Web Publishing Guidelines

Required Information for each Page

Each page of your website should contain the following information:

  • Name, email address and telephone number of the primary website contact, this contact being the logical first choice for answering questions about the department or other University entity that sponsors the website
  • Complete mailing address of the department or other official University entity that sponsors the website
  • Physical address - at least building and room number - of the department or other official University entity that sponsors the website
  • Prominent and appropriately labeled link to the Appalachian State University homepage
  • Link to the University Disclaimer, stating that the website content reflects the website author's views and not necessarily those of Appalachian State University
  • Copyright notification
  • Appropriately labeled link to contact the web developer for the website
  • Date that the page was last updated (recommended)

Accessibility

Appalachian State University is required by the Americans with Disabilities Act of 1990 (ADA) and Section 504 of the Rehabilitation Act of 1973 to provide access to its programs and services to all qualified individuals. A U.S. Department of Justice Policy Ruling on September 9, 1996 confirmed that the ADA also applies to Internet webpages. Most recently, Section 508 of the Rehabilitation Act of 1973 established federally recognized standards on web accessibility. These laws require universities to create websites that are accessible to persons who utilize screen readers to navigate the Internet, cannot hear audio content, are unable to use a mouse, etc.

Therefore, all official University webpages must meet the standards of both Section 508 of the Rehabilitation Act of 1973 and the Web Content Accessibity Guidelines (WCAG) 1.0 as published by the World Wide Web Consortium's (W3C) Web Accessibility Initiative (WAI). For more information on these standards, please refer to the following resources:

Several online validators exist to evaluate a webpage's conformance to Section 508 and WCAG 1.0 standards. A good one is the Accessibility Valet Demonstrator. To use this validator, simply click on the link provided below and enter the URL of the page to be validated when requested (don't forgot the "http://" as the validator will produce an error if this is omitted. This validator will embed accessibility errors and warnings in a reproduced copy of the page being checked. If the page does not validate, make the appropriate changes and then re-validate until no errors are detected.

  • Accessibility Valet Demonstrator: http://valet.webthing.com/access/url.html
    For validating a page's conformance to the standards set forth in both Section 508 of the Rehabilitation Act of 1973 and the Web Content Accessibity Guidelines (WCAG) 1.0. Using this validator will require performing two separate validations, each using a different accessibility guideline to use: one selecting Section 508 and the second selecting WCAG A as the Test Suite. It is recommended to set the Report Format to "Level 1 Reports - Verbose."

Navigation

Each page of the website should contain the global navigation for that website. This navigation should be consistent in location and style for each page.

Each page should provide a prominent and appropriately labeled link to the Appalachian State University homepage, as well as a link to the University Disclaimer, stating that the website content reflects the website author's views and not necessarily those of Appalachian State University.

All links should appear on the page in such a manner as to reasonably assume that they are links, either by their style or their location on the page.

All links should include, within the context of the link or its surrounding text, a clear indication as to what a browser will find when arriving at the linked resource. Links to non-webpages - such as multimedia resources - should be clearly labeled with the resource's type and size (eg. PDF 2.5M or WMV 3.5M) which will indicate to the user how long the resource will take to download and what plug-ins will be necessary to use it.

All links must be serviceable - ie. no broken links.

Folder and File Naming Conventions

New websites should pick a folder and file naming convention and be consistent with that naming convention throught the lifespan of the website. Existing websites being updated or added to, should continue the folder and file naming convention that was pre-existing, or should be renamed and globally re-linked under a new standard.

Homepages should be named 'index' with the appropriate extension added (eg. index.html or index.php).

Use simple folder and file names. Sometimes, however, the shortest name isn't always the best choice. For example, www.appstate.edu/ofcs isn't as clear as www.appstate.edu/offices.

Use only the following characters in folder and file names:

  • lowercase letters (a-z)
  • digits (0-9)
  • period (.)
  • hyphen (-)
  • underscore (_)

Do not use spaces, capital letters, or other special characters in file names as these may produce unexpected results on some servers.

Do not use numbers to replace words in file names (eg. do not use a file name such as back2back.html, instead use backtoback.html).

