Web Information

Web Content Policy and Guidelines

 

This document outlines the procedures for central offices to maintain content on the DOE website.

 

Creation of a new web site

To introduce new pages on the web, or create a new website, an effort that could take some time, follow these steps:

  • Gather your content* and submit it for approval to the appropriate administrative/managerial staff in your office
  • Submit a Request for Services to the Project Management Office with your pre-approved content to review project scope and establish an estimated completion time.
  • The request should include requested functionality, site objective, images, target audience, content and workflow approval process if applicable.

DIIT will develop all new web sites using Microsoft’s Content Management Server (CMS).

The Office of Web Management Services (OWMS) will work with the Content owners to develop a design following DOE design standards. Content owners will review and approve the initial design, navigation and structure prior to development and during the development life cycle.

Guidelines for all DOE Developed Websites:

 

1.       All websites must comply with the DOE Internet Acceptable Use Policy (IAUP).

2.       All Content (as defined below) to be posted on the DOE website must have an owner who is an employee of the DOE and responsible for the Content. Content owners must submit a Request for Services to the Project Management Office (PMO).  It must identify the staff responsible for content maintenance and approval.

3.       All other recommendation and requests not submitted by the Content owners will be forwarded to the Content owners for processing.

4.       All Content must be submitted at a reasonable amount of time prior to posting. Questions regarding project duration, prioritizing and resources can be addressed with the Project management Office (pmo@schools.nyc.gov).

5.      Requests must also include relevant information regarding priority, including special announcements and notifications concerning the posting. However, the PMO retains the right to prioritize user requests.

6.      Existing design standards must be adhered to. DIIT provides the technology and standards, and will support and assist users with updating their content.

7.      Content owners must fact check, spell check, and grammar check all documents prior to submission for posting. DIIT is not responsible for errors. Content owners will not infringe on third party intellectual property rights, including copyright or trademark.

8.       Acronyms and edu-speak should be avoided.  When necessary, such words or phrases should be defined and/or explained.

9.       When DIIT reformats a Content document in order to web enable it, the document will be compared to the original to ensure that the only changes that appear are intentional. The Content owner will review the changes and promptly notify DIIT of any changes from the original.

10.  Content owners will update, review and approve all Content.

 

* Content is defined as information that is independent of graphics and design. This includes text documents, instructions, announcements, terminology, and policies and procedures.  It also includes photos, data, sounds, links, and forms.

 

Web site development life cycle

DIIT will develop all new web sites using Microsoft’s Content Management Server (CMS).

The Office of Web Management Services (OWMS) will work with the Content owners to develop a design following DOE design standards. Content owners will review and approve the initial design, navigation and structure prior to development and during the development life cycle.

 

Development lifecycle:

DIIT will start development of the website, once the user has approved in writing the design and functionality scheme.

 

A request will undergo the following development phases:

Development – initial creation of website or application.

 

QA - Quality Assurance – A QA account will be created for testing, content edits and user acceptance. In order to facilitate development, OWMS may add some of the initial Content.

 

Staging – site/application integration and testing.

 

Production – publishing of content to the intranet or the WWW. A production account will be created and the QA account will be deleted. The Content owner must approve all content before it is moved to production.

 

Note: No major code uploads can be scheduled for Fridays.

 

Non CMS Sites and applications

OWMS may recommend that the web site be converted to CMS in order to facilitate updates, meet priorities and follow standards.

 

OWMS will coordinate with the Web Administrators uploads to each of the web environments and obtain an email of acceptance from the user before copying any content or code to the next level.

 

Training

CMS

During the development process CMS training can be initiated.
Click here for more information about training.

 

 

Only trained users can access CMS in production. A trained office user is responsible for content posted by non-trained staff. They will verify and approve all content before going live until training is completed. The head of office/school must approve CMS users for the site.