Policies For Official Departmental and Personal Web Pages


I. General Policies

The World Wide Web (the Web) offers the SUNY Ulster County Community College (SUNY Ulster) community a wealth of teaching and research resources. In keeping with the principles of academic and intellectual freedom, SUNY Ulster supports the rights of faculty and staff to create and receive educational information through the Web.

Access to the Web is made available to all eligible faculty and staff as part of SUNY Ulster's educational and computing network. The creation of a Departmental or Personal Web page on our server is a privilege extended to members of the SUNY Ulster community. Because the quality and accuracy of information published on the SUNY Ulster official Website directly affects its reputation and image it is essential that such information follow minimal guidelines of content and structure. Web pages must conform to all applicable SUNY Ulster policies and procedures, as well as all federal and state laws.

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II. Ulster County Community College's Technology Policies

SUNY Ulster has defined its policy for the use of computers and technology in the document titled Ulster County Community College Technology Policy (clickhere for the complete document). Section 18 of the document specifically addresses Web issues, and is included here.

"Those who publish World Wide Web pages or similar information resources on College computers shall take full responsibility for what they publish; shall respect the acceptable-use conditions for the computer on which the material resides; shall obey all applicable laws; and shall not publish commercial advertisements without prior authorization.

References and links to commercial sites are permitted, but advertisements, and especially paid advertisements, are not. Users shall not accept payments, discounts, free merchandise or services, or any other remuneration in return for placing anything on their web pages or similar facilities.

Web pages on the College's network are subject to the same rules as other uses of the same facilities. Web pages are to be coordinated by the College's Coordinator of Web Services.

When you publish something on the World Wide Web, you are putting it before a potential audience of millions. You have the same responsibilities as if you were publishing a newspaper. If the content is libelous or deceptive, people can sue you and you can be held personally liable.

Since there are laws against distributing obscene material (not just creating it), a link to an obscene web site can be a violation of the law. This is true regardless of the status of the Communications Decency Act or other new laws that specifically mention computers.

There is no College rule that prohibits you from viewing any web page anywhere. However, the College's sexual harassment policy prohibits you from displaying sexually explicit material which interferes with anyone's work or academic performance or creates an intimidating, hostile, or offensive working or academic environment. That is why we do not permit the display of erotic images on screens visible to others.

If you want to reproduce copyrighted pictures, cartoons, or comic strips on your web page, you must have the copyright owner's permission. It is not sufficient to reproduce the owner's copyright notice; you must actually obtain permission for yourself, just as if you were publishing the same material in a newspaper. Brief textual quotations do not always require permission as long as the source is acknowledged and you are not reproducing a complete work (poem, essay, etc.).

You are welcome to include links to businesses and commercial sites for their information value, as long as your links do not constitute advertisements. If you are personally connected with an outside business, you may mention the connection briefly on your College web page so that people who are looking for you can find you. (For example, authors of books can include links to their publishers; consultants can include links to their consulting firms; and College units can advertise publications, software, and similar materials produced in connection with their work.) However, you must not solicit outside business or publish commercial advertisements or advertising graphics on a College computer.

You must not accept payments, discounts, or anything of value in return for placing anything on your web page. The College's disk space and communication capacity are not yours to sell. This applies to all computers directly connected to the College's network cables, even if they are privately owned."

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III. Policy for Departmental Pages

Each department of the College will have a generic home page. The College's Web Coordinator will create a basic page listing the department's name, location, telephone number and e-mail address, when applicable. This page will also include a list of staff, with titles. This page will conform to a general style for all departments, and will serve as the department's home page unless the department elects to create and maintain its own home page.

Each department is encouraged to create its own page. If it so chooses, all the official policies for web pages listed in Section II apply to these self-created pages. In addition, the department will assume the responsibilities for the content and accuracy of the pages, as well as keeping the pages up to date. (Prior to designing the page, you may want to refer to Attachment B, "Suggestions for Creating Faculty and Staff Web Pages".)

The minimum content of a standard set of departmental pages should include the name of the department, location of offices, phone numbers, e-mail address, name of the head of the department (Director, Chair, Supervisor, Coordinator, etc.), and a listing of faculty and/or staff along with each person's title. Additional content could include links to other pages created by the department (degree programs and courses offered, syllabi, etc.), links to the personal pages of faculty/staff, and links to non-SUNY Ulster web sites.

When the department is ready to create their own pages, the department Chair should contact the Web Coordinator to arrange for the creation of a folder in the directory. The Chair will be given the name of the folder, and will inform the Web Coordinator as to who will be the department's designated liaison and allowed access to the folder.

The designated liaison will also be responsible for responding to inquiries that are either sent directly via an e-mail link to the contact person or via e-mails that have been forwarded from the College's Web Coordinator.

Each top level page, the department home page, must:
- Be named index.htm
- Link to the SUNY Ulster home page: http//www.sunyulster.edu
- Link to the SUNY Ulster disclaimer:http://www.sunyulster.edu/privacy_legal/disclaimer.jsp
- Include the last date the page was updated
- Include contact information/e-mail address for the liaison.(Optional)

All department pages should be linked to each other, and back to the home page, so that the all the pages remain navigable.

