Complete Official Web Policy of SUNY Plattsburgh

SUNY Plattsburgh Web Policies

• Classification of Web Pages
• Content Ownership & Responsibility
• Web Development Staff & Working Groups
• Complete Policy Statement

• Overview of Web Development Policies

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SUNY PlattsburghWeb Policies

Approved by Executive Council: February 2003

Contents

• A. 1 General
• B. 1 Classifications
• C. 1 Specific Policies
• D. 1 Content Responsibility and Ownership

A. 1 General

A. 1.1 Overview

The Web policies for SUNY Plattsburgh are designed to be useful, flexible, and adaptive to a rapidly changing Internet environment. Some of the policies are specific: for example, those dealing with the Web Accessibility Initiative (WAI; http://www.w3.org/WAI ) and governing compliance with New York State law (NYS Technology Policy 99-3; http://www.irm.state.ny.us/policy/99-3.htm ). Other policies serve as guidelines to keep the site running smoothly and evolving responsively, while encouraging widespread involvement from campus colleagues.

A. 2 Content Management

Content management of the site is established under the auspices of the recruitment marketing area (comprised of the Director of Marketing and the Web Editor). This management involves close consultation with the College's Web policy body, the Web Oversight Working Group (WOWG), as well as the Dean of Library and Information Services and colleagues in Computing and Media Services. A subgroup of the WOWG, the Web Operations Group (Web-Ops), meets regularly to address ongoing technical issues.

A. 3 Policy Approval

Official policies are adopted upon approval by Executive Council.

A. 4 Web Oversight Working Group

The Web Oversight Working Group (WOWG) is a standing body comprised of approximately twelve members, with faculty, staff, and student representation. Formed in the summer of 1999, the group makes policy recommendations to the Dean of Library and Information Services, who presents the group?s recommendations to Executive Council for approval. The WOWG is charged to consider all facets of the Plattsburgh State Web site, including such items as:

• Systematic development,
• Functionality,
• Policy,
• Design,
• Navigation,
• Support,
• Editorial quality,
• Consistency, andaccuracy.

The WOWG formulated an initial policy document outlining goals for site development and classification of campus Web pages; this document was approved by Executive Council in July of 2000. The group also proposed the hiring of a Web Editor and the development of a student Web Guild. While the Guild was never funded, the Web Editor was hired in the summer of 2001.

The Web Editor oversees and manages the Plattsburgh State Web site on a daily operational level. As the College's Web specialist, the Editor assists campus stakeholders in understanding Web issues and in building Web pages that are optimal for users and for creating an effective institutional Web presence. The Editor works closely with and reports to the Director of Marketing, and consults regularly with colleagues in computing and media services. The Web Editor is a member of the Web Oversight Working Group and the Web-Ops subgroup. The Editor currently supervises one part-time student assistant.

The Web System Administrator ensures proper operation and management of College Web servers, and provides programming services as needed.

The College's Web site is an official publication of Plattsburgh State. Official Pages shall adhere to the College?s approved design and content guidelines, and be presented solely in the official design template of the institution. Official Pages include, but are not limited to, official Plattsburgh State publications, institutional policies and procedures, schedules and course listings, academic or administrative offices, sports teams, centers and institutes. 

Official Pages shall display the following minimum content items:

• Official template and top navigation bar (with institutional logo, Web menu, home link, etc.)
• Divisional, department, or office name
• Contact name (department chair or director)
• Campus address, phone number, fax number, and email address or alias. 

Email addresses must be viable to handle online inquiries; this in turn requires that a faculty or staff member be designated to read and respond promptly.

Official Pages shall be designated as such by a footer at the bottom of each page, along with the date of modification.

Official Pages are hosted on the official College Web server (http://www.plattsburgh.edu/ ), and are maintained through the College's content management system. Support for the development, implementation, and ongoing maintenance of Official Pages is available from the Web Editor, the Web System Administrator, and the Web Oversight Working Group.

Authorized Pages represent a secondary Web presence for a campus-based unit or group that is sanctioned or approved by an academic or administrative office at Plattsburgh State. Authorized Pages may include, but are not limited to, offices, institutes, and centers that support the mission of College.

Authorized Pages may be hosted on either the primary College Web server (strongly recommended) or, in some cases, an alternative server. Pages residing on the primary (official) Web server must:

• Be developed, implemented and maintained using the College's content management system (currently WIDGET);
• Follow the guidelines established for Official Pages;
• Use graphic images approved by the Web Editor.

