Policies and Procedures for College of Education Web Server and Web Site

I. Access and Permissions to the College of Education Server

Faculty, staff and students of the College of Education may have access to the College of Education web server following the guidelines and conditions set forth below. Web publishing on the College of Education server is limited to administrative and instructional purposes only.

Faculty

• Faculty wishing to publish on the COE web server should send a request to Computer Help to receive access. College of Education faculty are encouraged to publish course information, class assignments, instructional materials, syllabi, etc. Résumés and vitas are fine, but personal information on hobbies, family, trips, etc. should be kept to a minimum.
• To create web publishing space for entire classes, faculty members should submit a list of names of students needing access at least a week prior to the class date it is needed. The webmaster will return a list of userids and preliminary passwords to the faculty member. These student publications are not to be considered permanent residents of the College of Education’s web server and should be moved to private ITS accounts for preservation after the duration of the course. Students may publish personal information if it fulfills the requirement of the course.

Staff

• College of Education staff may modify unit (department or center) information with proper permission* from unit head (or designee) and should send a request to Computer Help to receive access.
• Staff may have access to the server for special projects (such as grant related projects) with proper permission* from unit head (or designee) and should send a request to Computer Help to receive access.

Students

• Students may have access in order to work on faculty advisor pages with proper permission* from advisor and should send a request to Computer Help to receive access.

General Guidelines for COE server access

• Space on the webserver is provided for web publishing ONLY. The web server is not to be used as storage space for software, personal documents, ready-to-publish web page documents and their accompanying graphics, Shockwave or PowerPoint presentations, Adobe Acrobat files, QuickTime video clips, etc.
• Those wishing to access the COE server for web publishing should have a working knowledge of web publishing fundamentals. Some instruction on HTML or web page creation tools is provided by the Learning Technology Center. Web page creation applications with tutorials are provided in the LTC computer labs. Courses are offered by ITS.
• Short video and audio clips of less than three minutes are allowed on the COE server. Faculty members who want to use audio and video which total more than 10 megabits in size are asked to contact ITS for an account on their realaudio server.
• Personal web publishing should be done on private ITS accounts. Personal web publishing includes information not relevant to course instruction or departmental procedure or information.

II. Approval of Content

Those who receive permission to access the web server directly shall be responsible for getting their content approved by their unit head (or designee) or faculty advisor, and otherwise making sure content is acceptable to unit and/or Dean’s office.

Major additions and changes in organization or design to the official College of Education and departmental sites should be made through the College’s Web Designer, a staff member of the Learning Technology Center. The procedure for content approval and work flow process with the Web Designer is as follows:

1. Information given to unit head (or their designated “Web Content Person”) for preliminary approval. (Unit head may also want to authorize persons to take minor updates/corrections directly to the Web Designer.*)
2. Preliminarily approved information given to the Web Designer, who:
   • Prepares content (organizes, edits, proofs, works with department as needed)
   • Prepares web pages or updates existing pages
   • Proofs material in web format
   • Prints out web pages and stamps with Authorization stamp**
   • Gives to supervisor for final proof
   • Makes changes, corrections as supervisor directs; supervisor signs off on Authorization stamp
   • Takes/sends to unit head (or their designated “Web Content Person”) for approval
3. Unit head (or their designated “Web Content Person”) works with the Web Designer to make final corrections if needed; signs off on Authorization stamp, and sends back to the Web Designer
4. Web Designer posts pages to COE web site
5. Web Designer files copies of pages with Authorization stamps for future reference

**Authorization Stamp will contain the following information:

Download the College of Education's Server Access Form and the Change of Content Form in a printable PDF format.