For any folder or file name, a good rule of thumb is to read a file name out loud to another person and then ask that person to write that file name down. If that person has to ask questions in order to complete this task, that may indicate that there is room for improvement in the naming of this file. This becomes very important when giving out URLs over the telephone.

Using Images

The generally accepted image formats for the web are:

  • JPEG
  • GIF
  • PNG

Images should be optimized for download speed and storage requirements. Remember that not all web users will have access to the fast connections we enjoy on campus (100Mbps). Most users will probably have DSL or cable service (256Kbps - 6Mbps), and some will still only have access to dial-up (56Kbps). The difference in loading times between these services can be significant, so consider the quality of your presentation even to low-speed users.

Use thumbnail images where possible. Do not attempt to create "virtual thumbnails" merely by changing the width and height in <img> tags - this technique makes the image look smaller in a user's browser, but the loading time of these images is the same as the original. Instead, create actual thumbnails using Photoshop or some other imaging software.

Post images that are only large enough to serve the intended purpose. Huge images are not called for in most web applications. Web servers can fill up in a hurry. Also consider any copyright implications when determining at what size(s) to post your images. Usage agreements for any photography or other artwork appearing on your website may limit you to a maximum pixel width.

Use the 'alt' attribute in all <img> tags to improve accessibility. Screen readers for the visually disabled cannot render images and those users with visual impairments must rely on the information presented in 'alt' attributes. If the image is used purely for decoration, or is used primary for spacing, an empty 'alt' attribute is preferred (eg. <img src="spacer.gif" width="5" height="5" alt="" />). If the image is used as a link, the 'alt' attribute should describe the action that will occur if a user clicks on the image.

Using Multimedia Resources

A variety of multimedia resources are popularly used to enhance the web's information delivery capabilities.

Flash

Most Flash presentations are embedded in a webpage, but in those situations where a link to a Flash resource is present in the body of a webpage, the link should be clearly labeled with the resource's type and size (eg. SWF 4.5M) which will indicate to the user how long the resource will take to download (if it does not stream) and what plug-ins will be necessary to view it.

Consider presenting the Flash content in an alternative format in addition to Flash. For example, create an HTML equivalent of the Flash content for those users without the Flash Player plug-in. Alternative formats may also provide a measure of search optimization, making the content more friendly to search engines.

Other Video

Links to video - such as Windows Media, Quicktime, and other video formats that are not embedded in the page - should be clearly labeled with the resource's type and size (eg. Quicktime 2.5M or WMV 3.5M) which will indicate to the user how long the resource will take to download and what plug-ins will be necessary to view it.

Consider presenting the video's content in an alternative format in addition to the video. For example, create an HTML equivalent of the video's content for those users without the appropriate plug-in. Alternative formats may also provide a measure of search optimization, making the content more friendly to search engines.

Audio Files

Links to audio files - such as Windows Media, MP3, and other audio formats that are not embedded in the page - should be clearly labeled with the file's type and size (eg. MP3 2.5M or WMV 3.5M) which will indicate to the user how long the file will take to download and what plug-ins will be necessary to listen to it.

Consider presenting the content in an alternative format in addition to the audio file. For example, create a printed transcript of an MP3 interview for those who may be hearing-impaired. Alternative formats may also provide a measure of search optimization, making the content more friendly to search engines.

Printable Documents

Links to printable documents - such as PDFs and RTFs - should be clearly labeled with the resource's type and size (eg. RTF 250K or PDF 1.5M) which will indicate to the user how long the resource will take to download and what plug-ins will be necessary to use it. For those resources for which a version number is important, this information should be provided as well (eg. PDF v.6.0).

Printable documents should be provided in an open format. PDF is the preferred format, although if a PDF is not available, an RTF document should be provided. Open Document formatted files should be provided in addition to PDF versions. Printable document files should not exceed 5MB in size.

On any page with multimedia content, provide a link that users may use to download the necessary plug-ins (eg. Flash Player, Windows Media Player, Adobe Acrobat Reader, etc.).