Authorized Pages that are hosted on a secondary College Web server may be created and maintained using software other than the College?s content management software (e.g., in FrontPage or DreamWeaver). Authorized Pages require adherence to the following minimum criteria:

• They must not violate any existing College computing policies;
• They must be in accord with the guidelines of Official Pages regarding minimum content, noted below:

• identification showing association with the College;
• contact information;
• navigational elements directing users to the College's home page;
• features (e.g., graphic images) that download easily for most users.

Authorized Pages are strongly encouraged, but not required, to employ College Web templates, which ensure a representation consistent with that of Plattsburgh State.

The development, implementation, and ongoing maintenance of Authorized Pages are the sole responsibility of the information providers. The Web System Administrator shall ensure server availability, maintain regular back-ups of the server content, and may provide limited software support where applicable.

Affiliated Pages are Web pages that are created, maintained, or hosted using institutional resources, but which do not officially represent a campus-based group or unit. Affiliated Pages may include, but are not limited to, the personal pages of students, faculty, staff, and groups affiliated with the College. Affiliated Pages are maintained using software other than that chosen by the College for content management. Development, implementation, and the ongoing maintenance of these pages are the sole responsibility of the information provider. The Web System Administrator shall ensure server availability and maintain regular back-ups of the server content.

Official

• Academic Departments
• Administrative Offices
• Centers and Divisions
• Educational Opportunity Program
• Lake Champlain Research Institute
• Psych./Ed Services
• Sports Teams
• Student Support Services
• Upward Bound
• Veteran's Affairs

Authorized

• Alzheimer Disease
• Auditory Research Lab
• Canadian Film Distribution Center
• College Auxiliary Services
• EastAdk Health Care Net
• Faculty Senate
• NC Economic Indicators Project
• NC Regional TBI
• PsychLink
• Student Association
• TAC/IBERT

Affiliated

• AA Gifted Children
• Child Care Center
• Credit Union
• Empire State College
• NCTRC
• NYACTE-NYSATE
• Personal Pages (Faculty and Student)
• Sodexho
• UUP/CSEA/Council 82
• W.H. Miner Institute

Online journals on Plattsburgh State Web sites and coordinated by faculty are required to comply with New York State law governing accessibility. Such online publications are not required to adopt the College's Web templates; however, they are encouraged to acknowledge and visually represent a connection to Plattsburgh State.

Campus content providers are required to ensure that non-affiliated associations linked on Plattsburgh State Web pages be clearly identified as such (i.e., as being entities other than Plattsburgh State). Representations of non-affiliated associations on the Plattsburgh State Web site are required to comply with New York State law concerning accessibility and to follow the general Web guidelines described in the College's Web Policies.

Faculty-run projects shall reside on the faculty server. Student-run projects shall reside on the student server. The faculty member involved in the project is responsible to decide whether it is principally a faculty project or a student project, and to inform the Web System Administrator in Computing and Media Services.

Pages and sites developed in all classifications on Plattsburgh State Web site must meet accessibility requirements, as described in New York State law (Technology Policy NYS 99-3; see: http://www.irm.state.ny.us/policy/99-3.htm ).

C. 1.6 Privacy

The policy described below is intended to comply with the provisions of the Internet Security and Privacy Act (State Technology Law, Article II). All state agency Web sites are required to comply.

C. 1.6a Privacy Policy Statement

An Internet privacy policy that includes, at a minimum, the information included in the model set forth below, must be posted on all state agency Web sites.  Such posting shall include a conspicuous and direct link to the privacy policy.

C. 1.6b Introduction

Thank you for visiting the Plattsburgh State Web site. This Web site is designed to make it easier and more efficient for individuals and businesses to interact with the College online. Plattsburgh State recognizes that it is critical for individuals and businesses to be confident that their privacy is protected when they visit Plattsburgh State's Web site.

Consistent with the provisions of the Internet Security and Privacy Act, the Freedom of Information Law, and the Personal Privacy Protection Law, this policy describes Plattsburgh State?s privacy practices regarding information collected from users of this Web site. This policy describes what information is collected and how that information is used. Because this privacy policy only applies to this Web site, you should examine the privacy policy of any Web site, including other state agency Web sites, that you access using this Web site.

For purposes of this policy, "personal information" means any information concerning a natural person, which, because of name, number, symbol, mark, or other identifier, can be used to identify that natural person.  Plattsburgh State does not collect any personal information about you unless you provide that information voluntarily by sending an e-mail, responding to a survey, or completing an on-line transaction.

