Procedure overview
- 1 Purpose
- 2 Scope
- 3 Procedure Overview
- 4 Procedures
- 5 References
- 6 Schedules
- 7 Procedure Information
1 Purpose
To outline the process for the creation, maintenance, publishing, and management of the Public University Website and associated content, ensuring compliance with relevant legislation, Accessibility standards, and alignment with the University brand.
2 Scope
This Procedure applies to website owners, custodians, and authenticated editors and authors of the website Content Management System (CMS). It also applies to Employees submitting requests for changes to website content.
This Procedure does not apply to third-party websites, University sub-domains and microsites, nor Student and Employee portals.
Owners of eligible third-party websites, University sub-domains and microsites, as well as Student and Employee portals, should refer to, and comply with their agreement terms, and the Educational Partnerships Policy, regarding the appropriate use of UniSQ branding, course Information, videos, and imagery on their site.
3 Procedure Overview
The Public University Website serves as a primary Student recruitment tool, promoting the University's brand, programs, Research, and other offerings, while providing accurate, accessible Information for all users without the need for authentication.
This Procedure aligns with the:
- Higher Education Standards Framework (Threshold Standards) 2021: Standard 7
4 Procedures
The Public University Website is managed, developed, and maintained to ensure its structure, content (written and visual), and design align with the University's brand guidelines. The website architecture is developed in accordance with State and Commonwealth legislation, Accessibility guidelines, national university benchmarking standards, and evolving user needs.
Marketing oversees the implementation of these standards, ensuring alignment with the University's brand and strategic objectives.
4.1 Roles and Responsibility
To ensure the effective management and maintenance of the Public University Website, the University uses a distributed publishing model. Each Sub-site is managed by a designated website custodian, and various roles are defined with specific responsibilities to support the overall website structure and content.
| Role | Level/skills | Responsibilities |
| Website owner | PVC Engagement |
|
| Website custodian | DVC, PVC, or Dean level |
|
| Website administrator | Member of the Website team (Marketing) Completed web training Completed writing for the web training Complete website analytics, quality assurance and SEO training Committed to understanding website administration skills |
|
| Website editor | Completed web training Completed writing for the web training Committed to understanding and improving web publishing skills |
|
| Website author | Completed web training Completed writing for the web training |
|
4.1.1 Management of Sub-sites
The Public University Website consists of multiple Sub-sites, each tailored to different audiences. Website custodians are responsible for ensuring that the content on their assigned Sub-site is accurate, up-to-date, and aligned with the University's branding and strategic goals.
| University sub-site | Website custodian |
| Homepage | Pro Vice-Chancellor (Engagement) |
| Study | Pro Vice-Chancellor (Engagement) |
| Current Students | Associate Provost |
| Research | Deputy Vice-Chancellor (Research and Innovation) |
| Alumni | Pro Vice-Chancellor (Engagement) |
| About | Pro Vice-Chancellor (Engagement) |
| International | Pro Vice-Chancellor (International) |
| Library | Deputy Vice-Chancellor (Enterprise Services) |
4.2 Website Content
Website content is integral to promoting the University's degree offerings, brand, and communications, with effective structure and presentation enhancing search engine visibility and ensuring Accessibility for diverse users.
The Public University Website content must:
- Be engaging, consistent with brand messaging, concise, accurate, and audience specific, following Writing for the Web guidelines
- Avoid duplication by linking to source pages where possible
- Be reviewed and updated at least every six months to ensure accuracy and relevance, as outdated content harms the University brand
- Align with the strategic priorities of the University
- Comply with TEQSA HESF Domain 7 and Australia's Academic and Research Network (AARNET) access policies.
The Public University Website must not include or link to content that:
- Is unrelated to the official activities of the University
- Is outdated, inaccurate, misleading, offensive, obscene, defamatory, or threatening
- Violates State or Commonwealth legislation, including anti-discrimination legislation
- Displays recognisable images of talent without a signed Media consent form
- Contains copyrighted material unless written permission from the copyright holder is held
- Breaches confidentiality or the privacy of Personal Information.
All website content must be published and managed through the approved CMS. Other platforms may be used only with the Director, Marketing's approval. The creation of microsites is strongly discouraged and will only be considered if there is a strategic necessity.
4.2.1 Content Publishing and Workflows
Any University Member or Employee can submit requests to update content on the Public University Website. These requests should be directed to the appropriate website editors, whose contact Information is available via the University's Service Management System. Website editors can:
- Create, edit and publish content and images to ensure accuracy and relevance
- Delete or rename web pages.
Request for website changes beyond the access remit of website editors are directed to website administrators via the University's Service Management System. These requests include:
- Adding or deleting web page configuration items
- Uploading videos to the website
- Developing a new website or redeveloping an existing website
- Archiving a website.
In addition, troubleshooting requests may also be submitted by any University Member. These requests should be directed to website administrators via the Service Management System and may include:
- Publishing issues
- Login issues
- Reporting web page server errors
- Reporting website unavailability.
