Web Content Change Procedure

Web Content Approval Chain

The personnel involved in web content changes are described in the Web Governance Policy.

Creating, reviewing and approving content is a joint effort between the Content Originator(s), Content Approver(s), Web Team, and other stakeholders.

Content Originators and Content Approvers are encouraged to consult appropriate members of the Web Team at any point in the content creation or review process as needs require.

If a Content Originator submits a help ticket, the Webmaster will assume that content has been approved by the Content Approver.

If personnel other than an originator or approver submits a substantive web content request, the webmaster will confirm the request with that site area’s originator and/or approver before posting.

If there is a disagreement about web content, or a Content Approver is not participating in the web content review procedures as required by their position, the webmaster may call in the Content Arbitrator to mediate.

All content is subject to final edit by the Web Team. All content will be created, reviewed, and updated according to the School of Education Web Writing Guide and Brand Guidelines.

Content Creation Procedure

1. Content creation is initiated
   • Because of circumstance (e.g. UNC changes the requirements for graduation)
   • Because of demand (e.g. students need to find information)
   • By request
2. Content Originator creates content (e.g. writes copy, finds/takes photograph, finds correct date, etc.)
3. Content Originator sends new content to Content Approver for review
4. Content Approver approves or works with Content Originator to get content ready for posting.
5. Content Originator submits help request for content to be posted to website.
6. Webmaster edits content for posting (if needed) and posts content to the website. Webmaster informs Content Originator that content has been posted by updating the help ticket.
7. Content Originator reviews content to ensure it has been accurately posted, communicates with Webmaster if corrections are required.

If there is a disagreement at any point, between any of these personnel, regarding web content changes, the Webmaster or Content Approver may pull in the Content Arbitrator to mediate.

Content Review Procedure

1. Content review is initiated
   • Because of circumstance (e.g. school receives directive for …)
   • Per Content Review Schedule
2. Webmaster informs Content Originator and Content Approver of the need for review.
3. Content Originator and Content Approver review content.
   • If content edits or new content is needed: follow content creation procedure
   • If no edits or new content is needed: inform webmaster

If there is a disagreement at any point, between any of these personnel, regarding the web content review, or if the required personnel are not participating in the process according to the responsibilities of their position, the Webmaster or Content Approver may pull in the Content Arbitrator to mediate.

How to Submit Web Content Requests

Submit a Help Ticket to request changes to web content.

You must submit a help ticket to request web content changes.

1. Go to help.unc.edu
2. Log in using your ONYEN and password (click the Login link at the top right of the screen)
3. Click here to go directly to the correct ticket type
   OR
   • Click blue Request Service button
   • Choose Communication and Collaboration
   • Choose SOE Marketing and Communications
4. Complete the options related to the type of web content change you are requesting.
5. Submit Ticket
6. We will follow-up with you about your request via the ServiceNow system.

Web Profile Changes

To make changes to your people profile, see Updating Your Web Profile.

Simple Requests

A simple request is a change to a distinct piece of content. Examples of simple requests are:

• Corrections to copy, including dates, hyperlinks, spelling/grammar, factual changes, etc.
• Simple additions to existing copy (reworking a sentence or paragraph, adding less than 100 words to a page)
• Swapping out or adding new images to an existing page (note images must fit the file specifications detailed in the web content guide and be accompanied by descriptive text)

How to submit a simple request

1. Navigate to help.unc.edu
2. Choose “Request Service” at the bottom right
3. Choose “Communication and Collaboration” on the left
4. Choose “Request Something Else”

From the “Request Something Else” screen, include the following information with your request:

• The URL of the page where the change is needed
• Explicit description of what needs to be changed
• The new information that needs to be added to the page (list new copy, attach a new image/document, etc.)

Events

An event is a simple request that requires the following information on a help ticket:

• Event title
• Event contact/sponsor (provide contact info if not an SOE faculty or staff member)
• Date, Time, Location
• Brief description
• Registration link (if applicable)
• Images, flyers, and other materials (if applicable)

Complex Requests

A complex request is for an entirely new piece of content or to completely redesign an existing piece of content. Examples of complex requests are:

• A new page
• Redesigning an existing page

Before submitting a help ticket for a complex request, determine if the content is appropriate for the ed website (or should instead be added to the Ed Portal or an Auxiliary Site). If you are unsure, consult the Webmaster.

Submitting a help ticket for a complex request is the beginning of a collaboration between Content Originators/Approvers and the Web Team to determine the best way to fit new information into our existing site structure. The Web Team determines how and if new or redesigned content is appropriate for the ed website.

How to submit a complex request

1. Navigate to help.unc.edu
2. Choose “Request Service” at the bottom right
3. Choose “Communication and Collaboration” on the left
4. Choose “Request Something Else”

From the “Request Something Else” screen, include the following information with your request:

• The site area where the content fits
• The URL of the existing page you are redesigning (if applicable)
• Your rationale for needing this content included on the ed website
• The intended audience for this content
• The proposed new content

Onboarding/Offboarding

New faculty and staff are added to the People section of the Ed website through the EdIT onboarding process. Faculty and staff that have departed are removed from the Ed website through the EdIT offboarding process. The processes are as follows:

Onboarding

1. HR Director informs the EdIT team that there is a new hire. Included in that alert is all pertinent contact information needed to create a people profile, including:
   • Name
   • Onyen
   • Email Address
   • Office
   • Phone Number
2. Webmaster drafts a profile for the new faculty/staff member using the information provided. Once the faculty/staff member has officially started their employment, the profile is made public.
3. Webmaster sends the new hire form email to the new faculty/staff member requesting that they complete the profile updating form and coordinate a time with the Director of Communications during which they can have a professional photo taken for their profile.
4. Webmaster updates profile whenever form is completed and/or photo has been taken.

Offboarding

1. HR Director informs the EdIT team that a faculty or staff member is departing.
2. Webmaster compiles a list of instances where that faculty or staff member is listed as a contact or authority throughout the ed website, the ed portal website, and any other pertinent spaces (auxiliary sites, etc.)
3. Webmaster works with content originators and approvers for the site areas in question in order to designate a replacement contact for the identified instances. In the week leading up to the staff/faculty member’s departure, webmaster replaces their contact information with that of the new designee.
4. On the date of their departure, the webmaster removes the people profile of the faculty/staff member in question.