Using Client-Side Scripting (Javascript)

All client-side scripting (Javascript) should run without errors in all supported browsers. After making Javascript modifications, check for errors in your browser's error console.

Consider the performance of your page if it is viewed in a browser with scripting turned off. Make sure that the most important functions of the page are not reliant on client-side scripting. Where necessary, use <noscript> tags to provide alternative functionality should scripting not be available.

In general, client-side scripting is discouraged for security, privacy and usability reasons.

Using University Maps

All official University maps (i.e., those displaying campus facilities, parking and roads) for publishing on the web are provided by University Communications or Institutional Research and Planning's Space Management & Planning group. Maps provided by the Webmaster's Office, University Communications, or the Space Management & Planning group cannot be altered in any way. All changes must be made by the originating office.

Campus web developers are encouraged to hot-link to the University maps provided on the top tier. This ensures that websites using these maps always have the most recent version when changes are made. Campus web developers that host maps from the top tier on their website should notify the Office of Web Communications to ensure they are contacted when updates occur.

Custom University maps may be provided with adequate notification (at least 2 months). Contact Space Management & Planning for details and time requirements. Maps published on the top tier are reviewed periodically for accuracy. Additions, removals, and corrections will be made bi-annually (twice per year), or when changes could affect campus safety.

Privacy Considerations

The following terminology is used in this statement of Privacy Considerations:

  • Personally Identifiable Information: Information that may identify a unique person. Such information includes name, full address, social security number, financial information such as credit card numbers, etc.
  • Sensitive Personally Identifiable Information: Personally Identifiable Information whose misuse might result in injury - financial or otherwise - to the unique person to whom it is applicable. Such information includes social security number, financial information such as credit card numbers, etc.
  • Passive Information Collection: Information collected from a website user without their knowledge. Such information could include the reading of cookies on a user's computer, the logging of a user's visit in server logs, etc.
  • Active Information Collection: Information collected from a website user with their permission, either explicit or implied. Such information could include that submitted by a user in an online form, etc.

All official Appalachian State University websites should afford respect to the privacy of the University's students, faculty, staff and visitors as well as to the privacy of Internet users visiting these websites. All website content should be structured as to avoid the release of any sensitive personally identifiable information. In addition, thought should be given to the appropriateness of the release of any personally identifiable information, as such release may require the permission of the individual involved. For example, permissions should be obtained from those individuals who appear in photographs appearing on a website.

All websites should adhere to basic privacy standards in regards to information collected from website users. All websites should have a posted privacy statement which outlines what types of information are collected from website users, how this information is stored and used, what protections are offered to those individuals whose information is obtained, with whom this information may be shared, and how a user can request to have his/her information removed from the website owners' records.

Requesting and Using Virtual URLs

Departments and other official University entities may request a virtual URL or hostname for use in identifying their website - e.g. www.webmaster.appstate.edu. Virtual URLs are granted on a case-by-case basis. The creation of a website does not guarantee granting of a virtual URL.

If the virtual URL you are requesting already exists, or if it is reserved for future use, you must contact the owner or administrator of the URL and ask them to relinquish the name first by removing the name from the DNS records. A list of URLs reserved for future campus Internet applications is available from the University Webmaster's Office.

Virtual URLs deactivated due to a lack of use will be unavailable for six (6) months in order to provide sufficient time for the owner of the URL to dispute its loss, and to ensure that other websites and search engines linking to the URL recognize that the website is no longer available at that address.

Changing the Location of Pages or Websites

Should an existing website be completely redesigned, and/or moved, the Office of Web Communications should be notified prior to putting the website into production so that links, from the top level, to the website can be changed. This will avoid broken links from the top tier pages to the website. If the primary URL of a website changes (eg. www.appstate.edu/www/department to www.department.appstate.edu), a single page linking to the new URL (with the new URL appearing prominently on this single page) should remain in place of the original homepage. This page should also redirect the user automatically to the new website after a period of not less than 30 seconds in order to give users who are not at their primary computers time to write down the new address.

Once a website has been transferred or updated, old files (except for the redirect page) should be archived and removed from the server. This is especially crucial for image, video, and audio files that can, if not maintained, rapidly lower available disk space on University servers.

