Introduction
Defining Official Pages
Designating a Primary Web Contact
Using the Buffalo State Editorial Style Guide
Using the Official Buffalo State Logo
Using the Official Buffalo State Web Palette
Keeping Content Current
Advertising on Official Web Pages
Understanding Copyright and Fair Use
Adhering to Best Practices
Making Web Pages Accessible
Testing Web Pages
Linking to Other Sites
Appropriate Content, Implementation, and Purpose
Understanding the Web Page Review Process for Official Pages
When Web Pages Violate the Publishing Standards
College Relations' Role in the Campus Web
Computing and Technology Services' Role in the Campus Web
Web Page Design Assistance
Additional Resources
Introduction
A powerful and far-reaching medium, the World Wide Web has revolutionized communication. Now people with access to computers and the Internet can share information globally within minutes. Harnessing this power is the key to creating a successful Web presence. The aim of this guide, which is based on the principles outlined in the college's 1997 Web Publishing Policy, is to solidify Buffalo State's Web presence by increasing connectivity among departments, offices, and academic centers and by unifying the college's official pages.
These standards were developed by the College Relations Office and Web 2000, a 22-member advisory subcommittee established by the college's Technology Council. Web 2000 comprises two students and representatives from the three faculties, E. H. Butler Library, the Career Development Center, the College Senate, Computing Services, enrollment management, the FAST Center, and instructional resources.
To print a copy of the Web Publishing Standards, please download the PDF version (180 KB). This file requires Adobe Acrobat reader, available for download at www.adobe.com/products/acrobat/readstep.html.
Defining Official Pages
Official Web pages include the Buffalo State home page (www.buffalostate.edu); academic department and program pages; office, administrative, and support unit pages; and news and information pages. Nonofficial pages include individual faculty and staff Web pages.
Official Web pages residing on the Internet and the intranet are required to follow the Web Publishing Standards. Nonofficial pages are not required to follow the Web Publishing Standards, with these exceptions: Nonofficial Web pages residing on any Buffalo State server must be ADA compliant and free of copyright violations, commercial advertising, and inappropriate material. In addition, only official versions of the college logo may be featured on unofficial pages. Nonofficial pages also should reflect up-to-date content.
Designating a Primary Web Contact
Each department, office, and academic center should designate a primary Web contact (PWC). The PWC is responsible for making sure that his or her department, office, or academic center's Web site adheres to the college's Web Publishing Standards. The PWC may delegate the steps needed to maintain accordance with the standards, such as page and content creation, but should be prepared to serve as the primary informational contact for campuswide inquiries regarding the site.
Once you have designated a PWC, please contact the meehanme@buffalostate.edu with the contact's name; title; department, office, or center name; phone number; and e-mail address. Each area must designate a PWC to obtain space on the Internet or intranet server. In the absence of a designated PWC, the chair or director will be listed as the default PWC.
Using the Buffalo State Editorial Style Guide
The college has developed a house editorial style guide, located online at www.buffalostate.edu/collegerelations/x553.xml, which Web page authors and online content creators should use when creating pages and writing for the Web. Using the style guide lends editorial consistency to the college's Web pages by standardizing spelling, capitalization, punctuation, and usage.
Using the Official Buffalo State Logo
Use only official versions of Buffalo State's logo on college Web pages. Web-ready versions of the college logo are available for download at www.buffalostate.edu/collegerelations/x726.xml. Electronic logos may not be edited or manipulated, and Web page authors should not create new versions of the logo for use on the Web.
Using the Official Buffalo State Web Palette
Use HTML code #CC6600 to represent burnt orange, Buffalo State's official primary color. Official secondary colors include black (#000000), two grays (#CCCCCC and #666666), purple (#663366), and gold (#FFCC66). Use of official primary and secondary colors is strongly encouraged in all college Web pages. The official Buffalo State Web palette can be found online at www.buffalostate.edu/collegerelations/x723.xml.
All page and font colors used on Buffalo State Web pages must be selected from the 216-color (browser-safe) palette, available online at www.4hb.com/0520safepalette216.html. Additional resources are available at www.buffalostate.edu/collegerelations/x716.xml.
Keeping Content Current
Because content is so important, official Web pages must be maintained and up-to-date. For example, once an event, class, or deadline has passed, information about it should be removed from the Web page.
In addition to removing out-of-date information, "stale" content (old articles, news, and announcements) should be replaced on a regular basis. To verify when a site was last updated, please include this HTML comment tag in the source code at the top of all official home pages (on home page only): <!-- This page was updated on mm/dd/yr by PWC name and e-mail address -->
Furthermore, only active files should be kept on the Internet server. Inactive files, such as old Web pages, should be removed from official directories and stored either locally or on the campus network.
