RSCC Policy GA-18-04; Web Publishing

Roane State Community College

Policy Number: GA-18-04

Subject: Web Publishing

Purpose
The Roane State Community College (RSCC) website exists as the college’s most important communication, marketing, community engagement, informational, and recruitment tool. Therefore, all college website content should maintain and build upon the projected image of Roane State through the highest level of excellence in engagement, education, and workforce development.
Definitions
1. Domain – Domain names recognized as associated with RSCC (.edu or campaign-related websites).
2. College Server – For the purpose of this policy, “college server” refers to a computer system or a network of computer systems either owned, maintained, contracted with, or operated by Roane State for purposes of housing official college websites as approved by the Chief Marketing Officer (CMO).
3. College Website – For the purpose of this policy, a website/webpage is any publicly accessible digital content delivered on behalf of Roane State. It does not include administrative enterprise applications such as Banner or D2L or faculty pages meant to provide resources for a specific class.
4. College-affiliated Web Pages – Websites developed, maintained, or hosted by entities other than the college, but referenced or used to conduct official business or to represent the official voice of Roane State.
5. Web Content Managers – Any employee given express written permission to create or edit content on behalf of the college on a website.
6. Definitions included in the overarching RSCC policy GA-15-02 Marketing and Communications apply. Access the complete RSCC policy at roanestate.edu/policies.
Policy
1. General Web Publishing
  1. RSCC websites, including text, images, video, and other content, must follow local, state, and federal laws, including accessibility requirements and other applicable marketing, communication, branding, and information technology policies and procedures.
  2. All websites representing RSCC must be approved, authorized, established, and maintained by the college CMO, Webmaster, and/or other designee(s). Webpages should serve a clear purpose related to the college’s mission and goals.
    1. The college’s Marketing and Communications office shall be responsible for documenting appropriate procedures for units, programs, and initiatives in local policy or providing guidelines for website and webpage creation, requesting edits to web content, and requesting and obtaining access to edit web content.
    2. Access to websites are limited to designated marketing and communications staff members and others only as authorized by the CMO and/or Webmaster. A minimum of three (3) people should have access to the Roane State website and RSCC affiliated websites at all times.
  3. RSCC websites are the property of the college; thus, web content managers must relinquish all rights and access to the accounts upon employment separation for any reason.
  4. Web content managers must be full-time employees of RSCC or vendors with fully executed contracts with RSCC as approved by purchasing and the CMO.
  5. Each college website must follow RSCC policy GA-16-01 Publications, in reporting websites as publications. Access the complete RSCC policy at roanestate.edu/policies.
2. Brand and Content
  1. RSCC websites should reside on a college server and under the college domain unless an exception is granted by the CMO. Exceptions may be revoked at the discretion of the CMO.
  2. Any website or online form should be delivered via secure (SSL/TLS) connection.
  3. RSCC websites should follow all college brand and editorial standards as set by the CMO.
  4. All RSCC websites should be accessible and reviewed regularly for accessibility.
  5. Website content should be regularly reviewed by web content managers and other college staff to ensure compliance to maintain accuracy and relevancy.
  6. All college website content must follow local, state, and federal laws regarding truth in advertising and other consumer protection laws.
  7. The RSCC website must have a least one link to the college non-discrimination/EEO statements, privacy statement, TBR, and other applicable rules and regulations for accreditation.
  8. Website content should be accurate, timely, and consistent with the college brand and editorial guidelines.
  9. College-affiliated websites must comply with RSCC policy GA-15-03 Branding and Trademarks. Access the complete RSCC policy at roanestate.edu/policies.
  10. Due to relevancy, temporary, ad hoc, or expired websites should be deleted or archived promptly.
  11. Direct or indirect, implied or inferred institutional endorsement for a commercial third party by the college is prohibited.
  12. All web pages are subject to the Information Technology Acceptable Use policy, GA-18-01. Access the complete RSCC Policy GA-18-01 at roanestate.edu/policies.
3. Privacy and Data Collection
  All websites should follow applicable local, state, and federal data privacy laws as well as privacy policies in place at TBR. Access TBR policies at policies.tbr.edu.
4. Exemptions and Exceptions
  Exemptions and exceptions outlined in the overarching RSCC policy GA-15-02 Marketing and Communications apply. Access the complete RSCC policy at roanestate.edu/policies.
Responsible Party
The CMO shall be responsible for development and maintenance of this policy for issuance by the VP of Institutional Effectiveness, Planning and Student Success Initiatives.

Revision History: 02/09/2009, 11/11/2014, 04/10/2023

TBR Policy Reference: 9.01.05.00

Revision Date Effective: 04/21/2025

Revision Approval By: Christopher L. Whaley, President

Original Date Effective: 01/26/2004

Original Approval By: Wade B. McCamey, President

Office Responsible: Vice President for Institutional Effectiveness, Planning and Student Success Initiatives

Reviewed: 03/25/2025

Roane State Community College

Connect with us