9.5.4 Procedures for Submitting Campus Map Updates and Special University-Wide Web Images and Announcements

I. Introduction

The following procedures are intended to provide consistency in the types of images and announcements being displayed using official University-wide Web sites, Web resources and the Web-based campus map. This includes identifying how and where special Web-based images and announcements are to be displayed and who should be contacted in connection with the creation, approval and display of these special images and announcements. The official University-wide Web sites affected by these procedures include the Illinois State University homepage, the iCampus Portal, and the Campus.

II. Approval Process

Submissions for changes to University-wide Web sites are subject to a three-tiered approval process. The initial change request should be submitted to Institutional Web Support. The request will then be referred, if needed, to the Web Planning and Advisory Committee (WebPAC), which will make a recommendation for approval or denial. At this point, any exceptional cases may be referred to the Information Technology Policy and Planning Council.

III. Campus Map Updates

From time to time, the building descriptions contained on the campus map (IllinoisState.edu/map) may become out of date. Faculty or staff representing a specific college, department, division or unit may submit unit approved updated text and images to web2@IllinoisState.edu. It is up to the individual area to determine who should be responsible for such submissions. Text submissions should be fact-based and relate to the function, history or operation of the building. All submissions will be subject to approval by the Web Planning and Advisory Committee (WebPAC). Avoid using marketing-based language (e.g. “this building houses cutting-edge programs”). Submissions from individuals outside the college, department, division or unit are welcome, but may be subject to verification by the college, department, division or unit in question.

IV. Special Announcements

At times, a dean, director, or department head may wish to make a special announcement, such as promoting an upcoming event or post a news bulletin. Deans, directors, and department chairs may submit a request by calling Web Support at 438-8835, or e-mailing web2@ilstu.edu.  They may also select authors within their area to submit such requests. The University provides two online venues for making these special announcements. These venues are the iCampus Portal and the Central Image and accompanying text located on the Illinois State University home page.

iCampus Portal Announcements

The iCampus Portal is the University’s resource for providing targeted announcements to students, faculty and staff. This does not include general events. General events can be posted on the University Calendar. The process for submitting iCampus Portal announcements is as follows:

• The announcement request should come from a college, department, division or unit and be submitted to Institutional Web Support which will in turn submit the request to the Web Planning and Advisory Committee (WebPAC).
• The announcement should be submitted at least two weeks prior to the requested start date.
• The announcement request should include the message; which audiences should receive the announcement; and the start and end dates when the announcement should appear.
• The announcement can run continuously for a maximum of two weeks and can be reposted again in the future.
• The announcement can be a maximum of 150 characters in length.
• The announcement should be informational rather than marketing-based and may include such things as deadlines to apply for commencement, scholarships, or awards; or new information concerning the safety or security of the campus.
• Time sensitive safety or security notifications such as emergency weather alerts or special campus closure announcements are not subject to these submission requirements.

University Web Page Central Images and Announcements

The Illinois State home page provides an opportunity to broadcast major events and accomplishments that affect the entire campus community. In order for an image and/or announcement to appear on the Illinois State University home page, the following criteria should be met:

• The image and/or announcement request should be submitted for approval to Institutional Web Support by a college, department, division or unit.
• The image and/or announcement should be applicable to the entire University or alumni.
• The image and/or announcement should be based on major events or accomplishments, or critical notifications of University-wide deadlines.
• The image and/or announcement should be submitted at least two weeks prior to the requested start date.
•  The announcement can be a maximum of 150 characters in length.

In some cases, it may be appropriate to use the image and/or announcement to link to another Web site with additional information. Before approval will be granted for such a link the following criteria should be met:

• The linked ISU Web sites should contain an iGuide.
• The linked Web site should provide additional information beyond the message on the home page.

If a college, department, division or unit intends to submit images, it is strongly recommended that these images be obtained from University Marketing and Communications. Images not obtained from University Marketing and Communications must be submitted with a signed Photo Release Form for anyone depicted in an image, or proof of image ownership of stock image.

Contact Media Relations at 438-8371 to discuss opportunities for publicizing images and announcements that do not fall into the above categories.

Last Review: November 2008