download times over the web. 

Please note: if you are loading photos onto your Manila site, be sure to compress them before uploading them. Photos generally should be no larger than 50 KB, though no more than 20 KB is preferred, with a pixel width that will not push page content past the horizontal boundaries of the screen. (Several free photo editors, such as Paint.net Picasa, VicMan's Photo Editor and Picnik.com, are available on the web.)

How to Submit Documents for Web Publication

Documents will be presented on the web either as HTML web pages, or as Adobe .pdf (portable document format) files. Please provide content for your pages in electronic format, either by attaching them to a Computing Services Request form, or transferring them through the M drive shared directory. We do not offer keyboarding or transcription services.

Documents that will become html pages may be provided as MS Word, RTF or any other text-based file. Highly formatted Word doc files (i.e. with tabs, columns or tables) are not easily converted to html. Documents that need to maintain very specific formatting, that do not translate easily to web presentation formatting, may be saved and presented as PDF documents.

For documents to be presented as .pdf downloads, send the document either as a Word or text-based file, or as a .pdf file attached to a Computing Services Request form. If you want to present a .pdf but are unable to convert it yourself, please attach the Word file and we will convert it for you. (Free .pdf converters such as PDF Creator, PrimoPDF, and PDF995 are available on the web.

Appropriate Content, Implementation, and Purpose

Official and unofficial pages must not violate state or federal law, or any college policy. Also, official and unofficial pages must not feature obscene, harassing, or discriminatory content or contain any other inappropriate information.

Examples of appropriate Web page content include up-to-date contact information (phone, fax, e-mail, mailing address); the latest department, office, or center news and events; original articles; commonly requested forms; and other resources. Official Web pages should convey professionalism and congruence with the college's mission.

Only active files should be kept on the Internet server. Inactive files, such as old Web pages or image files, should be removed from official directories and stored either locally or on the campus network (M drive).

Institutional pages should not duplicate the following master information: Course Descriptions, Master (Class) Schedule, Programs of Study, Academic Calendar, or College Directory information. This master information should be displayed from the appropriate database source, either through links or includes.

Faculty and staff members may add a supplied 100X150 pixel image and additional professional information to their individual directory pages through a request to the Computing Services Web Development team.

Page submitters who wish to request corrections of the MCC master information must do so through the MCC departments responsible for the information. These departments are:

Content Department:
College Directory Communications & Network Services
College Directory - additional information and images for individual staff pages Computing Services, Web Development team
Class Schedule: Records and Registration

Course Descriptions

Programs of Study

Academic Calendar

Academic Services, Curriculum Office

Understanding the Web Page Review Process for Official Pages

New Web pages and existing pages undergoing extensive changes are subject to the Web page review process. Extensive changes include redesigning a site or adding substantial new section(s) to a site. Other changes, including content additions or subtractions, do not need to be submitted to the Web development team for review. All sites, whether subject to the review or not must be in accordance with these Web Publishing Standards.

Web pages are reviewed for consistency with the college's Web Publishing Standards. If pages do not agree with the Standards, the primary Web contact will be informed that the pages were not approved, with reasons stated. Primary Web contacts are encouraged to contact the Webmaster via webmaster@monroecc.edu to discuss extensive site changes while still in the planning stage.

In accordance with Technology Policy 99-3, MCC made a commitment to be in agreement with the World Wide Web Consortium's (W3C) 14 Web accessibility guidelines under priority-level one. All MCC Web sites are obliged to be ADA compliant. The Web development team will review campus Web pages for consistency with the W3C's accessibility guidelines. If pages do not agree with these guidelines, the site's primary Web contact will be contacted.

College Web review is conducted at two levels of compliance; content and technical. Web page content is reviewed by both the Web Communication Manager in the College and Community Relations office and the Web Manager/Webmaster in ETS Computing Services. The Web Communication Manager is responsible for the user experience, editorial and visual look of the pages, and compliance to current MCC brand standards, copyright and privacy policies. The Web Manager/Webmaster is responsible for compliance to accessibility; file, link and page code structure requirements, and how the visual elements of the page(s) work within the overall structure of the MCC Web site.

Accessing the Work In Progress Directory to Create and Edit Web Pages

All institutional HTML pages on MCC's web site are created in the Work In Progress (WIP) directory of the web server. Finished pages are then "moved live" to the public server by the CS Web team members.

When departments have staff that are developing and revising department pages themselves, pages in the WIP directory are currently developed and edited using Adobe Contribute. This content management program allows designated staff to add and edit content on Web pages, in a secure WYSIWYG editing environment. To get started with Contribute, contact the Webmaster at webmaster@monroecc.edu for set up and instruction.

How to submit Web pages for review:

  • Create or edit your pages in accordance with the Web Publishing Standards.
  • Post your department pages for review through Contribute. The system will automatically post the pages for review according to the established Contribute workflow.

When Web Pages Violate the Publishing Standards

If an official page is not in accordance with the Web style guidelines, a notice will be issued to the site's primary Web liaison via e-mail. If the problem has not been rectified within ten business days, another e-mail notice will be issued. If the situation remains unchanged for another five business days, a final e-mail notice will be issued.

Depending on the violation, the Web page will be removed from the college's official server if the issue has not been resolved by the second business day following the final notice. See below for issues that prompt immediate removal of a page from the server.

Situations that would prompt immediate Web page removal:

  • The page is inaccessible to site visitors with disabilities and does not provide an accessible alternative.
  • The page violates state or federal law or college policy.
  • The page features commercial advertising.
  • The page features an unofficial version of the college logo.
  • The page conveys disruptive or harmful misinformation.
  • The page features inappropriate material, including obscene, harassing, or discriminatory language.
  • The page contains egregious spelling or grammatical errors.

College and Community Relations' Role in the MCC Web Site

College Relations is responsible for the overall content of the MCC Web presence, including editorial and graphic elements, and the user experience.   

ETS Computing Services' Role in the Campus Web

In conjunction with College and Community Relations, the Web development team in ETS Computing Services, ensures that best practices in Web design, usability and accessibility are adhered to. Computing Services is responsible for the college's intranet site, http://mymcc.monroecc.edu/. The intranet audience—MCC faculty, staff, and students—is internal. Please contact Computing Services through a Computing Services request form for information about posting pages on the intranet, developing secure applications, and obtaining space on the Internet and intranet Web servers.

Web Page Design Assistance

Web page design training using Contribute or Manila is available for faculty and staff the ETS Web Development team. One-on-one training is available for those needing additional assistance with the development of their Web pages. To request assistance or training in using Contribute, contact webmaster@monroecc.edu. For Manila training, contact webmaster@monroecc.edu.

mcc-web02.monroecc.edu