For Ravensbourne website v.01

Updated: 9 April 2013Property of Marketing and Communications department, Ravensbourne

interimcontent submission guide

indexWebsite evolution – timescales p1Introduction p2Content management system p3

Maintaining quality web content p4Your responsibilities - content creators p5Writing for the web p6-7

Withdrawl of unsuitable content p8Inappropriate content - courses of action p9

Legacy web content p10Linking to other websites or internet resources p11

Where your content can sit p12-13Notes on slider images – homepage and new page p14Summary – content requirement p15Page updates/deletions p16JIRA: Submitting a request p17Service Level Agreement p18Legal requirements p19-20Meet the team p21Training and the website p22Communication channels available p23

Timescale for website evolution

6-10 May Meet to discuss recommendations and design concept

27 May Start System build (framework, content types, relationships)

10 Jun Start front end template integration

1 Jul Start content migration (contra)

8 Jul Start content migration / insertion (Rave)

5 Aug Start snagging / testing

19 Aug Release candidate

1

Introduction

This document provides guidelines for anyone involved in developing or maintaining web pages on Ravensbourne’s website particularly aimed at student recruitment and/or promoting the reputation of Ravensbourne. These are interim guidelines in light of the pending website restructure which will be complete in September 2013.

In late 2012, it was agreed by Marketing and the Senior Management Team that Ravensbourne’s website should take on a look that was more professional and representative to the innovative and design-led institution it is. While the physical restructure takes place to update the look and feel of the website the content is also being restructured – including updating and deleting where necessary.

The Marketing department has adopted this content guideline document and will ensure it is adhered to by all departments by working with them and ensuring they have access to the correct templates, technical support, and other supportive guidelines.

It is estimated that all departments will move to the new approach by the end of 2013.

2

Content management systemContent displayed on www.rave.ac.uk is published using the content management system WordPress and managed in-house.

Possible exceptions to content being displayed on www.rave.ac.uk follow these exceptions, however please contact the web content editor to discuss further;

• Special events e.g. Degree show, DMIC events• Student sites e.g. personal blogs

If individuals wish to create a page/site separate to Ravensbourne (but regarding Ravensbourne) they will need to create a brief of the proposed website and forward to a member of the website evolution taskforce (see p23 for WET members). Please give reasons as to why WordPress is not suitable for the project and any special functionality the website requires. A decision will then be made at the next WET meeting on whether the website incorporated into www.rave.ac.uk or permission give to create the microsite.

Any and all sites relating to Ravensbourne need to be accessible via the main Ravensbourne website.

3

Maintaining quality web contentDepartmental responsibilities

As well as being a reliable source of information our website can have an impact on how our visitors perceive us, first impressions are everything.

It is the responsibility of the individual departments and the web content editor to ensure that all web pages created for the department or any derivative of the Ravensbourne domain conform to the following criteria:

• Be regularly updated, where appropriate• Be of high quality and conform to

Ravensbourne’s style guide• Be accurate, with amendments made as

quickly as possible• Have outdated content/[ages removed in a

timely manner• Be relevant to the subject • Meet guidelines for:

• Style guide• Web usability and accessibility

standards• Writing style

Departments should contact the web content editor immediately for guidance and advice if they are considering bringing in external agencies to develop their web presence.

Departments must ensure that they have nominated enough staff to edit web pages so that service can continue despite illness, holidays, and departures.

All content must be provided to the web content editor publish ready and all images need to be cropped and ready to publish – see pages 6-7 and 12-15 for guidance.

Appointed web editors should notify the web content editor if they no longer need access to the pages or if their authoring responsibilities change. All staff at Ravensbourne are responsible regarding informing the web content manager of any complaints received about content published on www.rave.ac.uk to allow issues to be quickly resolved.

Working with external design companiesThe web content editor should ensure that individuals or companies commissioned externally or internally to create web content receive and understand Ravensbourne’s web guidelines.

Where departments do not comply with these standards, the Marketing department may ask the department/creator to withdraw unsuitable content – see page 8.