Each request type has a specified estimated fulfillment time. Website administrators will make the following decisions and will notify the requester of the status of the request:
- Approved/Fulfilled: If the request meets website best practice (content, design, usability, Accessibility) it will be approved, and the website administrators will facilitate the execution of the specific details of the request.
- Cancelled: If the request does not meet website best practice it will be denied. The requester will receive feedback detailing the reasons for the denial.
- More Information required: If further details are needed, the requester will be contacted to provide the required Information before the request is processed.
4.2.2 Website Editing Access
Requests for editor and author access to the Content Management System (CMS) for the Public University Website must be submitted via the University's Service Management System and follow the approval workflow. Due to a limited number of CMS licenses, outcomes for access requests are as follows:
- Approved: If a vacant license is available, if the requester is replacing an existing website editor/author, or if the website is new with no existing editor/author allocation.
- Denied: If the area has exhausted its license allocation or access is deemed not required.
For those approved, website editors and authors must complete CMS training and Writing for the Web training prior to receiving access. Access will be provided through the University Identity Management System upon completion of these requirements. All users must adhere to the Acceptable Use of ICT Resources Policy.
4.3 Website Architecture
Marketing is responsible for the web architecture of the Public University Website and complies with the User Experience Architecture Procedure. The website architecture is designed to ensure consistent navigation, and a streamlined User Journey, prioritising the needs of digital users in both the site's development and maintenance.
4.3.1 Friendly URL's
Friendly URLs must be used in place of complex web addresses when referencing content in print publications or promotional materials. A friendly URL is a simplified, easy-to-read web address that clearly communicates the target content and enhances user navigation.
All friendly URLs must:
- Be unique and not previously assigned
- Clearly reflect the purpose or content of the page
- Align with the University's reputation and brand.
Requests for the creation or modification of friendly URLs must be submitted to website administrators via the University's Service Management System.
4.3.2 Domain Name Registrations
Marketing is responsible for authorising domain name registrations and renewals. Domains managed by Marketing must support core business purposes, including:
- Marketing initiatives
- Student recruitment and retention
- School initiatives
- University-wide Research
- Learning and teaching efforts
- Brand and reputation protection.
Requests for domain name registrations are logged to website administrators via the University's Service Management System.
4.4 Website Accessibility
The University implements Accessibility principles throughout the Public University Website to ensure all users, including individuals with disabilities, can access and navigate the website. The University is committed to meeting level AA requirements of World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG 2.2).
Website administrators conduct regular Accessibility audits on the Public University Website and content in breach of Web Content Accessibility Guidelines will be modified to comply or will be removed.
4.5 Branding and Design
The design of the Public University Website includes logos, colours, typography, photography, graphics, and video that adhere to the University Brand Policy and Brand Guidelines available in the Brand Toolkit.
Website editors must ensure:
- Content documents uploaded to the CMS use Brand templates
- Imagery and videos uploaded to the CMS follow Brand guidelines
- Website components follow optimal Brand colour palette pairings as per the Brand guidelines.
Website administrators conduct regular brand audits on the Public University Website and content in breach of the Brand Policy and Brand Guidelines will be modified to comply or will be removed.
4.6 Copyright
Content owners must:
- Obtain written permission or licenses to use any copyrighted material, including text, images, videos, and other media.
- Verify that all content complies with Australian copyright laws and the University's copyright guidelines before publishing.
- Retain records of permissions or licenses for any third-party content used.
- Ensure that copyright notices or acknowledgments are included where required.
Requests for copyright clearance or advice must be directed to the University's Legal or Copyright Office, as appropriate, before content is published.
4.7 Security
The Public University Website must follow Information Security best practices to protect data and user privacy. Website administrators and editors must:
- Ensure that all website content and systems comply with the ICT Information Management and Security Policy.
- Report any suspected security incidents or breaches immediately to the University's Cyber Security team via the Service Management System.
In addition, website administrators will:
- Implement appropriate security controls, such as password protection, user authentication, and secure data transmission (e.g., using HTTPS).
- Regularly review and update security measures to protect against vulnerabilities and breaches.
CMS access is limited to University Employees only, and website administrators conduct regular reviews of user access permissions.
4.8 Privacy
The Public University Website must comply with the University's Privacy Policy and all relevant privacy legislation. Website editors will:
- Verify privacy obligations before publishing any content.
- Ensure that Personal Information is not published without the express consent of the individuals concerned.
- Retain records of consent for the use of any Personal Information, including names, images, and other identifying details.
- Consult the University's Privacy Office for guidance if there is any uncertainty regarding privacy obligations.
Personal Information must not be included in website content unless express consent has been obtained, or the publication is in accordance with privacy legislation.
4.9 Record Management
All content on the Public University Website must be captured, version-controlled, stored, and archived in compliance with the Records and Information Management Policy (and subordinate Policy Instruments) as well as the Retention and Disposal Schedule.
The CMS must not be used as a recordkeeping system. Content that requires formal records management must be transferred to the approved University recordkeeping system, in accordance with the University's record management Policy Instruments.