When the page is ready to be uploaded to the SUNY Ulster site, follow the instructions in Section V. Once the page is on the Website, it is the departments responsibility to notify the College's Web Coordinator whenever any significant changes or additions are made to the original page. Failure to abide by these policies may result in the removal of the page from the Web.

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IV. Policy for Personal Pages

All faculty and staff are encouraged to develop and post a personal web page on the SUNY Ulster website. The primary purpose for these pages is to serve as a resource for official College information, educational purposes, personal expression and the exchange of ideas. SUNY Ulster will not attempt to censor or actively police the content of personal web pages but will deal with problem situations as they arise. Such situations would include violation of the responsibilities listed here and in Section II.

Individuals who wish to create their own page should review the policies in Section II, above, and refer to Attachment B, "Suggestions for Creating Faculty and Staff Web Pages" for more suggestions. Further assistance is available through the Office of Information Technology's Instructional Design.

The faculty or staff member who creates a personal page is considered the owner of that page, and the final responsibility for the content rests with the owner. Those who create their own Web page assume responsibility to maintain it, and update it.

Each top level page, the home page, must:
- Be named index.htm 
- Link to the SUNY Ulster home page: http//www.sunyulster.edu
- Link to the SUNY Ulster disclaimer:http://www.sunyulster.edu/privacy_legal/disclaimer.jsp
- Include contact information/e-mail link for the owner of the page
- Include the last date the page was updated

All personal pages should be linked to each other, and back to the home page, so that all pages remain navigable.

Even though this is a personal page, it is part of the official SUNY Ulster Website, and must conform with policies already listed, as well as the following:
-Personal pages must not be constructed or used as business pages or for profit.
-Your page cannot host an external (non-SUNY Ulster) organization, whether that organization is for-profit or not-for-profit.
-An organization supported by your page must be SUNY Ulster related.
-Photographs of people, especially minor children, will not be used without express permission from the subject or a parent or guardian.

Creation of Web pages for educational and research purposes may involve incorporation of original works of third parties (e.g. literature, photographs, etc.) that may be covered by copyright laws. Web page owners are encouraged to obtain all permissions that may be necessary to incorporate works of third parties on their page. Use of such works may be permitted by the principles of fair use, consistent with the copyright laws.

(For more information on Fair Use, the Regents of the University System of Georgia have published a very complete Guide to Understanding Copyright and Educational Fair Use, available on the Web at:http://www.usg.edu/admin/legal/copyright)

When the page is ready to be uploaded to the SUNY Ulster site, follow the instructions in Section V of this document. Once the page is on the Website, it is the owners responsibility to notify the College's Web Coordinator whenever any significant changes or additions are made to the original page. Failure to abide by these policies may result in the removal of the page from the Web.

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V. How To Publish Your Page

For web pages to be available on the Internet, they must reside on the college's web server. Web pages and associated files can be easily transferred to the web server from any administrative computer at the college's main campus or the Business Resource Center. Due to the fact that student computers do not have write access to the web server, pages cannot be transferred to the web server from student computers (i.e. those in the Open Computer Labs and the Library). Pages can be transferred to the web server from faculty and staff members' office computers (both on the main campus and at the BRC), or the computers in the The Place (BUR119). For alternate methods of transferring pages and associated files, please contact OIT at 687-5169.

Loading Your Web Page

Once you've built your page, you have to load it on the College's server. You can do this from your office, as long as you are connected to the administrative network. If you build you page at home, load all the files onto a floppy disk or CD, and bring it to campus to load from a terminal on the administrative network. Either way, the instructions below will allow you to load to the server.

1. Log on to a computer that is on the Administrative system, your office computer or one in The Place, VAN 119 A, using your regular login and password.

2. Insert the floppy or CD on which you have your files stored. (If you have your files stored in a folder on your hard drive, and are connected to the Administrative system, load directly from your folder.)

3. Double click to open My Computer, and select the appropriate drive where the files are located (3 1/2 " Floppy, CD drive, etc.).

4. Select the folder containing your web site files, and double click to open it.

5. Go to Edit and click on Select All.

6. Go to Edit and select Copy.

7. Close the drive and My Computer window.

8. Click on Start, select Run.

9. In the space to the right of the word "Open", type the following:
\\ucccwww2\faculty\your name

10. A window with your name on it should appear. Select Edit and then Paste.

11. Close the window. Remove floppy or CD. Your page should now be online. You can view it and check that it as you want it to look, check that all links are working, and proof it for errors.

The address for the page is:
http://people.sunyulster.edu/your name

12. Contact the Web Coordinator, and let him know your page is loaded and ready to have links set from the Faculty/Staff Web Page Directory.

You must contact the Web Coordinator to have a link created from the College's website to your page's index.html file. If we are not aware your page exists on the server, we cannot properly maintain the site. Once the link is activated, you will be notified by the Web Coordinator.

Jack Murphy
DEW 205 

Revised Jan. 28, 2004

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