Website Policy

1. Purpose

1.1 The Website Policy (the policy) outlines the principles, requirements and responsibilities for the management of UTS’s public website. The policy: 

1. protects the quality of the UTS public website and the standard of its content
2. ensures that UTS complies with legal and regulatory obligations
3. identifies responsibilities for management, approval and ownership of content, and
4. supports a positive user experience. 

1.2 The policy should be read in conjunction with the UTS Website Content Governance Framework (the framework) (available at Digital Presence Centre (SharePoint)).

2. Scope

2.1 This policy applies to staff, students and affiliates. 

2.2 This policy applies to the UTS public website, and its subdomains and microsites, and the website of controlled entities and associated entities. 

2.3 This policy does not apply to UTS’s social media (refer Social media guidelines).

3. Principles

3.1 The UTS public website (the website) articulates UTS’s teaching, learning, research and engagement activities and represents UTS’s culture, priorities and values (refer UTS 2030 strategy). 

3.2 The website’s primary purpose is to raise awareness of the impact UTS’s research, education and partnerships have on the community. The website will convert community interest into action, encouraging people to study or partner with UTS and build a sense of pride for the work of the university. 

3.3 UTS is committed to ensuring that its website remains a safe and welcoming space that is accessible to the university’s diverse community. As part of UTS’s respectful community, content must align with the university’s social, ethical and behavioural standards outlined in the Equity, Inclusion and Respect Policy. 

3.4 All content on the UTS website must be managed and approved in line with this policy and the framework.

4. Policy statements

Website use and purpose

4.1 The purpose of the website is to: 

1. raise awareness of the impact UTS has on the community and convert that interest into action
2. speak to and meet audience needs
3. meet legal and compliance requirements, and
4. promote UTS’s priorities, initiatives and strategy.

Content standards

4.2 All content on the UTS website must: 

1. support the website purpose (refer statement 4.1) and meet a supported use case (refer Appendix 1)
2. be accurate, up-to-date, relevant, accessible and consistent
3. adopt the correct tone and style (refer Tone of voice guide (available at UTS Brand and Visual Identity (Staff Connect) and the Publications style guide (SharePoint))
4. meet the UTS brand and visual identity requirements (refer UTS Brand and Visual Identity (Staff Connect))
5. avoid duplication by linking to the original source of information
6. be assigned an owner and a page tier (refer Content management and Content ownership)
7. be classified as ‘public’ in line with the Information Security Classification Standards unless there is an authentication and authorisation control (refer Information Security Classification: User Handling Guide (available at Records and archives hub (SharePoint))
8. follow the review and approval processes as outlined in the framework, and
9. comply with this policy, the framework and other related university policies, procedures, guidelines and standards. 

4.3 The standard of content on the website is critical to UTS’s reputation. Content must not be published if it: 

1. contains or links to content unrelated to the official activities of the university
2. contains or links to outdated, inaccurate, misleading, offensive, obscene, defamatory or threatening content
3. does not correspond to a supported use case (refer Appendix 1)
4. contains or links to information that contravenes state or Commonwealth legislation, for example, the Anti-Discrimination Act 1977 (NSW), or
5. breaches confidentiality or the privacy of personal information and health records (refer Privacy Policy). 

4.4 Pages deemed to contain inappropriate content must be reported as a potential breach of this policy (refer Complaints and breaches).

Content ownership 

4.5 Ownership of the UTS website is as follows: 

1. The Chief Marketing and Communications Officer (CMCO) is the owner of the UTS website.
2. The Head, Digital Presence Centre (DPC) is the custodian of the UTS website. The DPC governs and manages the day-to-day running of the website, including the university’s content management system (CMS), and oversees implementation of the framework.
3. The DPC Operations Board (the board), chaired by the CMCO, makes key website decisions. 

4.6 Each section of the website must have a business owner, appointed by the Head, DPC, who is accountable for pages in their area of responsibility. The business owner is responsible for: 

1. overseeing content created or commissioned for the section
2. authorising new pages in a site section (or providing authority to a page owner to publish new pages without review and approval) in alignment with the tier system (refer Content management)
3. ensuring content is accurate and consistent with UTS’s tone of voice and brand identity
4. authorising the unpublishing of content, and
5. appointing page owners and approving web editors. 

4.7 Each page on the UTS website must have a page owner, who is documented in the content management system (CMS) when the page is created. The page owner is responsible for: 

1. creating, maintaining and overseeing their page(s) in line with this policy and the framework
2. reviewing and updating page content for accuracy, relevancy and currency
3. authorising the unpublishing of pages, and
4. acting as the point of contact for enquiries, requests, edits and approvals. 

4.8 Shared block owners are responsible for pieces of content that are managed independently of the pages on which they appear, for example, headers, footers and content integrated from another system (such as CourseLoop). Shared block owners are responsible for: 

1. creating new pieces of content and maintaining existing pieces of content
2. ensuring blocks are configured correctly
3. tagging blocks with the relevant taxonomy categories as required
4. accepting or declining requests to update content, and
5. authorising the unpublishing of content. 

