Keystone College Web Content Policy
All official departments and offices of Keystone College must review their primary web presence on keystone.edu and use the templates and designs provided or approved by the Office of Communications. This ensures consistent design and navigation across the College’s website.
Content should support the Keystone College mission and reputation through all College web initiatives and is guided by these principles:
- Brand awareness and perception
- Student enrollment
- Reduce content redundancy with informative architecture and thoughtful navigation
- Use common systems, dashboards, and codebase for efficiency and consistency
- Guarantee stability and security of the website by resolving technology issues and performing regular maintenance
- Ensure implementations follow web standards, accessibility, and usability best practices.
1. Major departments and offices are contained in the root directory of keystone.edu. For example, keystone.edu/academics and keystone.edu/admissions. Centers, services, and units that belong to these offices must be contained under the larger office’s website. For example, the Academics website houses the individual majors (For example: keystone.edu/academics/majors/psychology)
2. URLs should be kept as short as reasonably possible and use hyphens to separate words—for example, keystone.edu/res-life, not keystone.edu/resident_life.
Site Content Responsibilities
1. Each department and office of Keystone College is responsible for its own web presence. However, the Web Marketing and Content Manager, the Office of Communications, or the Office of Information Technology, reserves the right to remove or edit content at any time.
2. The director or chair has responsibility for that area’s content but may delegate web review to someone else. Members of this group will become part of the Web Content Committee.
3. The Web Marketing and Content Manager will contact members of the Web Content Committee three times a year (January, June, and September) to review content. Each area is responsible for the following:
- Gathering and maintaining up-to-date and accurate content related to the area’s personnel and activities. Site content should be reviewed three times a year (Jan./June/Sept.), or as often as necessary, to maintain accuracy and relevance of all content and ensure that links are accurate and working.
- Designating a dedicated point person to manage and review web content within the area’s web section.
- Abiding by best practices outlined in these policies and in web tutorials.
- Attending website training sessions and content review calls as needed.
4. Top Pages.
- All requests for changes to the homepage, sliders, header, footer, about pages, events calendar, or news-events pages must be submitted to the Web Marketing and Content Manager or Office of Communications.
- Priorities for the homepage are based on the intended audience’s size and the relevance to the College’s priorities.
- All links from the College homepage must stay on the keystone.edu or gokcgiants.com domains.
1. The Web Marketing and Content Manager will update content on pages and sections of the site based the needs of each department after a periodical review or as needed.
2. Content must be accurate and logical.
- Content on all subsites must be current and relevant. Outdated information must be updated as soon as possible or removed if the page is obsolete. The website should be a hub of up-to-date content, not an archive of old material.
(i). When a page needs updating, instead of creating a new page with the current information and removing the outdated page, the existing page should be updated.
- Old files in the Media Library must be removed regularly, so they do not appear in search queries.
- Short URLs must be checked regularly (at least once a semester) to make sure they’re working correctly and still being utilized.
- Content must be centralized in the correct department or office website. If other websites refer to that information, they must link to the centralized location instead of copying the information. For example, instead of uploading a campus map to the Academics section, that section should link to the campus pap in the centralized Maps/Direction section. This keeps all content current and correct.
- Links must be checked regularly (at least once a semester) to make sure they are working correctly.
3. Content must be consistent and appropriate.
- Keystone College will not tolerate offensive or abusive content on keystone.edu or any online platforms. Content that is deemed inappropriate will be removed immediately, and the user responsible for that content will have web permissions revoked. Additional disciplinary actions may occur according to the policies in the employee, faculty, and student handbooks.
- Copy should be written with the audience in mind, in a positive and friendly manner. Informal and approachable language, without being overly chatty, welcomes visitors to the site and encourages engagement. Use short sentences and paragraphs of no more than 3-4 sentences, with a full break in between.
- Layouts must align with the provided templates, shortcodes, and styles. For example, proper heading tags must be used instead of an image file of large text.