4

Your responsibilities - content creators

Anyone requesting a new page or content updates needs to read this document. The person requesting the update or new page is responsible for;

• Requesting the update/new page via a JIRA and following up via email/phone to the web content manager

• Providing the content in it’s final, ready-to-be published state

• Obtaining permission and sign off on the content from your line manager (providing email proof) before submitting to the web content editor

• Highlighting proposed external web design to the web content editor before the project goes out to tender or external design agencies approached

• Ensuring that individuals or companies commission externally or internally to create web content are given the relevant documents and are made aware of Ravensbourne’s web content guidelines.

• Identifying out-of-date content and notifying the web content editor

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Writing for the webIn most cases text should be written specifically for the web – as a general rule, keep the amount of text on the web pages as short and clear as possible.

Rather than copy and paste a Word or PDF document onto a web page, it should be edited down or rewritten. Any large sections of text that are submitted to the web content manager will be returned.

• Ensure the style you write in is appropriate for your target audience/s• Sentences should be no longer than 10-15 words

If you are submitting content for a new page please ensure a short introduction to the page has been included – example, www.rave.ac.uk > About > Resources > Library.

Research your page – look at other higher education websites for ideas on what information to include on your page.

For further guidance on writing for the web please contact Marketing and ask to speak to the web content editor.

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Writing for the web

• Web users don't read, they scan. They scan key parts of the page such as title, headings, sub-headings, paragraphs (starts and ends mostly) and links.

One idea per paragraph is good practice.

Ensure your page is formatted properly with:– Title– Headings– Sub-headings– Short paragraphs– Bulleted lists– Links (check the final URL

many times)

• Start with what's important. Capture the readers' attention by using an inverted pyramid style of writing - start with the vital information first in a

Users want to find what they are looking for quickly and easily. Do not expect them to read everything – do you?

Here are some top tips when writing for the web.

short summary at the start of your page, then support it, and use links for more in-depth details. E.g. www.rave.ac.uk > About > Resources > Library.

Keep the most important elements "above the fold" - this is the space visible on initial page view without scrolling.

Keep it short and simple. Keep your sentences short and use simple words.

Acknowledge your audience. Remember who you are talking to. Whether it is a student or a business partner, make sure you won't be misunderstood.Make your text appealing. Where possible, use graphics, images, hyperlinks, bold and bulleted lists to help capture the readers' attention. Do not over use any of these elements as this can have a negative impact.Tell them what you what them to do. When appropriate, include a call to action. For example: register today, follow us on Twitter, contact us, etc...Leave out any unnecessary text. They won't read it anyway. Keep sentences to 10-15 words.

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Withdrawl of unsuitable contentAll Ravensbourne staff should be vigilant when looking at web content – please report any out-of-date information, typographical errors, incorrect details or anything that may contravene we guidelines.

Web content that contravenes Ravensbourne’s policy or web guidelines in extreme cases may be temporarily or permanently removed.

Departments will be notified of offending web pages and informed that it will be taken down until the material complies with web guidelines.

Examples where content may be removed include:• Potentially litigious or inaccurate content• Statements which can not be supported by documentary evidence• Poorly produced web content which fail to meet requirements detailed in the web guidelines• Content or material which violates Ravensbourne’s policy on visual identity (style guide) , logos, or

registered trademarks

Where departments do not comply with the web, style and content guidelines after instruction the web content manager will contact the head of the relevant department to clarify the issue and discuss an appropriate course of action.

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Inappropriate content: Possible courses of action

Content deemed inappropriate at the discretion of the Head of Marketing, web content manager or WET (or all three) will be flagged and may be;

• Temporarily removed until they meet mandatory requirements• If content is not submitted publish-ready it will be returned and page/post creation will

be delayed. This interrupts the web content editors workflow and your slot will be re-scheduled.

• Removed permanently• Allowed to remain visible while amendments to the content or template are made• Edited directly by the Marketing team

If recommended changes are not made in an agreed time-frame, or in instances where content has clearly failed to meet statutory requirements the web content editor may take appropriate action to correct these issues without consulting the department beforehand – although notification of changes or a discussion, or both, will take place as soon as possible.