Copyright Considerations

Appalachian State University is bound by federal copyright laws regarding the reproduction of all copyright material for use on a website. Web developers and editors should become familiar with copyright and fair-use requirements and obtain written releases for the use of copyrighted material.

Requesting and Using Personal Websites

Appalachian State University provides staff and faculty with free web space for personal, non-commercial use. Due to the personal nature of this space, the guidelines outlined in this Web Developers Guide are not required. Individuals are, however, encouraged to adopt the departmental guidelines as many simply reflect best practices for web publications.

Virtual URLs cannot be requested for personal websites.

The website author must identify themselves as the author and provide a means to be contacted.

The website author must include a disclaimer that the website's content reflects their own views and not necessarily that of Appalachian State University.

If personal web space is used to provide academic content, the website should comply with all accessibility and format guidelines in this document. Note that non-personal space is already provided for academic content in Classdat via Novell and WebCT.

Validation

All HTML/XHTML markup and CSS should validate under accepted standards and specifications for that code or markup. In addition, all materials should validate under both Section 508 of the Rehabilitation Act of 1973 and the Web Content Accessibity Guidelines (WCAG) 1.0 as published by the World Wide Web Consortium's (W3C) Web Accessibility Initiative (WAI).

Several online validators are available to check pages for problems. To use these validators, simply click on the links provided below and enter the URL of the page to be validated when requested. These validators will provide information on the status of the page, including errors, exceptions and possible fixes. If the page does not validate, make the appropriate changes and then re-validate until no errors are detected.

  • W3C Markup Validation Service: http://validator.w3.org
    For validating a variety of different markups including HTML and XHTML.
  • W3C CSS Validation Service: http://jigsaw.w3.org/css-validator
    For validating both internal and external (.css) stylesheets.
  • Accessibility Valet Demonstrator: http://valet.webthing.com/access/url.html
    For validating a page's conformance to the standards set forth in both Section 508 of the Rehabilitation Act of 1973 and the Web Content Accessibity Guidelines (WCAG) 1.0. Using this validator will require performing two separate validations, each using a different accessibility guideline to use: one selecting Section 508 and the second selecting WCAG A as the Test Suite. It is recommended to set the Report Format to "Level 1 Reports - Verbose."
  • W3C Link Checker: http://validator.w3.org/checklink
    Checks a page for broken links.

Website Review Process

The Appalachian State University Webmaster's Office, in conjunction with the Office of Web Communications, will conduct periodic website reviews of all official Appalachian websites. The purpose of these reviews is to evaluate the University's websites according to the above Web Developers Guide. Upon completion of each review, a list of recommended modifications to each website may be produced and submitted to the developer responsible for that website. The review process will include the following checkpoints:

  • Does each page contain all of the Required Information for each Page?
  • Is navigation consistent and easy to use?
  • Are all links clear as to their destination?
  • Are all links serviceable?
  • Does the website include a Privacy Statement?
  • Are there any information collection practices which are either not mentioned in, or in violation of, the posted privacy statement?
  • Are there any materials on the website that could reasonably be seen as compromising the privacy of an Appalachian student, faculty or staff member, visitor or website user?
  • Do all folder and file names conform to a logical Folder and File Naming Convention set forth for this website?
  • Are images used on the website of appropriate sizes for the intended purposes?
  • Are 'alt' attributes used with every image?
  • Do all links to non-webpages contain the linked-to resources' types and sizes?
  • Is alternate content provided for all multimedia resources?
  • Are there links to plug-ins on those pages that contain or link to multimedia content?
  • Does each page function adequately with Javascript turned off in the browser?
  • Does each page display the Appalachian logo?
  • Does each page function adequately in each browser in the supported browser list?
  • Does each page function adequately as a text-only page?
  • Does each page validate with no errors using the W3C Markup Validation Service?
  • Does each page, and all associated .css files, validate with no errors using the W3C CSS Validation Service?
  • Does each page validate with no errors using the Section 508 / WCAG 1.0 Validator?

Page last updated: 13 February 2008