Practices and Policies - Web Style Guide

The Web Team is available to perform website reviews on request (contact us). In addition, the Web Team will periodically monitor websites for adherence to the Web Style Guide, including web accessibility.

Computer and Web Technology Policies

All Ohlone College employees, contractors for the College, students and all other people coming into contact with Ohlone College computer systems, including computer labs, Library computers, and the College website are responsible for complying with all Computer and Web Technology Policies. We strongly recommend that you take the time to review these policies.

Copyright and Fair Use

From the Office of Academic Affairs, Faculty FAQs:

Q. Who is responsible for copyright permissions?

You are. The forms for requesting permission are available from the Mailroom and from the Dean's Administrative Secretary. The permission must be obtained before duplicating can make copies of the material. Please plan ahead. If you need additional help regarding out of print books or publisher information, please contact the Director of the Ohlone College Bookstore.

Copyrights may not be violated. Any information, including a graphic, that appears on a web page is copyrighted by the author of the page or the creator of the graphic element. If you want to use material from another web page, you need to get permission from the author.

All website maintainers/creators at Ohlone College must make every effort to comply with intellectual property law. It is not permissible to copy graphics, text, HTML code, Adobe PDF files, electronic or hardcopy documents, software, or multimedia presentations from another website or printed material and use them in your own website or print material without getting permission from the author of that material or ensuring that the material you are using is in the public domain and unrestricted by copyright laws.

You must use your own graphics, multimedia, and textual content. If you cannot create the content yourself, contract with someone to create the required material for you or purchase commercial media for use in your website pages.

For additional information, refer to the resources about Copyright provided in the Web Center.

Technology Limitations

Servers are configured for specific purposes and technologies. Some computers may not have the capacity to perform additional tasks.

The following types of web technologies are not allowed on the Ohlone College domain unless specifically approved by the Information Technology Department and the Web Team (this list may be modified at any time):

  • message boards, bulletin boards
  • databases
  • web logs (blogs)
  • wikis
  • file uploading through CGI scripts or other server-based programs
  • streaming audio or video

It may be necessary for a department or program to provide funding to purchase hardware, software, licenses, as well as support and maintenance agreements for any technology they may want to implement. Please direct questions to the Information Technology Department.

Management of Core Web Pages by Web Team

The Web Team, under direction of the College's Web Designer, will design and maintain the core pages of the website. Core pages include pages not specifically in a Division/Department/Committee/Other Campus Group/Faculty/Staff website, such as:

  • Ohlone College homepage
  • A-Z Index
  • Associate Degrees and Certificates index
  • Accessibility Statement
  • Ohlone College Directory (however, the content is maintained by the IT Department)
  • Catalog index (the actual catalog information is not maintained by the Web Team)
  • Contact Us - Comments & Questions Form
  • Division/Department Index
  • Error pages
  • Faculty & Staff Websites index
  • Resources pages for select site visitor audiences
  • Search
  • Terms & Conditions of Use and Disclaimer
  • Web Center
  • Web Style Guide
  • Zope templates used for standard site designs

Management of Other Ohlone Websites

Division and Department Websites

Deans may choose one of these options for each of their Division and Department websites:

  1. Create/maintain their own website design and content.

    The Dean of each Division or Department must designate one person in each Division or Department as having responsibility for maintaining that Division or Department's website and then notify the Web Team. A backup person is recommended but is not required. This individual will be provided with access to that website's directory on the development web server. If no individual has been designated, the Dean is responsible for management of the website. Each Dean will be responsible for the accuracy and completeness of the content of their websites. All pages must meet the requirements of the Web Style Guide. Resources and tutorials for working with web technologies used on the Ohlone website are available on the Web Center website.

    See How Do I Get A Web Account? in the Web Center for additional information.

  2. Have the Web Team manage the website using the standard design templates.

    The Dean of each Division or Department may elect to have the Web Team manage their Division website or any one or a combination of their Department websites. The Dean must contact the Web Team so the website can be scheduled for conversion to the standard templates. One person must be designated as having responsibility for communicating updates for the website to the Web Team. This individual will not have access to the website directory or its files, but instead will work with the Web Team to provide content. Each Dean will be responsible for the accuracy and completeness of the content of their websites. Until a website has been converted to the standard design templates by the Web Team, the Dean continues to be responsible for ensuring that the website is updated using the procedure in option #1 above.

Review the FAQs - Working with the Web Team page of the Web Center for more information about these options.