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Legacy web contentThere are several reasons to remove pages, relating both quality and usability;

• Avoiding duplication of content and confusion to users

• Out of date content infers the site is not regularly maintained

• Out of date content can still be found on search engines and links

• It looks unprofessional and could damage Ravensbourne’s reputation

• It could cause embarrassment to the institution or/and its departments

• The content may be time sensitive or no longer accurate or relevant

• It frees up space on Ravensbourne’s servers

Authors of pages that have not been updated in 18 months will be contacted requesting they provide an update or if it can be deleted. If the author does not respond within one month the content will be deleted at the discretion of the web content manager without prior notice - There will be no record of them once deleted.

Possible actionsLegacy content will be reviewed with the user and their head of department and a decision taken on a cause of action.

The review will determine whether the content;

• Is still appropriate and could be left ‘as is’• Needs rewriting or restructuring• May be relevant for future use or kept for

records/audit and will be archived• Is no longer relevant and is deleted, both online

and from Ravensbourne’s servers

10

Linking to other websites or internet resources

Although Ravensbourne’s website includes links providing direct access to other internet resources/websites, Ravensbourne many not have participated in the direct development of those other sites and does not exert any editorial control over them – Ravensbourne is not responsible for the accuracy or the content of these external sites.

Links to third party sites from Ravensbourne does not constitute an endorsement by Ravensbourne to their views, products or services.

Opinions expressed by contributors through discussions on various websites including social media linked to Ravensbourne are not necessarily those of the Ravensbourne.

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Where your content can sit: web design guidelinesIntroductionThese web guidelines will allow you to visualise where your content will sit within www.rave.ac.uk , what considerations need to be taken, and what the web content editor will need in order to execute any requests.

HomepageSpaces available on the homepage are restricted to the image slider, news section, and a video channel.

Image slider – The extra time and resources needed to source high quality imagery means the rotating feature image slider only be used for certain content and subject to agreement from the Marketing team.

As a general rule, content for the slider should be; • engaging and high impact – a ‘showcase’ of what is best about

Ravensbourne.• Unusual, intriguing or a surprise take on the subject matter• Displaying the most important news/events/research• Display high quality imagery relevant to the feature• Relevant to the website• Taking seasons into account i.e. not showing winter in spring• Used for regular news items that can be displayed either in the news or

event sections• It can link through an existing Ravensbourne webpage or a third party

website

Sometimes an abstract or computer generated image, or piece of illustration can be more suitable for certain subjects.

12

Where your content can sit: web design guidelines continued …

Drop down list (optional)Please visit these pages to see how these are used. http://www.rave.ac.uk/library/http://www.rave.ac.uk/accommodation/

New pageThe aim is to provide a consistent experience for visitors to our site, making it visually attractive, look professional and easy to navigate.

New pages are supplied as 2 column layouts with an image slider , drop down box (optional) and a link box.

You will need to provide content for the Body text and in the Drop down list. Choice of images and link box content are chosen by Marketing.

All requests for a new page need to be submitted via a JIRA to Marketing Web Resources.

Design componentsOverviewThese guidelines apply to all external facing web pages under www.rave.ac.uk.

Body textYou will need to provide an introduction to the page. This is important in order to guide the viewer around the page, reassure them that they have landed on the correct page or simply to keep them interested (depending on the subject matter).

Image slider/Link boxChoice of images and link box content are chosen by Marketing.

Image slider

Body text

Drop down list

Link box

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Notes on slider images – homepage and new page

These should be avoided;• Clichéd subject imagery i.e. smiley, posey

students or scales of justice representing the law

• Poor dated imagery• Uninspiring subject matter• Bland photography i.e. photo of staff lined up

looking directly into the camera• Post-editing of photography where possible

If you want to use the image slider please;

• Provide a large landscape image cropped or uncropped or provide a clear steer of what images would be suitable.

