Web Policies & Procedures

Accessibility

We are committed to making UNLV’s website accessible to the widest possible audience, including individuals with disabilities. We strive to meet or exceed the Web Content Accessibility Guidelines (WCAG 2.0 A & AA) established by the World Wide Web Consortium (W3C) and use the Accessible Rich Internet Applications (ARIA) specification. Our efforts are in alignment with NSHE’s Policy for Information and Communications Technology Accessibility.

We require that all content posted to the UNLV website be done so in ways that meet these requirements. To learn more about creating accessible content, we recommend that you attend the Foundations of Accessibility Training through the Office of Accessibility Resources.

Heroes

Photos

Web & Digital Strategy reserves the right to reject images that do not meet the following criteria.

  • High resolution
  • Professional quality
  • 2000x1333 pixels or larger
  • Horizontal format (wide rather than tall)
  • Free of text or alterations made with image-editing software

Up to five images can be used in a rotation.

Videos

  • Hero videos are an option, but there are strict requirements that must be met. Contact Web & Digital Strategy if you would like to explore this option. Some things to keep in mind:

    • The content must be free of any copyright restrictions
    • The video must be slow-moving
    • There is no audio allowed in the video
    • The video’s content must contain minimal text
    • There is a maximum time-limit (15-30 seconds)
    • The video must be provided in the following formats:
      • MP4 (H264 codec)
      • WebM (VP8 codec)
    • Each video file cannot exceed a 5MB file size

Client-Managed Content

Announcements

This module is ideal for posting brief and timely news items, such as department announcements, job vacancies, award recipients, faculty books, lectures, or any other type of information a department would like to highlight. Since departments manage this section themselves, they can post announcements immediately without needing to submit a maintenance request. For accessibility reasons, flyers can only be included if they are saved as accessible PDFs or if the content is duplicated in the body of the announcement.

Event listings are not appropriate for this section. Instead, the Master Calendar should be used (see Events).

Full articles are not appropriate for this section. Instead, coordinate with the editorial team.

Events

To include an event on your site, submit your event to the Master Calendar. Indicate in the Special Instructions section that the event should be tagged for your department. The event will then be pulled into your site automatically.

Photo Galleries

Clients should choose a social media platform to create their galleries. We recommend Instagram, but Facebook, Flickr, or another platform is fine, too, as long as the gallery can be viewed without requiring a login. After creating your gallery, send the link to the web team so that we can highlight it on your website.

Google Drive

Departments that wish to include document archives in their website can set up a Google Drive Folder, which can then be embedded in their site. Here’s an example of a department syllabi archive. Other examples include such items as magazine or newsletter archives, meeting minutes and agendas, and forms. View our instruction guide.

 

Videos

  • Clients need to host their own videos on their own unit’s YouTube account (or another third party site like Vimeo). Web & Digital Strategy will not manage client video accounts.
  • If there is any dialog in the video, captions must be added to meet accessibility requirements. YouTube has an autocaption feature, but it is not 100% correct. Auto-captioned videos must be checked for accuracy.

 

Accomplishments

Accomplishments are self-submitted accolades including awards, accreditations, presentations, and published works. They are posted online, run in UNLV Today, and sometimes are used in marketing and print publications. Clients should submit them to the News Center, from which they can be pulled into the appropriate websites.

Maintenance

  • When you submit a work request for changes to an already existing page, please be aware that those edits will be made directly to the live site, and not a draft page for review and approval.
  • If you submit a work request asking for new pages to be created, we can either build them and make them live, or create a draft for your review and approval.

Photo Standards

Photos submitted for use on the website must meet the following requirements:

  • Professional quality
  • Minimum sizes:
    • 2000x1333 pixels - heroes (large photos typically used on site homepages)
    • 450x450 pixels - employee bio pages
    • 768x512 pixels - placement elsewhere besides the hero
  • Sharp images (not blurry or grainy)
  • Good lighting and contrast
  • Be free of any copyright restrictions
  • Employee Directory images need to be headshots in order to be included on their bio pages

Date-Specific Content

Date-specific information should not be posted as static content within websites. Instead, clients can promote events by submitting them to the Master Calendar. The events can then be pulled into the client’s website through an event token and will drop off automatically after the events have passed. For this reason, clients should not request a static page to highlight their events. An exception may be made for events that are recurring (e.g., an annual event) and must meet the following criteria:

  • Only non-date-specific info will be allowed on the static page, such as a brief description of the event
  • Date-specific information will need to go into the master calendar of events and then get pulled into the static page
  • Registration/RSVP links must be placed within the calendar events entry because they are date-specific

Some examples

Deadlines

Please be mindful of deadlines posted in your website. If there is a recurring deadline, please use that instead of a specific date, as that may get outdated. (i.e. First Friday of March, versus March 1, 2019).

