Marketing and Communications

Web Communications Maintenance Policy

Objectives

Web Communications offers web maintenance and content management for departmental web sites at Idaho State University. The web development team at Web Communications will maintain sites based upon the specific needs of the department and the guidelines imposed by Web Communications.

Benefits

Maintenance by Web Communications is encouraged for several reasons:

  • Since most departments contract with Web Communications for a web site redesign first, it is beneficial for the department to have Web Communications maintain it afterwards.
  • Web Communications can guarantee timely, scheduled updates while maintaining the quality and integrity of the site.
  • There is little chance for site corruption since our web team is proficient in the necessary design and development skills used for building and maintaining professional web sites.
  • Staff or student turnover is not an issue since we are a dedicated group that ensures updates and site maintenance is continued during transitional periods.

Guidelines

Departments with existing web sites who contract for an Annual Maintenance Plan will receive an included site review and update, which includes conversion to the University?s templates.

Departments without an existing site may opt to sign up for an Annual Maintenance Plan of and a one-time site creation fee of $250.

Maintenance is defined as follows:

Textual content edits and updates:

All edits to existing pages, such as change in faculty name, deletions, typos, etc. An email with instructions is sufficient, but if printouts of the pages that need editing are provided instead, the edits should be marked clearly on each page.

New pages of information should be provided on CD or as an email attachment (preferably Word or Excel). Documents need to be saved in html, Word doc, or Excel format. Departments should indicate where new content is to be posted.

Large amounts of information (e.g., faculty CV's) are at the discretion of the Director of Web Communications and may be posted in PDF format.

Photographs and images:

Photos can be taken by Photographic Services, Images can be loaned to Web Communications from the department, either on disk or hard copy for scan. Web Communications will size and optimize images as needed for the web. Acceptable formats include png, jpg, gif, and tiff files. If images are included in a submitted Word document, the original image files should also be submitted.

Department should indicate where images are to be placed.

Maintenance does not include:

  • Restructuring of a web site's entire navigation system
  • Creating new logos or branding images.
  • Troubleshooting pre-existing code created or corrupted by a party other than Web Communications
  • Interactive components or functionality additions
  • Writing complex or lengthy forms.
  • Database activity.

Web Communications reserves the right to decline content maintenance for departments that require large scale efforts, huge seasonal or cyclical content updates, or where the timing or schedule of content changes are so critical that other projects and responsibilities of Web Communications staff would need to be sacrificed.

Updates and Edits Submission

Web Communications encourages edits and updates to be submitted as needed.

The delivery of edits can be submitted by either method below:

  • Email information to Web Communications
  • Send disk and/or marked-up hard copy through campus mail to:
    Web Communications
    Campus Box 8265
    Administration Building, Room 138
    Pocatello, ID 83209-8265
  • Stop by the Office of Web Communications in the Administration Building, Room 138.

Timeframe

Though we strive to make updates within 24 hours, we request up to five business days for regular content updates, delivered via email or on disk.

Updates may take longer for any of the following reasons:

  • updates submitted during a holiday.
  • content provided on paper.
  • work requiring extensive typing.
  • table reformatting.

Web Communications recognizes genuine emergencies can arise that demand quick response, but departments should recognize that others who have scheduled their projects earlier may take precedence. We will strive to be as responsive as possible to emergency situations. In return, we ask for recognition that others? may come first and that procrastination is not an excuse for emergency attention.

Fees

Web Communications offers two baseline plans for web site maintenance:

  • $40 month-to-month
  • $400 annual

Note that these rates are the minimum starting point, and a personalized rate will be assigned to each project or site after an initial evaluation and proposal.

Web Communications reserves the right to decline a maintenance contract if the site was not designed by Web Communications

Web Communications uses these rates for standard work. Web Communications reserves the right to evaluate projects before accepting any project, and to quote a higher rate if the work involved is deemed to be extraordinary.


IDAHO STATE UNIVERSITY

921 South 8th Avenue
Pocatello, Idaho, 83209