• Provide a link or content for a new page for the image to link to

• Send a JIRA to Marketing web resources

Examples of image slides

Image specificationImage size – 720 x 345Format – jpg,gif

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Summary – content requirement

New page checklist• Title for the page – 4 word max

• Introduction – see p6-7 for advice

• Video (optional) – uploaded onto Ravensbourne’s youtube account or Vimeo (contact the web content editor for account details)

• Images - 720 x 345, jpg,gif or a steer on what image will be suitable.

• Suggestions for the link box

• (Optional) Drop down list contents e.g. contact, opening hours, extra information that would normally be bullet pointed in the body of the text.See http://www.rave.ac.uk/library/ for ideas

Homepage checklist• Title – max 4 words

• Excerpt – see pXX for advice

• Images - 720 x 345, jpg,gif or a steer on what image will be suitable.

• Link to website or where the information for this subject is based OR provide content for a new post e.g. a news story

title

excerpt

Contact Marketing for advice if you are unsure

When raising a JIRA the following will need to be included otherwise your request will be rejected. Marketing have final approval on how to represent your content.

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Page updates/deletions

If you need a page updated/deleted a JIRA will need to be raised.

Checklist;• The URL of the page that needs updating

• Clear signposting of the content that needs to be changed

• Replacement content for the deletion, this includes words and/or image

• Proof that you are the owner of this content that needs to be changed/deleted – email approval from your line manager will suffice.*

*This is to ensure accountability for any changes made.

Contact Marketing for advice if you are unsure

When raising a JIRA the following will need to be included otherwise your request will be rejected.

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JIRA: Submitting a request

• All initial requests for changes need to be put through the JIRA. • Log into the JIRA.• Select "Create new issue" from the top menu.• Select "Marketing Web Resources" from the drop down menu.• Choose the issue type that suits you better.• Select the component that is involved in your request (e.g. external website -

f.williams@rave.ac.uk, intranet g.lilley@rave.ac.uk)• Fill in the summary and the description fields.• Click create

Note: • All new page creations, deletions or updates need to be logged for future records

and accountability. • Submitting a request does not guarantee that it will be actionned so please follow

up on any submissions. • For changes to the website please notify via JIRA and contact f.williams@rave.ac.uk

directly.

17

Service Level Agreement

MarketingThese turnaround times should be used as a guide, and are subject to change.

New page First draft > returned in 5 daysAmends there after > returned in 1 day

Page update or deletionFirst draft > returned in 2 daysAmends there after > returned in 1 day

RequirementTo ensure your needs are met please submit all requests in advance.

New page Submit at least 10 working days in advance of deadline

Page update or deletionSubmit at least 10 working days in advance of deadline

Homepage Submit at least 10 working days in advance of deadline

Provided you have met the requirements detailed on page 15 and 16 the web content editor will be able to meet the below time scales.

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Legal requirementsThose responsible for content on Ravensbourne’s website, whether edited directly or indirectly need to understand the legal requirements and constraints of the website. In general, you are liable for the content you publish on the website. This policy does not attempt to summarise all the relevant legislation, but does provide some guidelines for users and authors.

ProceduresYou must be aware of legislation when uploading material. If you are in doubt about the legality of any content you wish to upload, you should contact the Human resources or the Marketing team. Marketing may remove any material which it reasonably believes is in breach of these guidelines, (although Marketing will attempt to consult the author before any action is made) or Ravensbourne’s own guidelines on the publication of suitable material – see below – without prior consultation.

Although Ravensbourne will not formally monitor web pages, forums, weblogs that reside under www.rave.ac.uk, it will investigate any complaints about the content and may remove any material which it considers unsuitable; it will endeavour to notify the page owner beforehand. You are personally liable for content you put up on any of the web pages under www.rave.ac.uk.

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Legal requirements… contLegislation The following list highlights those areas of the law which are of prime concern to you as a web user but is not exhaustive;

DefamationA false statement made about another person or business to damage their character, reputation or creditworthiness in the estimation of ‘right thinking people’. Libel claims can be brought against both the person and Ravensbourne – they are expensive and take a long time.

