Reykjavik University’s Web Policy
Reykjavik University’s websites and social media accounts are its key channels for distributing information. Their purpose is mainly to provide information on courses, research and University operations, as well as providing a service for the University’s various target groups. Furthermore, RU interacts with users via various other software solutions that have web interfaces.
All online media design and content published by RU should always follow all applicable laws and regulations as well as RU policy. Special care shall be taken to adhere to laws and regulations regarding protection of privacy.
A Web Manual accompanies this Web Policy. The manual includes definitions of procedures and guidelines that are built on the basis of the Web Policy. The manual also contains an editorial policy, guidelines for design and technical instructions. All RU employees who work on RU’s online media presence should read and be familiar with the contents of the Web Policy and the Web Manual.
Definitions
Online media is any web presence that communicates information from Reykjavik University. Included in this are RU’s public websites, RU’s intrawebs etc. Online media uses content management systems to serve information to users.
Social media is any web presence where RU distributes information in an environment where multiple parties distribute and share information.
Web interface refers to a software system’s user interface displayed in a browser or other technology used to display information on the internet.
The Web Manager and Content Editor work within the University’s Department of Marketing and Communications. Web Content Writers work within other departments and schools at the University.
Policy Scope
RU’s Web Policy encompasses all of the University’s websites and social media accounts. The policy also covers all web interfaces of systems that provide RU services.
The policy defines criteria and responsibility in design and for content. It also gives certain guidelines for working with online media, social media and web interfaces.
Web interfaces should follow guidelines set out in the policy and web manual. RU’s IT department is responsible for development, testing and maintenance of many systems used by students and staff that have a web interface.
Guiding Principles
The following principles are RU’s main focus points when working with online, web and social media:
- Service
- Quality
- Dependability
Service
RU’s online, web and social media sites should present relevant and user friendly content at all times. Priority is given to user needs, accessibility and quality of content, in accordance with the following:
User needs
Content and user interface meets the needs of users in search of information.
Accessibility
RU’s online media is always presented in such a way that it follows the latest developments in technology. Accessibility through all common devices, such as smart phones, computers and tablets, is required. In order for all users to access RU content, special care is taken to make content accessible via screen readers and other tools for users with impaired skills.
Content
Wording and content is tailored to defined target groups. Content is updated regularly so that websites contain current information, and are interesting and dynamic.
Quality
RU’s design and interface online is guided by user needs. Correct spelling and grammar is essential. Stability, security and the usefulness of content is always up to par, and software and user interfaces work properly at all times. The presentation of information is based on measurements, surveys and target group analyses.
Dependability
Information on RU’s websites is correct and reliable, and is updated regularly according to the Web Manual.
Web Manual
The manual contains
- general procedures and guidelines regarding i.e. content and delegation of responsibilities
- information on design, look and layout
- editorial strategy
- technical instructions and information
The latest version of the Web Manual is always available on the employee intraweb.
The Web Manual is revised and reviewed once a year. RU’s Web Manager and the Director of RU’s Marketing and Communications department are responsible for the content of the Web Manual.
Guidelines on design
Guidelines pertaining to design, social media framework and user interfaces is easily accessible in the Web Manual. The manual contains, among other things, RU logos, fonts, content and text layout as well as the University colours.
Editorial process
Editorial guidelines for web and social media are defined and published in the Web Manual. The manual also contains information about responsibilities for updating written material found on RU’s websites. The Web Manager appoints Web Writers in cooperation with Administrative Directors and School Directors.
The Web Policy is approved and published on RU’s websites. 24.11.17
RU’s Executive Committee reviews the Web Policy on a regular basis, not less frequent than every three years.