Advertising on Official Web Pages
Commercial advertising is not permitted on any Web page residing on a Buffalo State server. In accordance with Trustees' Resolution 79-99, approved by the College Council on April 15, 1996, private commercial enterprises do not have authorization to operate on State University of New York campuses. As a virtual representation of the campus, Buffalo State Web pages, official or otherwise, may not feature commercial advertisements. Noncommercial advertising of a department or program event is, however, permitted on official pages.
Understanding Copyright and Fair Use
In accordance with U.S. copyright law, material that carries a copyright may not be reproduced without express permission from the copyright owner. Permission, however, is not needed when utilization falls under what the U.S. Copyright Act of 1976 deems fair use. Additional information about copyright is available through the U.S. Copyright Office online at http://lcweb.loc.gov/copyright.
If a copyright complaint is filed with the college, the material in question will be removed from the college's Web site immediately—provided that the complainant sufficiently identifies the copyrighted material and asserts that use of the material is not authorized by the copyright owner, its agent, or the law. The college's copyright complaint process is online at www.buffalostate.edu/info/index.asp?sub=copyright.
Adhering to Best Practices
Web sites should be accessible, easy to use, and relevant. A clean, navigable site that features useful, up-to-date content will serve users whether they have low- or high-speed connections. To enhance usability, these best-practice guidelines should be followed:
- 1. Fonts
- Text should be readable (sans serif fonts at size 2—that is, 12 pt.—are recommended for body text).
- Font color should be selected from the 216-color (browser-safe) palette.
- Font color should contrast page color for maximum visibility (black text on a white background is recommended).
- 2. Page color
- Select page color from the 216-color (browser-safe) palette.
- Background and text should contrast for maximum visibility.
- 3. Background images and other graphics
- Use noninterfering background images.
- Keep graphics as small as possible to reduce download time.
- Graphics should not exceed 50KB (optimally, graphics should be less than 25KB).
- Include "height=" and "width=" tags to reduce download time.
- 4. Content
- Post relevant and up-to-date content.
- Convey text in short, scannable paragraphs.
- Avoid long, text-heavy pages.
- Incorporate white space into pages.
- 5. Site architecture
- Name home pages "index.html" (Mac users must use the appropriate extension).
- Lowercase file names and directories (www.buffalostate.edu/offices/collegerelations/toolbox, not www.buffalostate.edu/offices/collegerelations/TOOLBOX).
- Do not use spaces or underscores in file names. Instead, use hyphens if necessary for file names with two or more words (www.buffalostate.edu/offices/collegerelations/web-standards, not www.buffalostate.edu/offices/collegerelations/web_standards).
- Using the "title" tag, give each page a descriptive title.
- Include a link back to the Buffalo State home page (www.buffalostate.edu) on every page.
- Optimize pages for viewing on as many screen resolutions as possible (640 x 480, 800 x 600, etc.).
Making Web Pages Accessible
Official Web pages must be accessible to all visitors—browsers with vision, motor, or hearing impairments, as well as browsers with older equipment, handheld devices, and laptop computers. Using best-practice design principles will help make official sites accessible, but additional guidelines must be followed to ensure ADA compliance.
According to Technology Policy 99-3, all official New York State Web sites were to meet the World Wide Web Consortium's (W3C) 14 Web accessibility guidelines under priority-level one by September 30, 2000. Web page authors must consult the most current version of this widely referenced set of standards, available online at www.w3.org/tr/1999/wai-webcontent-19990505, to gauge the accessibility of their pages. Below, however, are some general accessibility guidelines:
- 1. Images
- Use the "alt" tag to describe images.
- Provide text links if using graphical elements for navigation.
- Keep graphics as small as possible (graphics should not exceed 50KB).
- 2. Downloads and plug-ins
- Use file compression, when possible, for faster download.
- File size should accompany all downloadable files.
- Provide concise how-to information for plug-ins or extras needed to access items.
- 3. Page layout
- Optimize pages for viewing on as many screen resolutions as possible (640 x 480, 800 x 600, etc.).
- Follow the W3C guidelines; code tables and frames for ADA compliance.
- For added ease-of-use, maintain a consistent layout throughout the site.
Testing Web Pages
Web pages must be tested in a variety of Web browsers (for example, Netscape, Opera, Internet Explorer, Lynx, and AOL's proprietary browser) before being posted. Older versions of many browsers are available online.
Official pages should be viewable at all screen resolutions, on both the Mac and PC platforms, and through as many Web browsers as possible. Official pages also should be ADA compliant. Several freeware utilities are available to help page authors test screen resolution. See www.buffalostate.edu/collegerelations/x707.xml for links to specific resources. Multiplatform testing can be performed in CyberQuad (E. H. Butler Library, third floor); the library has JAWS screen-reading software loaded on a publicly accessible computer.