Navigation

The following rules apply to items that can be included in a site's primary navigation:

  • Menu items must link to webpages within the unit's website. Navigation items intended to lead people to another site can link to an internal "jump page" that has brief information about the new site with a link to the external page. This alerts users that they are leaving the site and ensures that links do not create accessibility issues for people using screenreaders to navigate the site.
  • Navigation links must point to a webpage. They cannot link to PDFs or other types of files.
  • Icons, logos, and other types of graphics are not permitted in the navigation area.

A-Z Index

Academic and administrative units will be listed by their unit name (e.g., Political Science, Department of will be listed under “P”). Since the directory has a search function, additional entries are unnecessary and only serve to make the directory harder to scan.

For example:

Allowed

Philosophy, Department of

Not Allowed

Department of Philosophy

Calendar of Events

The Master Calendar of Events is a central source for event information at UNLV. The site is managed by Web & Digital Strategy.

Content Policies

Events appropriate for listing on the calendar include lectures, performances, academic events, cultural activities, major deadlines, and athletic events.

To be included in the calendar, events must take place on one of the UNLV campuses or be sponsored by a UNLV entity, such as a university department or official student organization.

Event listings will not be published if the content:

  • is an ongoing course or internal staff meeting.
  • is not consistent with existing university policies (e.g., political and religious policy).
  • is of a purely personal nature to an individual submitter.
  • is not related to UNLV.
  • is a solicitation.

All entries will be reviewed by a calendar editor. Submissions may be edited for clarity, grammar, appropriateness, and length. It is required that events have a small description explaining what the event is about. You will be contacted if your submission is rejected or requires additional information.

Calendar Deadlines

Entries generally will be posted to the calendar within three working days after submission. You may submit your event as soon as your details are confirmed.

Submission Changes

To cancel an event or change information, use the Change My Entry form.

Photos and Attachments

  • Minimum Size: 2000 x 1333 pixels or larger
  • Format: horizontal orientation (wider rather than taller). We reserve the right to crop images to fit the space or remove them entirely if they do not meet the criteria.
  • Text: Images should contain little or no text. A title is acceptable, but event details or descriptions should be contained in the event description, not the image.
  • Accepted file formats: jpg, gif, png

Flyers

People Directory

One directory page per individual is allowed. For individuals who are affiliated with more than one academic or administrative unit, we recommend using your main office location for your contact information. You can update your bio to reflect your various affiliations. In cases in which different units want different contact information or bios displayed on their pages, we will defer to the wishes of the person whose directory listing it is. Unfortunately, we cannot customize an individual’s entries for different directory listings.

Job Vacancies and Internships

  • UNLV uses higheredjobs.com as the official website for posting job vacancies, so we cannot create similar job announcement pages within your website. If there is a job posting that you would like to highlight on your site, please post it in your Announcements section.
  • UNLV Career Services is the official office for hosting job and internship listings for students and alumni. We cannot create similar job announcement pages within your website.

Conferences

Conference websites do not fall within our scope of services. If your unit is hosting a conference, we can build a single page within your unit’s existing website. The scope and expectations will be discussed at the beginning of the project. If your site will need a registration system, please obtain this service from a third-party vendor as we are not able to build this functionality.

Preparing Content for Web Development

  • When revamping a site, gather all of your content beforehand and submit the complete package to Web & Digital Strategy at the same time. We will not begin production on a project until the complete content (text, images, documents) has been submitted.
  • Be sure to edit and finalize your content before you submit it. Only minor updates should be needed after production has been completed.
  • Content drives design. Web & Digital Strategy reserves the right to design the site to best fit the submitted content.

Documents

In order to update documents already posted on your site, you will need to provide a revised document to replace the old one. We cannot edit existing documents.

Newsletters

We do not re-create newsletters as static pages within a website. You can link to them from your site, but they need to be saved as accessible PDFs. Alternatively, if you are using an email marketing service such as MailChimp or Constant Contact, check with your vendor to see if a web version is available that we can link to.

Manuals and Handbooks

We do not build out manuals or handbooks as static web pages. Please provide these documents as accessible PDFs.

E-Publications

Publications uploaded to ISSUU do not meet NSHE accessibility policy and UNLV standards. We can upload an accessible PDF of your publication.