Information Collected Automatically When You Visit this Web site

When visiting this Web site, Plattsburgh State automatically collects and stores the following information about your visit:

1. User client hostname. The host name or Internet Protocol address of the user requesting access to a state agency Web site.
2. HTTP header, "user agent." The user agent information includes the type of browser, its version, and the operating system on which that the browser is running.
3. HTTP header, "referrer." The referrer specifies the Web page from which the user accessed the current Web page.
4. System date. The date and time of the user's request.
5. Full request. The exact request the user made.
6. Status. The status code the server returned to the user.
7. Content length. The content length, in bytes, of any document sent to the user.
8. Method. The request method used.
9. Universal Resource Identifier (URI). The location of a resource on the server.
10. Query string of the URI. Anything after the question mark in a URI.
11. Protocol. The transport protocol and the version used.

None of the foregoing information is deemed to constitute personal information.

The information that is collected automatically is used to improve this Web site?s content and to help Plattsburgh State understand how users are interacting with the Web site. This information is collected for statistical analysis, to determine what information is of most and least interest to our users, and to improve the utility of the material available on the Web site. The information is not collected for commercial marketing purposes and Plattsburgh State is not authorized to sell or otherwise disclose the information collected from the Web site for commercial marketing purposes.

C. 1.6c Cookies

Cookies are simple text files stored on your Web browser to provide a means of distinguishing among users of this Web site.  The use of cookies is a standard practice among Internet Web sites. To better serve you, we occasionally use "session cookies" to enhance or customize your visit to this Web site.  Session cookies can be created automatically on the device you use to access this state agency Web site do not contain personal information and do not compromise your privacy or security. We may use the cookie feature to store a randomly generated identifying tag on the device you use to access this Web site. A session cookie is erased during operation of your browser or when your browser is closed.

If you wish, you may complete a registration to personalize this Web site and permit a "persistent cookie" to be stored on your computer?s hard drive.  This persistent cookie will allow the Web site to recognize you when you visit again and tailor the information presented to you based on your needs and interests.  Plattsburgh State uses persistent cookies only with your permission.

The software and hardware you use to access the Web site allows you to refuse new cookies or delete existing cookies.  Refusing or deleting these cookies may limit your ability to take advantage of some features of this Web site.

C. 1.6d Information Collected When You E-mail this Web site or Complete a Transaction

During your visit to this Web site you may send an e-mail to Plattsburgh State. Your e-mail address and the contents of your message will be collected.  The information collected is not limited to text characters and may include audio, video, and graphic information formats included in the message.

Your e-mail address and the information included in your message will be used to respond to you, to address issues you identify, to improve this Web site, or to forward your message to another State agency for appropriate action.  Your e-mail address is not collected for commercial purposes and Plattsburgh State is not authorized to sell or otherwise disclose your e-mail address for commercial purposes.

During your visit to this Web site you may complete a transaction such as a survey, registration, or order form.  The information, including personal information, volunteered by you in completing the transaction is used by Plattsburgh State to operate Plattsburgh State programs, which include the provision of goods, services, and information.  The information collected by Plattsburgh State may be disclosed by Plattsburgh State for those purposes that may be reasonably ascertained from the nature and terms of the transaction in which the information was submitted.

Plattsburgh State does not knowingly collect personal information from children or create profiles of children through this Web site. Users are cautioned, however, that the collection of personal information submitted in an e-mail will be treated as though it was submitted by an adult, and may, unless exempted from access by federal or State law, be subject to public access. The Agency strongly encourages parents and teachers to be involved in children's Internet activities and to provide guidance whenever children are asked to provide personal information on-line.

C. 1.6e Information and Choice

As noted above, Plattsburgh State does not collect any personal information about you unless you provide that information voluntarily by sending an e-mail, responding to a survey, or completing an on-line form. You may choose not to send us an e-mail, respond to a survey, or complete an on-line form. While your choice not to participate in these activities may limit your ability to receive specific services or products through this Web site, it will not normally have an impact on your ability to take advantage of other features of the Web site, including browsing or downloading information.

C. 1.6f Disclosure of Information Collected Through This Web site

The collection of information through this Web site and the disclosure of that information are subject to the provisions of the Internet Security and Privacy Act. Plattsburgh State will only collect personal information through this Web site or disclose personal information collected through this Web site if the user has consented to the collection or disclosure of such personal information. The voluntary disclosure of personal information to Plattsburgh State by the user, whether solicited or unsolicited, constitutes consent to the collection and disclosure of the information by Plattsburgh State for the purposes for which the user disclosed the information to Plattsburgh State, as was reasonably ascertainable from the nature and terms of the disclosure.

However, Plattsburgh State may collect or disclose personal information without consent if the collection or disclosure is:

1. Necessary to perform the statutory duties of Plattsburgh State, or necessary for Plattsburgh State to operate a program authorized by law, or authorized by state or federal statute or regulation;
2. Made pursuant to a court order or by law;
3. For the purpose of validating the identity of the user; or
4. Of information to be used solely for statistical purposes that is in a form that cannot be used to identify any particular person.