Linking to Other Sites
Links to the Buffalo State Web site from appropriate institutions are encouraged. To increase traffic throughout the entire site, consider linking to other Buffalo State documents that might benefit site visitors (maps, course listings, contact information, etc.). Think efficiency; think community.
If a link is established to a Buffalo State department, office, or academic center site, please alert the PWC of that site as a courtesy. Web page authors, however, are urged to secure permission from external-site owners before linking to original content located on other sites.
Appropriate Content, Implementation, and Purpose
Official and unofficial pages must not violate state or federal law, or any college policy. Also, official and unofficial pages must not feature obscene, harassing, or discriminatory content or contain any other inappropriate information.
Examples of appropriate Web page content include up-to-date contact information (phone, fax, e-mail, mailing address); the latest department, office, or center news and events; original articles; commonly requested forms; and other resources. Official Web pages should convey professionalism and congruence with the college's mission.
Only active files should be kept on the Internet server. Inactive files, such as old Web pages, should be removed from official directories and stored either locally or on the campus network.
Understanding the Web Page Review Process for Official Pages
Since May 8, 2000, all new Web pages and existing pages undergoing extensive changes have been subject to the Web page review process. Extensive changes include redesigning a site or adding a new section(s) to a site. Other changes, including content additions or subtractions, do not need to be submitted to the College Relations Office for review. Sites built prior to May 8, 2000, must be in accordance with the Web Publishing Standards.
College Relations will review submitted Web pages for consistency with the college's Web Publishing Standards. If pages do not agree with the standards, the primary Web contact (PWC) will be informed that the pages were not approved, with reasons stated. PWCs are encouraged to contact the College Relations Office via webadmin@buffalostate.edu to discuss extensive site changes before they are implemented.
In accordance with Technology Policy 99-3, Buffalo State made a commitment to be in agreement with the World Wide Web Consortium's (W3C) 14 Web accessibility guidelines under priority-level one by September 30, 2000. All Buffalo State Web sites are obliged to be ADA compliant. College Relations will review campus Web pages for consistency with the W3C's accessibility guidelines. If pages do not agree with these guidelines, the site's PWC will be contacted.
Every department, office, and center has direct access to the Internet server and may post pages at will; however, sites will not be linked to the Buffalo State Web site—that is, from a page like www.buffalostate.edu/departments/deptwebsites.html—unless they comply with the college's Web Publishing Standards.
How to submit Web pages for review:
1) Create or edit your pages in accordance with the Web Publishing Standards.
2) Post your pages on the server.
3) Send e-mail with the subject "Request Web Page Review" to webadmin@buffalostate.edu.
b. PWC name
c. Your department, office, or project
d. URLs for all new or changed pages
When Web Pages Violate the Publishing Standards
If an official page is not in accordance with the Web style guidelines, a notice will be issued to the site's PWC via e-mail. If the problem has not been rectified within five business days, another e-mail notice will be issued. If the situation remains unchanged for another five business days, a final e-mail notice will be issued.
Depending on the violation, the Web page will be removed from the college's official server if the issue has not been resolved by the second business day following notice number three.
- Situations that would prompt Web page removal:
- The page is inaccessible to browsers with disabilities and does not provide an accessible alternative.
- The page violates state or federal law or college policy.
- The page features commercial advertising.
- The page features an unofficial version of the college logo.
- The page conveys disruptive or harmful misinformation.
- The page features inappropriate material, including obscene, harassing, or discriminatory language.
- The page contains egregious spelling or grammatical errors.
College Relations' Role in the Campus Web
College Relations is responsible for the overall structure, design, and content of the Buffalo State Web presence, which is directed to prospective students, donors, alumni, and the general community. In conjunction with Buffalo State's Web 2000 committee, College Relations established the Web Publishing Standards, which include "best practices," for those producing their own sites. The guidelines explain baseline requirements for official pages linked to www.buffalostate.edu.
Computing and Technology Services' Role in the Campus Web
Computing and Technology Services is responsible for the college's intranet site, http://bscintra.buffalostate.edu/. The intranet audience—Buffalo State faculty, staff, and students—is internal. Please contact the Computing Support Center at csc@buffalostate.edu for information about posting pages on the intranet, developing secure applications, and obtaining space on the Internet and intranet Web servers.
Web Page Design Assistance
HTML and Web page design training is available for faculty and staff in CyberQuad (E. H. Butler Library, third floor). Please check http://bscintra.buffalostate.edu/registration/default2.asp for current training opportunities.
One-on-one training is available through the FAST Center for those who have already taken the basic Web-training course, or have equivalent experience, and need additional assistance. The FAST Center can provide additional support with HTML layout, graphic design, and advanced page functionality. Please check www.buffalostate.edu/offices/fast/webhelp.htm for the FAST Center's current consulting hours. Appointments are recommended.
