1113 - Community Relations - Websites - Procedure

Departments are to contact the Communications Office web team for their website service needs. The web team employs a Content Management System (CMS) template that provides for consistent navigation, graphic standards, and content layout, but is flexible enough to permit content to be tailored to department and program needs.

Consortiums that have their own governing boards that include entities other than SBCSS whose website resides on SBCSS hosted servers, must have the approval of the Superintendent or Superintendent’s designee to establish their own unique domain address and template design. For authorization, contact the chief communications officer.

SBCSS departments have identified staff representatives to serve as Website Advisory Group members to represent their department website services needs. Website Advisory Group members meet quarterly to provide advisement on organizational website and Intranet needs and priorities, bring forward ideas for new content and to ensure the SBCSS website and Intranet maintain the integrity of the organization’s brand of excellence and underscore the mission of SBCSS.

Departments have assigned content editors who have the responsibility of maintaining and updating /department website and Intranet content.

SBCSS web team staff will train content editors and provide documentation to access and manage their respective website and Intranet pages within the CMS in accordance with content standards and style guidelines. Training Manuals for the CMS will be posted on e-Net. Content editors are asked to regularly review department content and make updates as necessary, and to report website concerns and technical problems to the SBCSS webmaster.

1. Ensure content does not violate copyright or intellectual property laws, and secure consent of all involved parties for the right to distribute or publish recordings, photos, images, video, text, slideshow presentations, artwork or any other material(s) posted.
2. Ensure content does not include advertising for third party events or activities.
3. Respect the privacy rights of students, staff, parents/guardians, board members and other individuals, including student information and employee phone numbers and home addresses as required by policy and state and federal laws.
4. The postings of photographs, video and other personally identifiable images and names of minor students require parent/guardian written consent. The SBCSS Information/Photo Release form is available on e-Net for this purpose.
5. Do not post content that includes unsubstantiated claims, speculations, political positions or personal opinions.
6. Only those authorized by the superintendent or superintendent’s designee may use SBCSS brand marks or logos on any SBCSS website.
7. Ensure content is clear, concise, complete and correct.
8. Avoid jargon and acronyms that may be unfamiliar to browsers.
9. Spell out names and titles the first time they are used, abbreviations may be used thereafter.
10. Convey important information early in the text.
11. Avoid underlining content for emphasis as this is typically interpreted as a hyperlink.
12. Avoid written content in ALL CAPS.

Approved: June 26, 2014