Committee and Other Campus Group Websites

A Committee Chairperson or Director/Manager of an Other Campus Group (excluding unions and student clubs) may choose one of these options for their Committee or Group website:

  1. Create/maintain their own website design and content.

    The Committee Chairperson for each committee and the Director/Manager for each Other Campus Group must designate one person in each Committee or Other Campus Group as having responsibility for maintaining that Committee's or Other Campus Group's website and then notify the Web Team. A backup person is recommended but is not required. This individual will be provided with access to that website's directory on the development web server. If no individual has been designated, the Chairperson or Director/Manager is responsible for management of the website. Each Chairperson or Director/Manager will be responsible for the accuracy and completeness of the content of their websites. All pages must meet the requirements of the Web Style Guide. Resources and tutorials for working with web technologies used on the Ohlone website are available on the Web Center website.

    See How Do I Get A Web Account? in the Web Center for additional information.

  2. Have the Web Team manage the website using the standard design templates.

    The Committee Chairperson for each committee and the Director/Manager for each Other Campus Group may elect to have the Web Team manage their Committee or Group website. The Chairperson or Director/Manager must contact the Web Team so the website can be scheduled for conversion to the standard templates. One person must be designated as having responsibility for communicating updates for the website to the Web Team. This individual will not have access to the website directory or its files, but instead will work with the Web Team to provide content. Each Chairperson or Director/Manager will be responsible for the accuracy and completeness of the content of their website. Until a website has been converted to the standard design templates by the Web Team, the Chairperson or Director/Manager continues to be responsible for ensuring that the website is updated using the procedure in option #1 above.

Review the FAQs - Working with the Web Team page of the Web Center for more information about these options.

Faculty Websites

A Faculty member may choose one of these options for their individual website at Ohlone College (see also Faculty Website Options for additional information):

  1. Create/maintain their own website design and content.

    Faculty are responsible for content, design, and management of their own websites. Each individual with a website will be provided with access to that website's directory on the development web server. All pages must meet the requirements of the Web Style Guide. Resources and tutorials for working with web technologies used on the Ohlone website are available on the Web Center website.

    See How Do I Get A Web Account? in the Web Center for additional information.

    Do not share your individual Web Server user account information (username and password) with any other person. Since your Web Services account and Web Server account have the same username and password, anyone with access to your account information will also have access to your personnel and personal information. For faculty, this includes class rosters and grades information. For all College employees, this includes private information such as salary, vacation leave, sick leave, etc. that may become available to employees through their Web Services (aka WebAdvisor) account. Keep your information private: Do not share account information.

  2. Have the Web Team manage the website using the standard design templates.

    The Web Team is available to create and manage individual Faculty websites for faculty who require occasional or infrequent updates. These websites will be formatted using a standard faculty website template and will provide the following information:

    • Name
    • Title
    • Telephone number
    • Fax number (optional)
    • Photograph of faculty member (optional)
    • Email address
    • Office hours
    • Semester schedule
    • List of courses taught with link to a green sheet (syllabus) for each course

    Review the Blackboard information on the Faculty Website Options page if you want to provide course materials (lecture notes, presentations, homework assignments, etc.) online to students.

Review the FAQs - Working with the Web Team page of the Web Center for more information about these options.

Staff Websites

Staff members are responsible for content, design, and management of their own websites. Each individual with a website will be provided with access to that website's directory on the development web server. All pages must meet the requirements of the Web Style Guide. Resources and tutorials for working with web technologies used on the Ohlone website are available on the Web Center website.

Do not share your individual Web Server user account information (username and password) with any other person. Since your Web Services account and Web Server account have the same username and password, anyone with access to your account information will also have access to your personnel and personal information. For all College employees, this includes private information such as salary, vacation leave, sick leave, etc. that may become available to employees through their Web Services (aka WebAdvisor) account. Keep your information private: Do not share account information.

See How Do I Get A Web Account? in the Web Center for additional information.

The Web Team is not be responsible for designing or maintaining Staff websites. Responsibility for designing, creating and maintaining the website rests with each Staff member who wishes to have a site on the Ohlone College domain.

Publishing to the Web Servers

Website pages are uploaded to the development web server where they should be validated for (X)HTML standards, checked for accessibility, and tested by the person responsible for creating/maintaining that website. A secure file transfer program (SSH2 protocol) program must be used to upload the files to the web server.

When pages have passed validation and testing, the person responsible for managing those pages must notify the Web Team via email that the pages are ready to be published to the main web server. The Web Team will verify they are in correct working order and publish them to the main (also known as live or public) web server. Refer to FAQs - Working with the Web Team in the Web Center for additional information.

More information about the Secure File Transfer Programs is available in the Web Center.