Further, the disclosure of information, including personal information, collected through this Web site is subject to the provisions of the Freedom of Information Law and the Personal Privacy Protection Law.

Plattsburgh State may disclose personal information to federal or state law enforcement authorities to enforce its rights against unauthorized access or attempted unauthorized access to Plattsburgh State's information technology assets.

C. 1.6g Retention of Information Collected Through This Web site

The information collected through this Web site is retained by Plattsburgh State in accordance with the records retention and disposition requirements of the New York State Arts & Cultural Affairs Law.  Information on the requirements of the Arts & Cultural Affairs Law may be found at www.archives.nysed.gov/services/recmgmt.htm . In general, the Internet services logs of Plattsburgh State, comprising electronic files or automated logs created to monitor access and use of Agency services provided through this Web site, are retained for approximately one year and then destroyed. Information, including personal information, that you submit in an e-mail or when you complete a survey, registration form, or order form is retained in accordance with the records retention and disposition schedule established for the records of the program unit to which you submitted the information. Information concerning these records retention and disposition schedules may be obtained through the Internet privacy policy contact listed in this policy.

C. 1.6h Access to and Correction of Personal Information Collected Through this Web site

Any user may submit a request to the Plattsburgh State privacy compliance officer to determine whether personal information pertaining to that user has been collected through this Web site.  Any such request shall be made in writing and must be accompanied by reasonable proof of identity of the user.  Reasonable proof of identity may include verification of a signature, inclusion of an identifier generally known only to the user, or similar appropriate identification.

The address of the privacy compliance officer is:

Web Editor
Kehoe Admin. Building
Plattsburgh State University
101 Broad Street
Plattsburgh, NY 12901

The privacy compliance officer shall, within five (5) business days of the receipt of a proper request, provide access to the personal information; deny access in writing, explaining the reasons therefore; or acknowledge the receipt of the request in writing, stating the approximate date when the request will be granted or denied, which date shall not be more than thirty (30) days from the date of the acknowledgment.

In the event that Plattsburgh State has collected personal information pertaining to a user through the state agency Web site and that information is to be provided to the user pursuant to the user?s request, the privacy compliance officer shall inform the user of his or her right to request that the personal information be amended or corrected under the procedures set forth in section 95 of the Public Officers Law.

C. 1.6i Confidentiality and Integrity of Personal Information Collected Through this Web site

Plattsburgh State is strongly committed to protecting personal information collected through this Web site against unauthorized access, use or disclosure.  Consequently, Plattsburgh State limits employee access to personal information collected through this Web site to only those employees who need access to the information in the performance of their official duties.  Employees who have access to this information follow appropriate procedures in connection with any disclosures of personal information.

In addition, Plattsburgh State has implemented procedures to safeguard the integrity of its information technology assets, including, but not limited to, authentication, monitoring, auditing, and encryption.  These security procedures have been integrated into the design, implementation, and day-to-day operations of this Web site as part of our continuing commitment to the security of electronic content as well as the electronic transmission of information.

For Web site security purposes and to maintain the availability of the Web site for all users, the Agency employs software to monitor traffic to identify unauthorized attempts to upload or change information or otherwise damage this Web site.

C. 1.6j Disclaimer

The information provided in this privacy policy should not be construed as giving business, legal, or other advice, or warranting as fail proof, the security of information provided through this Web site.

C. 1.6k Contact Information

For questions regarding this Internet privacy policy, please contact:

Web Editor
Kehoe Admin. Building
Plattsburgh State University
101 Broad Street
Plattsburgh, NY 12901

C. 1.6l Definitions

The following definitions apply to this policy:

• Personal Information shall have the meaning set forth in subdivision 5 of section 202 of the State Technology Law.

• State Agency Web site shall have the meaning set forth in subdivision 7 of section 202 of the State Technology Law.

• User shall have the meaning set forth in subdivision 8 of section 202 of the State Technology Law.

C. 1.6m Required Submissions & Notices

Not applicable.

C. 1.6n Compliance

Not applicable.

C. 1.6o Contact Information

Questions concerning this policy may be directed to the following address:

Web Editor
Kehoe Admin. Building
Plattsburgh State University
101 Broad Street
Plattsburgh, NY 12901

D. 1 Content Responsibility and Ownership

All official pages on the Plattsburgh State Web site are maintained on College servers and must adhere to campus Web site policies. Plattsburgh State is solely responsible for the content and copyright for official Web pages. Authorized and affiliated pages belong to the organizations and/or individuals who created them, and such organizations and/or individuals are responsible for ensuring that materials meet legal and College policy requirements.