4.9 Shared block owners may have the delegated authority to publish new pieces of content and make edits to content without review and approval. 

4.10 Web editors, as content contributors and publishers, will work in the CMS to create and edit content. Web editors are assigned by the business owner based on the editorial needs of their organisational unit. 

4.11 All ownership is role-based, mapped to an individual and their organisational units. Challenges to owner decisions can be escalated to the board. 

Content management 

4.12 UTS applies a 4-tier system to its content based on the nature and complexity of the information, its strategic and reputational importance to UTS and its intended audience (refer Appendix 2). 

4.13 Each tier has specific publishing and approval processes: tier 1 requiring the most controls and highest level of approval and tier 4 being managed at the page owner level (refer Appendix 2 and the framework). 

Collection and use of data 

4.14 Business owners must work with data stewards to ensure that all data used on or collected via their pages (for example, through a web form, chatbot or dashboard) is managed in line with the Data Governance Policy. 

4.15 The publication of web forms on the website may be used to support or engage with an audience. All web forms must have a clear purpose and a privacy notice in line with the Privacy Policy. Any personal information collected must be managed in line with the Privacy Policy and the Records Management Policy. 

4.16 Chatbots must be developed in consultation with the Head of Data Analytics and Artificial Intelligence and in line with the Artificial Intelligence Operations Policy. 

Security 

4.17 All content on the UTS website must be hosted on approved, secure platforms that comply with university policies, cybersecurity standards and accessibility requirements. 

Accessibility and inclusion 

4.18 Content on the UTS website must be easy to access and consume for as many people as possible (refer Accessibility statement). UTS aims to comply with the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 2.0 (refer also Accessibility and Inclusion Policy). 

4.19 The DPC will, in consultation with the Accessibility Service and the Centre for Social Justice and Inclusion, ensure accessibility standards and relevant training are outlined in and implemented by the framework and the Access and Inclusion Plan (available at Disability access and inclusion). 

Notices and disclaimers 

4.20 Appropriate notices and disclaimers, for example, Privacy and Disclaimer, are global components of the UTS website and must be visible on all pages. 

Copyright 

4.21 The UTS website must not contain copyrighted material, including images, text and software, without the written consent of the copyright owner. Any consent must be clearly displayed on the page. Refer Copyright statement. 

 Advertising and sponsorship

4.22 Advertising is not permitted on the UTS website. 

4.23 Sponsors or recognition of sponsorship may be acknowledged on the UTS website where the sponsorship is directly related to the content and context of the page (for example, sponsorship of a conference or event is allowed on the conference or event page). The sponsor must give consent and the page must comply with this policy and the framework. 

4.24 The use of third-party logos on the UTS website must be approved by the CMCO before publication. Use of sponsor names and logos must comply with the UTS Visual Identity Guideline advice on third-party logos (available at UTS Brand and Visual Identity (Staff Connect)). 

4.25 The Head, DPC must be notified where there is uncertainty about the recognition or promotion of an external organisation. 

Web hosting 

4.26 Any content published under a web hosting arrangement must comply with this policy and the framework and: 

1. align with UTS’s purpose, values and strategy
2. provide a clear benefit to the university
3. pose no reputational or other risk to UTS
4. follow the principles of competitive neutrality, ensuring that the hosting arrangement does not unfairly compete with private providers (refer Commercial Activities Policy).

4.27 Hosting decisions are managed centrally to ensure consistency, reliability and alignment with the framework. Requests for web hosting must be submitted to the Head, DPC for assessment and approval by the CMCO. All hosting arrangements must be captured in a service level agreement between the external organisation and UTS. These are maintained on a register by the DPC. 

4.28 Where an external organisation wants to change or modify a website that is currently hosted by UTS, a new request must be made (refer statement 4.27) and, where approved, a new service level agreement entered into. 

Reviews and reporting 

4.29 Regular content and user access reviews are undertaken by the DPC for advice to the CMCO and the board in line with the framework. 

4.30 The DPC will provide the board with quarterly reports on the website. Matters requiring executive-level decision-making will be escalated by the CMCO to the University Leadership Team. 

Records management 

4.31 All content on the UTS website is a record of the university and must be managed in line with the Records Management Policy. Where personal information is being collected (for example, via a web form), this must also be managed in line with the Privacy Policy. 

Policy exemptions 

4.32 In exceptional circumstances, exemptions to this policy may be submitted by the business owner to the CMCO for consideration. Exemption requests can be raised via the DPC and must outline the nature and rationale of the exemption, any risks associated with the exemption and the duration of the exemption. 

4.33 Exemptions approved by the CMCO will be: 

1. granted for up to one year duration only
2. maintained by the DPC on a register for reporting to the board
3. included in the CMCO’s annual report to the Vice-Chancellor. 

