University of Memphis Web Governance

This internal outline provides an overview of the University of Memphis’ process for access, maintenance, training and support as it relates to University webpages. This information should be followed by all parties with UofM website responsibilities. For questions, contact mktgweb@memphis.edu.

Web Governance Overview

Oversight of the University website is managed jointly by Web and Mobile Services in Information Technology Services and Marketing Web in the Division of Marketing and Communications. These areas assist in supporting the University’s WebDev community, which includes all content contributors with access to edit and/or create University webpages.

• Web Services is responsible for training and technical management of Modern Campus — the University’s content management system (CMS).
• Marketing Web is responsible for branding, style and design guidance, approval of landing page creation, content strategy and user experience.
• Working together, both areas are responsible for assisting the University community with essential website needs, primarily through the umTech ticketing system, and maintaining accessibility standards across the website. Members of the WebDev community are responsible for supporting their designated area(s) of the University community with regular, day-to-day website needs.

Access, Training and Support

Web Services strives to ensure that every member of the WebDev community has the tools and resources they need to create and maintain content across memphis.edu.

Access to the Modern Campus CMS

Individuals requesting website editing access via the Modern Campus Content Management System must meet the following minimum requirements for access:

• Be a full-time faculty or staff member in a department related to the requested area of access; or,
• Be a part-time employee or graduate assistant sponsored by a full-time faculty or staff member in a department related to the requested area of access
• Complete Siteimprove fundamentals training and attach the training certificate to the ticket requesting access (click to view an example)
• Complete all required CMS user training

Training and Support

For our overall web health, equity and wellness, the University utilizes Siteimprove. All members of the University community who request access to the CMS must complete Siteimprove training in order for access to be granted. Modern Campus CMS training is also required, and can be accessed by submitting a service request via the umTech ticketing system. Select Web Access and Support > Web Training > Request Web Training.

Ongoing training within the University WebDev community is important to ensure proper presentation and maintenance of our content. Modern Campus, our CMS partner, provides a wide range of live and recorded webcast sessions for users to learn best practices for using the CMS. Visit support.moderncampus.com/cms/webcasts/ for more information, and visit support.moderncampus.com/cms/faq.html for CMS FAQs.

University web users are expected to develop and maintain adequate CMS understanding and fluency to create, update and maintain the webpages they oversee. Additional support from the Web and Mobile Services and/or Marketing Web teams can be requested by selecting Web Access and Support in the umTech ticketing system.

Guidelines and Rules

The following guidelines should be followed closely when determining how content is created, published and maintained across memphis.edu.

Accessibility

University websites must meet WCAG 2.1 Level AA requirements to ensure accessibility for all users, according to the U.S. Department of Justice Civil Rights Division. Site Managers are responsible for regularly checking their content for accessibility issues and resolving those issues. For any issues users cannot resolve, users should submit a umTech ticket or contact Marketing Web at mktgweb@memphis.edu.

Accuracy

All site content should be maintained to ensure it is current. This includes, but is not limited to, course offerings, events, deadlines, processes and employee listings. As things change and/or expire, all pages should be checked frequently to remain accurate with up-to-date information.

Branding

All sites should align with the University of Memphis brand guidelines. For website purposes, this especially includes following the writing for the brand, editorial guide and visual identity sections of the current University of Memphis brand guidelines. For brand questions, contact mktgweb@memphis.edu.

Cohesion

While the University of Memphis includes many departments, divisions, colleges, schools, etc., it is essential to remember that all areas are united under the University of Memphis brand. The website is designed to ensure a cohesive look and feel representing the institution is maintained across all areas. Extensive alterations to website templates are generally not permitted.

Page Ownership and CMS User Responsibility

Each site within the University’s CMS must have one or more designated CMS user(s) responsible for the ongoing maintenance, accuracy and compliance of that site’s content. Additioanlly, the user(s) serve as content contributors for their designated area while also ensuring the content aligns with University-wide brand and strategic priorities.

If a site’s designated CMS user leaves the University, Web and Mobile Services (WMS) and/or Marketing Web can assist with temporary support to ensure continuity of service. However, it is the responsibility of the department or unit to identify and assign a new CMS user in a timely manner. Once identified, Web and Mobile Services will assist with required training and access requests through the established umTech process.

Maintaining clearly defined site ownership is essential to ensuring content accuracy, accessibility compliance and long-term sustainability of University web properties.

Additionally, please note that content/page removal can be made at the discretion of Marketing and Communications or Web Services. This includes content that has not been maintained and/or has become outdated.

Search Engine Optimization

Search Engine Optimization (SEO) is an ever-evolving practice of optimizing a website to ensure search engines can easily find your content and direct users to your pages. Basic practices such as adding meta descriptions, using clear headings and ensuring images have alt attributes can greatly improve search ranking. For more information on SEO, click here or contact Marketing and Communications at mktgweb@memphis.edu.

Site Creation and Ownership

Webpages within the memphis.edu domain are the property of the University of Memphis, and must be housed within the University’s CMS (Modern Campus) to comply with Web Governance security and support guidelines. Creation of new sites within the University’s CMS must be approved by Marketing and Communications.

Use of Templates, Components and Custom Code

Pages should be developed using approved Templates, Components, and/or Snippets available within the CMS whenever possible. These tools are designed to ensure consistency, accessibility, branding alignment, and long-term maintainability across the University website.

If a customization is required- including the use of external libraries, custom scripts, or non-standard code - the proposed solution must be reviewed and approved by Marketing Web prior to implementation.

When feasible, Web and Mobile Services will incorporate approved customizations into a reusable Component or Snippet, rather than embedding custom code directly within a page’s source code. This approach supports maintainability, reduces technical debt, and promotes consistent use across multiple sites.

Direct page-level customizations that bypass approved Templates, Components, or Snippets should be avoided unless explicitly approved.