Contempt of courtCommenting on a current criminal court case. Legislation prohibits any attempt to influence a current trail before a jury has made its decision.

Intellectual property and copyright laws This is complicated but avoid using images and content from other sites with out permission or the proper accreditation.Ravensbourne’s logo should not be used for personal sites and should only be used on official documents and sites. Permission will need to be obtained from Marketing, Senior Management Team. Other company logos should not be used without permission.

Child protection/pornography Employees should not upload pornographic images of any sort to Ravensbourne’s web pages. Such action may result in disciplinary action against the employee. This site may be viewed by minors, so care should be taken not to link sites that contain offensive imagery or words.

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Legislation cont …Data protection The Data Protection Act 1998 imposes responsibilities on all computer users. It provides for the protection of data relating to any living person which is stored in a computer or other electronic information system, or held manually. The permission of each data subject should be sought and obtained before any information, including images, is stored on the system. Failure to observe the data protection principles may result in both criminal charges and civil actions for compensation.

Equal opportunities/ race equalitiesThe equal opportunities legislation outlaws discrimination against any person on the grounds of gender, marital and civil partnership status, pregnancy or maternity leave, age, or sexual orientation. Any material displayed on a web page or other electronic information service which discriminates or encourages discrimination may lead to criminal prosecution to those responsible and the material’s removal.

Disabilities discriminationUnder the disability discrimination act 1995, discrimination against disable students in the provision of education, training and other related services via the website is unlawful. Institutions are expected to anticipate disabled students’ needs and make responsible adjustments to core activities of teaching and learning. Students who feel that they have been discriminated against can seek advice from k.brannan@rave.ac.uk. Use design and layout which make it easy for people with impairments to use. If you need advice contact the Marketing team.

HarassmentRavensboune main website and any social media, intranets, portals etc must not be used to embarrass or harass others, or make them unduly anxious. Contact Human Resources for advice if in doubt over material.

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Appendixmeet the team

If you need to discuss your request before submitting a JIRA ticket please feel free to contact the appropriate person before submission for guidance.

Responsibility: restructuring Ravensbourne’s websiteFabienne Williams

Web content editorf.williams@rave.ac.uk

Responsibility: managing all of Ravensbourne’s communication & PR activities

Greg LilleyCommunications managerg.lilley@rave.ac.uk

website

intranet

22

Contact if; • you need guidance on creating a new page

on the main website• you need to update an existing page on the

main website• you have a news story for the website

Fabienne Williams

Contact if; • you need to promote your event• you have a news story for the website• you have image/logo queries• intranet content submissions• Mininet submissions

Appendix… contTraining and the websiteFor training on WordPress or more information on the website please contact the Web content editor – f.williams@rave.ac.uk

Website taskforceNike Awoyinka – Interim Head of MarketingCarrie Wootten – Head of Business developmentWill Pearson – Head of TechnologyByrony Acketts – Head of Student unionLizzie Jackson – Academic Development ManagerFabienne Williams – Web Content Manager

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communication channel breakdownAll requests for any of the digital channels need to be processed through a JIRA ticket. If no JIRA is received the request will not be actionned.

Before you submit a request, read the below options to see what one will work best for your cause. If you need guidance, please contact one of the marketing team - p20.

The marketing and communications department reserve the right to question choice of communication tool.

External audience

Suitable for sensitive

information

Promotion Success stories

Industry news

Campus news

Staff newsletterg.lilley@rave.ac.uk

✓ x ✓ ✓ ✓ ✓

Websitef.williams@rave.ac.uk

✓ x ✓ ✓ ✓ ✓

Mininetg.lilley@rave.ac.uk

✓ x ✓ x x x

social mediag.lilley@rave.ac.uk

✓ x ✓ ✓ x ✓

Intranetg.lilley@rave.ac.uk

✓ Option to hide page

✓ ✓ ✓ ✓

Appendix… cont

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