Complaints 

4.34 Any concerns or issues with the quality or integrity of the UTS website must be reported to the Head, DPC for management or escalation. The Head, DPC may refer the matter to: 

1. the board for advice
2. the CMCO for decision, and/or
3. other university complaints process (refer Staff Complaints Policy or Student Complaints Policy). 

Breaches 

4.35 All suspected breaches of this policy should, in the first instance, be reported to the CMCO for management and escalation as appropriate. Reports can be made via a supervisor, the DPC, the Staff Complaints Policy or the Student Complaints Policy as appropriate. 

4.36 Suspected breaches that represent serious wrongdoing must be reported in line with the Whistleblowing and Public Interest Disclosures Policy. 

4.37 Breaches of this policy will be managed in line with the Acceptable Use of Information Technology Resources Policy.

5. Roles and responsibilities

5.1 Policy owner: The Chief Marketing and Communications Officer (CMCO) is responsible for policy enforcement and compliance, ensuring that its principles and statements are observed. The CMCO has overall responsibility for the UTS public website (including the approval of UTS domain names and the content management system), this policy and for the approval of associated procedures, guidelines and frameworks.

5.2 Policy contact: The Head, Digital Presence Centre (DPC) is responsible for the day-to-day implementation of this policy and the UTS website. The Head, DPC acts as a primary point of contact for advice on fulfilling the provisions of this policy and the UTS Website Content Governance Framework.

5.3 Implementation and governance roles: The Digital Presence Centre (DPC), under the Head, DPC, provides expert advice and guidance to the CMCO on governance and best practice for the management of UTS’s website, including its content management system.

The DPC Operations Board is established and chaired by the CMCO under this policy. The board is responsible for providing advice to the CMCO on strategic oversight, governance and decision-making for the UTS website. The board is specifically responsible for tier 1 and tier 2 requests. The board’s terms of reference are available at Digital Presence Centre (SharePoint)).

Further roles and responsibilities are outlined in the UTS Website Content Governance Framework (available at Digital Presence Centre (SharePoint)).

6. Definitions

The following definitions apply for this policy and all associated procedures. These are in addition to the definitions outlined in Schedule 1, Student Rules. Definitions in the singular also include the plural meaning of the word. 

Affiliate is defined in the Code of Conduct. 

Audience means the people who UTS aims to reach and engage with the website, including: 

1. current and future students
2. parents
3. alumni and donors
4. research partners and collaborators
5. institutional and industry partners
6. prospective staff and academics
7. the community
8. media. 

Block refers to the modular configuration of components designed for specific content types and presentations, for example, an image block, a related content gallery and/or a call to action (CTA). Web editors add blocks to page types and configure them with their content to create pages. 

Business owner means a staff member who is appointed by the Digital Presence Centre to be accountable for a specific section or multiple sections of the UTS website. The business owner is normally a senior leader with a band 1 to 4 delegation. 

Content means the information communicated via the UTS public website and includes but is not limited to text, images, logos, graphics, navigational elements, data and audio and video content. 

Content management system means the software that manages the creation and publication of the UTS public website. 

Data is defined in the Data Governance Policy. 

Global component means a static element that is present throughout the entire UTS website. 

Microsite means a webpage or a website that supports the UTS website in other domains, drives traffic to the UTS website and/or otherwise coordinates activities that cannot be achieved using UTS’s content management system. 

Page owner means a staff member who is responsible for a webpage (or number of webpages). 

Tier means the tier assigned to a page to determine the governance around how the page is created and updated, including access rights (refer Appendix 2). The tier will determine: 

1. who can edit and publish the page
2. whether the person can edit directly (qualified publishing) or they require oversight (facilitated publishing)
3. what reviews and approvals are required (controlled publishing). 

Use case means a clearly defined and justified reason for creating, publishing or maintaining content on the UTS website. It must demonstrate a legitimate need that aligns with the university’s strategic priorities, serves a defined external audience and complies with DPC governance standards. Use cases help ensure all website content is purposeful, user-focused and contributes to the overall integrity and effectiveness of the university’s digital presence. Refer Appendix 1 for supported and unsupported use cases. 

UTS brand and visual identity means UTS’s distinct logo, corporate symbols, colour palette, typography, photographic style, iconography and graphics. These elements give UTS its distinct identity and provide the foundation for marketing, promotional and engagement activities. Further digital asset guides and playbooks are available at Digital Presence Centre: Design guides and playbooks (SharePoint). 

UTS public website (also UTS website and website) means the UTS website and webpages that contain the domain name uts.edu.au. 

Web editor means a staff member who manages web content as part of their position. Web editors can create, edit, update, publish, review, maintain and optimise content in UTS’s content management system. 

Web hosting means the provision of server space and associated infrastructure to store, manage and serve website content and applications over the internet.