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Web Communications

Suggested Website Procedures

Roles

One person can fill multiple roles. We suggest that the reviewer and backup editor be the same person to give the backup editor more opportunities to access the system. The editor cannot also be the reviewer or backup editor.

Approver: Makes final approval on what content should go on the website, and if the suggested placement is appropriate.
Contributor: Suggest and/or writes content for the website.
Reviewer: Reviews content for grammar, spelling, and style.
Editor: Inputs content into the WCMS.
BackupEditor: Inputs content into the WCMS when the editor is out of the office.

Procedure: Content Requests/ Updates

Contributor

Contributor sends suggested content to the approver and requests that it be put on the website and suggests location.

Approver

Approves or denies content request based off of overall website goals and target audience.

  • If approved: Emails editor the content with any additional suggestions or recommendation for implementation, including deadlines. Contributor is cc.
  • If denied: Email contributor reason for denial.
  • Name changes
  • Contact information changes
  • Title changes
  • Staff/faculty added or removed
  • Correcting spelling, grammar, or style errors
  • Updating dates, deadlines, and costs

Editor

Reworks content using web best practices and style guide standards and email the updated content to the reviewer (suggest using word documents at this stage so you can use track changes).

Reviewer

Reviews reworked content for grammar, spelling and style, making updated as necessary. Email editor a track changes copy or notify them that the content has been reviewed.

Editor

Looks over reviewer’s changes. Input final version into the WCMS and publish.

Editor

Notify contributor and approver that the updated content is now live.

Procedure: Small Updates

Small updates include the following:

  • Name changes
  • Contact information changes
  • Title changes
  • Staff/faculty added or removed
  • Correcting spelling, grammar, or style errors
  • Updating dates, deadlines, and costs

Contributor

Choose the most fitting option for your group. Only one option should be chosen.

Option 1: Emails update, include page(s) and location(s) to editor.

Option 2: Notifies editor of update, include page(s) and location(s) during staff meeting.

Editor

Updates WCMS content and publishes updated content.

Editor

Notifies contributor updated content is now live.