Manual of Policies and Procedures

F/1.4 Policy on web pages and web servers

Contact Officer

Director, Marketing and Communication

Approval Date

08/09/2011

Approval Authority

Vice-Chancellor

Date of Next Review

01/10/2014

1.4.1 General principles
1.4.2 Definitions
1.4.3 Web Quality Framework
1.4.4 Management of web pages and servers
1.4.5 Standards for material on web pages and web servers
1.4.6 Copyright issues associated with web publication
Related Documents
Modification History

1.4.1 General principles

The web is recognised as an important medium for

  • learning and teaching and the provision of a flexible and collaborative medium for delivering QUT courses
  • research that is web-based and the provision of a medium for communicating research output and activity
  • administrative interactions between QUT and its students and staff
  • collaborative and social spaces for researchers, academics and professional staff
  • marketing and communication activities which support reputation, recruitment and corporate communication.

All material placed on University web servers reflects on the University, and must identify the University in accordance with the QUT corporate identity policy (F/2.1).

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1.4.2 Definitions

A "web page" is a file which can be displayed within a Web browser. The page may incorporate any combination of text, graphics and other media as appropriate, and may use hypertext links to move between its different parts and other Web pages. The page may also incorporate any web-enabled application and may include a dynamic connection to an underlying database. Each web page has an address called a Uniform Resource Locator or URL.

A "web server" is a computer that is always connected to the internet. It runs web server software that waits for browsers to request web pages from it. Each web server has a domain name (eg. qut.edu.au) that browsers use to locate the web server.

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1.4.3 Web Quality Framework

All University web pages and servers must be governed in accordance with the University's Web Quality Framework. The Registrar is the custodian of the Web Quality Framework and annually reports to Queensland Government on compliance with the framework. The relevant Executive Dean of Faculty, Head of Division or Institute Director is responsible for compliance with the framework at an operational level.

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1.4.4 Management of web pages and servers

Web pages

All QUT web pages must

  • use an appropriate URL based on Types of site classifications. Exceptions must be approved in writing by the Director, Marketing and Communication
  • be hosted on a web server which is managed by QUT and on QUT infrastructure. Exceptions must be approved in writing by the Registrar
  • adhere to corporate identity, accessibility and other standards as outlined in QUTs Web Standards. Exceptions must be approved in writing by the Director, Marketing and Communication
  • include the University's CRICOS provider number, as outlined in the CRICOS Guide
  • in the case of unit or course home pages used for teaching and learning, follow guidelines issued by the Deputy Vice-Chancellor (Technology, Information and Learning Support) for on-line teaching and learning sites.

Web servers

University web servers may only be connected to the internet upon meeting QUT Web Standards and Policies as authorised by the Director, Information Technology Services, and the Director, Marketing and Communication.

The Director, Information Technology Services, may

  • amend or remove from a web server any material which does not conform with legal requirements, the Acceptable use of information technology resources policy (F/1.11), or which reflects adversely on the University, or is outdated
  • disconnect from the internet any web server which does not conform to this policy, or reflects adversely on the University
  • remove or alter any files or material or disconnect any server which weakens network security or attracts so much network or internet traffic as to degrade network performance.

The Director, Marketing and Communication may:

  • amend or remove any web server or material which does not conform with QUT’s legal requirements
  • amend or remove any web server or material which does not conform with the Web Quality Framework amend or remove any web server or material which reflects adversely on the University or is outdated.

All web servers visible from outside the University must be designed to provide continuous service, and this requires adequate supervision and backup.

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1.4.5 Standards for material on web pages and web servers

All material placed on University web servers reflects on the University, and the University must be identifiable in accordance with the QUT corporate identity policy (F/2.1).

A person placing material on a University web server is responsible for

  • the accuracy of the material
  • adherence to the online style guide
  • adherence to the QUT corporate identity policy (F/2.1) and visual style guide
  • ensuring that the material remains up-to-date by reviewing the material as appropriate and at least once every six months
  • maintenance of links to ensure as far as possible that inactive or dead links, or links to incomplete material, are not included
  • ensuring that the material conforms to University policy on the standards for material on University web servers as issued by the Registrar from time to time.

Material placed on web servers must be related to University functions or activities, or otherwise approved by the Registrar. Information appearing on a University web page which is not related to a University function or activity must be clearly differentiated from official information and must state the person responsible for the information.

Only one version of any official University document or policy should exist on a University web page or web server. Any other references should be by a link to the original document, rather than by reproducing a copy, so that a single, definitive version is accessed.

Paid advertising by external organisations (ie an external advertiser's message or logo) on University web pages is not permitted. However, where a broader sponsorship arrangement exists with an external organisation, this may be acknowledged by QUT in text (no external logos) on the appropriate University web page/s. In these situations, the sponsor's name in the text may provide a hyperlink to the organisation's website or to more information about QUT's relationship with the organisation. Any exceptions to this policy must be approved by the Director, Marketing and Communication.

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1.4.6 Copyright issues associated with web publication

Material in which QUT does not own the copyright must be made available via QUT web pages and servers only in accordance with relevant Australian Government legislation and QUT's Copyright policy (F/5.1). For further guidance, refer to the QUT Copyright Guide.

"Take down " procedures for material which infringes copyright

To adequately address copyright infringement risks in the context of content on University web pages and web servers, the Director, Information Technology Services, in conjunction with the Copyright Officer, has responsibility for implementing appropriate take down procedures for infringing material and for responding to a take down notice or complaint by copyright owners or others about infringing material.

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Related Documents

MOPP F/2.1 QUT Corporate identity

MOPP F/5.1 Copyright policy

QUT Web Manual

QUT Web Quality Framework

SharePoint Governance Framework

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Modification History

Date Sections Source Details

08.09.11

All

Registrar

Periodic review - policy revised

15.09.10

All

Governance Services

Policy revised to reflect repeal of Information Facilities Rules

06.05.06 F/1.4.4, F/1.4.5 Deputy Vice-Chancellor (Technology, Information and Learning Support) Editorial change – responsibility moved to Registrar
29.07.06 All Vice-Chancellor Revised to include requirement to comply with Web Governance Framework (endorsed Vice-Chancellor's Advisory Committee 10.08.05)
15.01.04 All Vice-Chancellor New policy (incorporates information on web pages and web servers from former Information Technology Rules)

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