Content Policies

Content Inconsistent With College Policies

Content on any website that is suspected of or proven to be inconsistent with Ohlone College policies and Ohlone's Mission Statement will be subject to the following:

  • The Web Team shall report perceived problems to the person responsible for maintaining the website in question, the Dean of the affected Division or Department, the Chairperson of the affected Committee or the Director/Manager of the affected Other Campus Group or the affected faculty or staff member, the Web Task Force, and/or other college authorities as appropriate.
  • The Ohlone College Web Designer, after consultation with and approval by the Web Task Force or TACO or a Vice President or the President, shall have the authority to remove inaccurate or outdated information from any website on the Ohlone College domain and disable access to the user account for that website.
  • The Web Task Force reserves the right to direct the Ohlone College Web Designer to modify or disable or remove any web pages that it deems to violate Ohlone College policy or Mission Statement.

Content Responsibility

  • The Dean for each Division is responsible for the content of their Division website and each Department website in that Division.
  • The Committee Chairperson is responsible for the content of their Committee website.
  • The Director/Manager of an Other Campus Group is responsible for the content of that Group's website.
  • Faculty members are responsible for the content of their respective websites.
  • Staff members are responsible for the content of their respective websites.

Content Requirements

Ohlone College Logo or Banner Image for Each Web Page

The official Ohlone College logo or an Ohlone College banner image will be displayed on each web page. Details are available in the Ohlone College Logo and Ohlone College Banner Images pages of the Web Style Guide.

Standard Footer for Each Web Page

A standard footer will be displayed at the bottom of each web page. Details are available in the Standard Footer page of the Web Style Guide.

Content for Division Websites

  • All Divisions are required to have a website on the Ohlone College domain. All pages must conform to the Web Style Guide.
  • Required information for Academic Division websites includes:
    • Each web page should have the name and email address of the person responsible for updating that page. For example: Please contact Jim Smith at jsmith@ohlone.edu with problems or questions about this web page. This information is usually placed in the standard footer.
    • Description or introduction or welcome message
    • Division contact information:
      • telephone number
      • office location
      • office hours
      • general email address (if applicable)
      • Dean's name, title, email address, telephone number
      • division secretary's name, title, email address, telephone number
    • Departments:
      • List of each Department in the Division, with links to each Department website. If a Department does not have a website, the name, email address and telephone number for the person in charge of that Department must be provided.
    • A link in the side navigation (or footer) to the official Academic Dishonesty Procedure. The link is: www.ohlone.edu/org/studentservices/academicdishonesty.html.
  • Strongly suggested content for Academic Divisions includes:
    • Tutoring/Learning Centers/Labs:
      • Information about tutoring, learning centers, and labs related to the Division's Programs and Certificates
    • Advisory Committee information
    • Affiliations/Projects:
      • List of affiliations and/or projects in which the Division participates
    • FAQs page with questions and answers related to the Division
  • Other content for Academic Division websites is up to the Division
  • Content for Administrative Divisions/Areas such as Administrative Services, Human Resources, Student Services, etc. is unique to each website.

Content for Department Websites

  • All Departments are encouraged to have a website on the Ohlone College domain. All pages must conform to the Web Style Guide.
  • Required information for all Department websites includes:
    • Each web page should have the name and email address of the person responsible for updating that page. For example: Please contact Jim Smith at jsmith@ohlone.edu with problems or questions about this web page. This information is usually placed in the standard footer.
    • Description or introduction or welcome message
    • Department contact information:
      • telephone number
      • office location
      • office hours
      • general email address (if applicable)
      • Director's name, title, email address, telephone number
      • department secretary's name, title, email address, telephone number (if applicable)
    • Degrees and Certificates:
      • List of Associate Degrees and Certificates in the Department, linked to pages with more information (such as the appropriate page in the Curriculum Guides website). These include:
        • Associate in Arts Degrees
        • Associate in Science Degrees
        • Certificates of Achievement
        • Certificates of Accomplishment
      Faculty:
      • List of faculty in that department: full names and faculty website URLs (if no faculty website is available, provide that person's name and optionally their email address and/or telephone number). When linking to the faculty member's URL, write the URL into the visible content of the page and link to that; do the same with email addresses.
        • providing a photograph of each faculty member is a nice touch but is completely optional (faculty members are strongly encouraged to include their photograph on their website)
    • Link to Division homepage
    • A link in the side navigation (or footer) to the official Academic Dishonesty Procedure. The link is: www.ohlone.edu/org/studentservices/academicdishonesty.html.
  • Strongly suggested content for Departments includes:
    • Tutoring/Learning Centers/Labs:
      • Information about tutoring, learning centers, and labs related to the Department's Programs and Certificates
      Class Schedule:
      • Link to the main page for WebAdvisor or the Search for Classes page of WebAdvisor
    • Catalog:
      • Link to Ohlone Catalog
  • Other content is up to the Department