Flyers

Flyers can we added to your website, however they:

  • Must be accessible
  • Cannot be the sole source of content. Flyers should only be included as a convenient document for visitors to download and print.

Unit Name Changes

If a unit changes its name, we are not allowed to change it on the web until an official Provost’s Alert has been sent out. Once that alert has been sent to campus via UNLV Official, you can request we make the changes throughout the UNLV website.

URLs

Web & Digital Strategy reserves the right to determine the URL for pages within your site. URLs are subject to change, so do not share or advertise a URL until the site has launched.

Site URLs use a subfolder structure. For example, unlv.edu/sitename. If you have an existing subdomain such as sitename.unlv.edu, we can redirect from the subdomain to the subfolder.

Custom Maps

If you need to post a custom map on your website, we recommend creating your map in Google’s My Maps.

Additional instruction pages are available in the menu on the right hand side of the page.

By creating a custom map, you will enable us to either embed or link to the custom map when you’re done. As the project progresses, you will be able to edit the map to show changes. Future edits can be made on Google and they will be reflected automatically on your site.

Instructions

  1. Go to Google map and click Share (see graphic)

  2. That will open a new window and you will need to choose Public on the web as the option. Click Save and the map should work.

Analytics

Custom Dashboards

Clients will not be provided with customized dashboards. Instead, general reports will be generated as PDFs and provided to the client.

Client Reports

By default clients will be provided with a general report containing stats on:

  • Pageviews
  • Unique pageviews
  • Avg time on page
  • Entrances
  • Bounce rates
  • % Exits
  • Page navigation (what pages users come from/go to)

Client Permissions

Clients will only be provided with read-only access. Depending on the clients experience, they can be provided access over a View or Property.

Recurring Reports

Upon request, clients can be provided with a recurring email containing a general report. This report will contain basic stats such as:

  • Pageviews
  • Unique pageviews
  • Avg time on page
  • Entrances
  • Bounce rates
  • % Exits

Degrees/Accreditation

Degree Requests

Before submitting a degree requests, please look through the following checklists.

https://www.unlv.edu/academics/contact-us

  • Adding a new degree or certificate
  • Changing a degree or certificate

Updates to Catalog Content

We do not have authorized permission to modify the following on degree pages:

  • Plan Description
  • Plan Admission Requirements
  • Plan Requirements
  • Subplan Requirements
  • Course Requirements
  • Degree Requirements
  • Graduation Requirements
  • Plan Graduation Requirements

All updates to content in these areas need to be done through Curriculog, the university’s curriculum management system. Once updates have been made through Curriculog, the associated degree page will update automatically.

Removing or Updating Degree

Changes to degrees (update/removal) need to be approved first via an official Provost Approval.

Graduate Degrees Content

As a general rule, content already listed on the University Catalog, cannot be replicated on a given unit website. This includes, but is not limited to:

  • Plan Description
  • Plan Admission Requirements
  • Plan Requirements
  • Subplan Requirements
  • Course Requirements
  • Degree Requirements
  • Graduation Requirements
  • Plan Graduation Requirements

Links to E-Commerce Sites

We cannot link from unlv.edu department websites to sites that are selling merchandise (books, music, clothing, etc.).

Top-Level Pages

Web & Digital Strategy manages the UNLV homepage and top-level sites/pages and its related content, such as maps, directories, calendar, About UNLV, etc. While we welcome content suggestions from the campus community, we reserve the right to make the final determination regarding content and layout in an effort to ensure the best customer experience. Top-level pages/sites include:

Our Clients

Who we can build sites for

  • Academic Units
  • Administrative Units

Who we can’t build sites for

  • Committees
  • Research Centers and Institutes
  • Conferences
  • Research projects and labs
  • Individual faculty and staff websites
  • Student organizations
  • Professional organizations

Other Website Hosting Options

Internal options supported by OIT

Third-party options not supported by UNLV

Recommended Web Design/Development Vendors

Definitions

  • Accessibility
  • Campus Units
    • Academic Units:
      • an official unit,
      • reports to the provost
      • charged with teaching and/or research
      • is headed by a dean or chair
    • Administrative Units:
      • an official unit
      • housed under a vice president
      • charged with the logistical operations of the university
    • Research Centers and Institutes:
      • An official unit, recognized by the board of regents
      • charged with conducting research and/or public services
    • Resources and Services
      • An unofficial unit
      • Housed under an official unit
      • Has a unique contact information (not parent unit or individual) and physical location
      • Provides resources and/or services to the campus and/or community