- Video should be embedded via Keystone College’s YouTube channel.
- All copy must conform to the College’s editorial standards, with proper spelling, punctuation, grammar, style, etc.
- External websites or blogs or third-party systems (sites hosted outside of the keystone.edu domain) to be used for official College business, including those created for marketing campaigns, will not be permitted, unless approved by the Office of Information Technology or the Office of Communications. Please direct all inquiries to the Web Marketing and Content Manager in the Office of Communications or the Office of Information Technology.
4. Content must be accessible as possible.
- All Keystone College web pages must comply with state and federal accessibility standards.
- PDFs should be created using accessibility standards. See below for How to Create Accessible Word Documents and PDFs.
- Write meaningful link text.
- Include descriptive alt text for photos.
5. Content must be legal
- When uploading or posting confidential information, web editors must be extremely cautious. PDFs and other files are searchable and not private unless protection is specifically applied.
- Keystone College must have copyright ownership or permission for all content, including text, photographs, maps, graphics, files, and other data. Web editors may not upload or publish any content that does not meet copyright criteria. For example, a photograph found with a Google search cannot be downloaded and published on keystone.edu without express permission from the photographer or owner of the photograph.
6. Prohibited Content
- Advertising non-College entities, businesses, organizations or products.
- Content that implies institutional endorsement of entities, businesses, organizations, products, projects or services.
- Content or links to pages that are inconsistent with the College’s mission.
Web Change Request Submission
1. If a campus member wants to change content on a page, add additional pages to an existing section, or request new features that require development work or third-party software, a Web Content Request must be submitted to the Web Marketing and Content Manager via email, phone, or submission form: https://keystonecollege.wufoo.com/forms/q1j849ej0jfqft5/
2. All requests require the following information:
- Name and contact information of requester.
- The URL(s) for the page(s) on which changes are being requested.
- Detailed instructions with requested edits.
- Indication of urgency/time-sensitivity of the request. Every attempt will be made to fulfill requests quickly, but projects or requests received before yours may take precedence. Please plan requests as far in advance as possible to ensure associated deadlines aren’t missed.
- Content to be inserted/replaced.
- Attached images or documents if required. Please see “Photo and File Attachment Formats” to find out how to submit these items.
3. Request Approval Process
- All requests will receive a confirmation from the Web Marketing and Content Manger or a member of the Office of Communications. All work completed will be communicated to the requester via email and the requester will have an opportunity to approve the changes.
- All updates will be reviewed and verified by the Web Marketing and Content Manager and the Office of Communications to ensure consistency with the university’s mission, brand and voice.
- Requestor should review changes and advise if further edits should be made.
4. Photo File and Attachment Formats
- Photos: Photo files should be submitted as jpgs, at least 72 dpi with an aspect ratio of 3:2 (minimum 900×600 pixels or 600×900 for vertical photos). Photos are subject to evaluation for quality and appropriateness.
- Word documents may be used if the document is a form and requires the user to edit or add information with a physical signature.
- PDFs must adhere to the graphic standards of the Keystone College and are subject to editing. Requesters who are unsure if their files fit this standard can submit a Word file for simple editing, and the Web Marketing and Content Manager will create the PDF file for posting.
- PDF Web Accessibility standards: PDFs posted on public websites should be accessible to individuals who use screen readers because of poor or no vision. To assist with web accessibility, as much content as possible should be posted as accessible web pages, rather than PDF documents, and all posted PDFs must be accessible.
- Content Suitable for a PDF: Most content should be posted as a web page that can be easily updated, rather than a PDF document. This applies to guidelines, general program descriptions, information that gets updated frequently, and sometimes reports. Content that may need to be posted at a PDF includes a signed/dated memo, a formal policy, or a report that is printed.
- Policy and instructions for creating accessible PDFs will be developed and communicated to the Web Content Committee.
Note: The Keystone College Office of College Communications developed and maintains the web policy which was approved by the President’s Cabinet in June 2021.