Content for Committee Websites

  • Committees are encouraged to have a website on the Ohlone College domain. All pages must conform to the Web Style Guide.
  • Required information for Committee websites includes:
    • Each web page should have the name and email address of the person responsible for updating that page. For example: Please contact Jim Smith at jsmith@ohlone.edu with problems or questions about this web page. This information is usually placed in the standard footer.
    • Description or statement of purpose
    • Contact email address and/or phone number for the Committee
    • Name, email address, telephone number for the Committee Chairperson
  • Strongly suggested content for Committees include:
    • Members list (first and last names at a minimum)
    • Meeting Agendas
    • Meeting Minutes
    • Additional public documents produced by the Committee
    • Archives of agendas, minutes, documents, and optionally member lists
  • Possible additional content includes:
  • Other content is up to the Committee

Content for Other Campus Group Websites

  • Campus groups (including unions and student clubs) with websites on the Ohlone College domain are required to have the following content. All pages must conform to the Web Style Guide.
    • Each web page should have the name and email address of the person responsible for updating that page. For example: Please contact Jim Smith at jsmith@ohlone.edu with problems or questions about this web page. This information is usually placed in the standard footer.
    • Description or statement of purpose
    • Contact email address and/or phone number for the group
    • Name, email address, telephone number of the Group's Director/Manager
  • Possible additional content includes:
  • Other content is up to the Group

Content for Faculty and Staff Websites

  • Faculty and Staff with websites are required to have the following content on at least the homepage of their site. All pages must conform to the Web Style Guide.
  • Strongly suggested content for Faculty websites includes:
    • A recent and recognizable photograph of the faculty member
    • A list of the courses taught by the faculty member
    • Current schedule of the courses taught by the faculty member
    • A syllabus for each course taught by the faculty member
  • Other content is up to the Faculty or Staff member but it should relate to their employment at the College (for example: Educational Background, Publications, Memberships).

Site Maintenance Requirements

Each page of the Ohlone College website, through all levels of the site, must contain up-to-date information. Outdated information should be removed promptly by the person responsible for maintaining the website.

When designing a website, do not implement more than can be maintained on a regular basis, which could be weekly, monthly, or each semester depending on the type of content. For example, do not implement a "What's New" or any other frequently updated feature unless you have the resources (people, knowledge, time) to keep it regularly updated.

Testing Web Pages

Always thoroughly test your website pages after uploading them to the development server before requesting that they be published to the live web server by the Web Team. You can view your pages on the development web server using this URL:

http://dev2.ohlone.edu/path/to/your/website/

For example:

  • http://dev2.ohlone.edu/people/clambert/
  • http://dev2.ohlone.edu/instr/music/
  • http://dev2.ohlone.edu/org/library/

This will allow you to see the website as it will be seen by the general public after it has been published to the main web server. You will be able to see whether or not images and other content are displayed correctly (sometimes, filename paths are incorrectly coded and will work locally on a computer but will not work when the pages are uploaded to the server). Specifically, you should check that each link works, that images are displayed, that windows open correctly, that the page is readable and presentable in multiple browsers.

Our audience uses a wide variety of devices to view websites, including laptops, desktop computers, notebooks, pads, mobile phones, and televisions. Those devices may use older or newer operating systems and web browsers. To ensure your web pages work properly for our audience, follow recommended web standards, and test your web pages using a variety of web browsers on a variety of operating systems.

  • Example operating systems:
    • Windows 95, 98, ME, NT, 2000, XP and higher
    • Mac OS 8.x, OS 9.x, OS X and higher
    • UNIX (Linux, Solaris, BSD, etc.)
  • Example web browsers:
    • Firefox
    • Internet Explorer
    • Google Chrome
    • Apple Safari
    • Mozilla Suite
    • Opera
    • SeaMonkey
    • Netscape (discontinued)
    • Lynx (text browser)

Web pages on the Ohlone College domain should be tested on as many browsers as reasonably possible. The Innovation and Technology Center has Windows and Mac computers available for use by both staff and faculty. It is a good place to go to test your web pages on the development web server.

All website maintainers must test, validate, and correct their website's pages on the development web server. When they are ready to be published to the live web server, they must contact the Web Team to request that their modified website pages be published to the main (live) web server.

The Web Team will review the web pages for adherence to the Web Style Guide. You will be notified if you need to make corrections. Web pages may not be published to the main web server until they pass minimum standards for accessibility, meet web standards, and follow other requirements detailed in the Web Style Guide.

Refer to FAQs - Working with the Web Team in the Web Center for additional information. More information about Testing Web Pages is available in the Web Center.