4.10 Procedure Breach
Any websites or pages on the Public University Website that breach the requirements of this Procedure, or other related University policies and procedures may be deleted by website administrators, depending on the specific nature of the breach.
In addition to removal of content, breaches of this Procedure may result in Disciplinary Action under the relevant Policy Instruments.
5 References
Nil.
6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the table below.
7 Procedure Information
| Accountable Officer | Pro Vice-Chancellor (Engagement) |
| Responsible Officer | Director (Marketing) |
| Policy Type | University Procedure |
| Policy Suite | |
| Subordinate Schedules | |
| Approved Date | 30/5/2025 |
| Effective Date | 30/5/2025 |
| Review Date | 30/5/2030 |
| Relevant Legislation | Australia's Academic and Research Network (AARNET) access policy Disability Discrimination Act (1992) General Retention and Disposal Schedule (GRDS) TEQSA HESF Domain 7: Representation, information and information Management |
| Policy Exceptions | |
| Related Policies | Acceptable use of ICT Resources Policy Educational Partnerships Policy |
| Related Procedures | |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
| An online repository of guidelines and templates for the marketing and communication of the University by Employees, to Students and the community....moreAn online repository of guidelines and templates for the marketing and communication of the University by Employees, to Students and the community. Deputy Vice-Chancellor (Research and Innovation) The person bearing that title including a person acting in that position....moreThe person bearing that title including a person acting in that position. Action by the University to discipline an Employee for misconduct or serious misconduct and includes: formal censure or counselling; demotion by one or more classification levels or increments; withholding of an increment; suspension with or without pay; or termination of employment for serious misconduct only....moreAction by the University to discipline an Employee for misconduct or serious misconduct and includes: formal censure or counselling; demotion by one or more classification levels or increments; withholding of an increment; suspension with or without pay; or termination of employment for serious misconduct only. A person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University. Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. Concerned with the protection of Information from unauthorised use or accidental modification, loss or release....moreConcerned with the protection of Information from unauthorised use or accidental modification, loss or release. All print, radio, television and electronic Media including the internet and allied distribution channels. Includes social Media which are works of user-created video, audio, text or multimedia that are published and shared in a social environment, such as a blog, podcast, forum, wiki, or video hosting site. More broadly, social Media refers to any online technology that enables people...moreAll print, radio, television and electronic Media including the internet and allied distribution channels. Includes social Media which are works of user-created video, audio, text or multimedia that are published and shared in a social environment, such as a blog, podcast, forum, wiki, or video hosting site. More broadly, social Media refers to any online technology that enables people to publish, converse and share content online. Is information or an opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion....moreIs information or an opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. A high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy....moreA high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy. A Policy Instrument refers to an instrument that is governed by the Policy framework. These include Policies, Procedures and Schedules....moreA Policy Instrument refers to an instrument that is governed by the Policy framework. These include Policies, Procedures and Schedules. The official website of the University of Southern Queensland accessible via the URL unisq.edu.au/. Serves as a primary online platform for the University, offering information about degrees and courses, research, news, events, and other university-related activities. It does not include University hosted websites on subdomains, microsites and linked websites and resources that are not...moreThe official website of the University of Southern Queensland accessible via the URL unisq.edu.au/. Serves as a primary online platform for the University, offering information about degrees and courses, research, news, events, and other university-related activities. It does not include University hosted websites on subdomains, microsites and linked websites and resources that are not owned or controlled by the University. Research is the creation of new knowledge and/or the use of existing knowledge in a new and creative way to generate new concepts, methodologies, inventions and understandings. This could include the synthesis and analysis of previous research to the extent that it is new and creative....moreResearch is the creation of new knowledge and/or the use of existing knowledge in a new and creative way to generate new concepts, methodologies, inventions and understandings. This could include the synthesis and analysis of previous research to the extent that it is new and creative. Retention and Disposal Schedule A legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records....moreA legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records. A person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled. The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. Persons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiti...morePersons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiting, honorary and adjunct appointees; volunteers who contribute to University activities or who act on behalf of the University; and individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors or consultants, where applicable. | |
| Definitions that relate to this procedure only | |
| Accessibility Systems designed to enable access to a wider range of people with disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, cognitive limitations, limited movement, speech disabilities, photosensitivity and combinations of these. Content Management System (CMS) A CMS is software used to create, edit and publish content to the UniSQ website. The CMS for the University website is a customised version of Sitecore. Information Architecture Website information architecture refers to how information is organised, structured, and presented on that website, including the nomenclature of its navigation elements. Search Engine Optimisation (SEO) SEO is the process of improving a website's technical configuration, content relevance, and link popularity, making webpages are discoverable, relevant, and appealing to user search queries. Sub-sites A group of webpages that form part of the University website, and include:
User Journey The experiences of a person interacting with a web page or digital channel - what they will see, what they will click on and the steps they will need to take to complete a specific task. URL The address of a web page Web Content Web content includes written text, images, video and markup on the University website. | |
| Keywords | |
| Record No | 24/397PL |