university of pretoria website guidelines
TRANSCRIPT
University of Pretoria
Website guidelines
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For assistance with website development and website guidelines, contact:
Web Office
Room 2-11
Client Service Centre
Tel: 012 420 5867
or
For information on all resources associated with the University of Pretoria brand and
corporate identity, visit:
www.up.ac.za/brand
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Contents
1. Context and principles of UP web guidelines .............................................................. 4
2. Site navigation ................................................................................................................. 5
3. Access to information .................................................................................................... 6
4. University logo and co-branding ................................................................................... 7
5. Standard header .............................................................................................................. 7
6. Standard footer ............................................................................................................... 7
7. Metadata (tags) ................................................................................................................ 8
8. Information architecture ................................................................................................. 9
9. Training of departmental webmasters .......................................................................... 9
10. User focus vs internal focus ...................................................................................... 9
11. Website accessibility information .............................................................................. 9
12. Graphics and photography ....................................................................................... 11
13. Writing web content .................................................................................................. 12
14. Writing web news content ........................................................................................ 13
15. Language guide – translations ................................................................................. 15
16. Copyright issues ....................................................................................................... 16
17. Google PageRank and Webometrics ....................................................................... 16
18. Conceptual content/navigation template for faculty/department websites ......... 17
19. Request for a new website and support .................................................................. 21
20. Non-corporate CMS websites ................................................................................... 22
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1. Context and principles of UP web guidelines
The web guidelines of the University of Pretoria (hereafter referred to as the University) exist
to promote consistency and usability and to ensure consistent University branding on all
University websites. This web style guide consists of segments dedicated to the various
processes of website creation/management. The processes may or may not overlap
depending on a given entity's responsibilities. The recommendations provided cover general
site-wide characteristics. Recommendations on accessibility and content are given below.
The ZeroPoint platform has been designed with the end-user in mind: it includes an easy-to-
use, robust back-end that facilitates the effortless management of eBusiness. The platform is
a harmonious blend of PHP, CSS3, and HTML5 with API capabilities based on accepted
RESTful service standards in either JSON, SOA, SOAP or XML flavours.
Official version
The online version of this document represents the official web style guidelines for the
University.
This document will be adapted from time to time, taking into account contributions from
faculties, schools, departments and units. The University’s standards supersede the internal
standards of any faculty, school, department, division, etc.
Purpose
The following objectives prompted the compilation of the web guidelines:
Identity: University branding enables visitors to immediately recognise a web page’s
association with the University.
Usability: Sites need to be made as usable (quick and easy to use, navigate and
understand) as possible for the widest audience.
Consistency: Consistency simplifies navigation of pages for end-users of the
University’s website. The University is committed to maintaining a high level of
consistency across the different web pages on its website.
Accuracy: Pages must be up to date and accurate because this affects the
University’s reputation as a corporate and academic citizen.
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Accessibility: Adherence to W3C standards and accessible from any internet
enabled device.
Scope
The web guidelines apply to all public websites and official web documents of the University.
2. Site navigation
Visitors must be able to view how they arrived at a particular point so that they can
understand a site's architecture and return to their starting point if they have made a
“wrong turn”.
Ideally, users should be able to get to the information they want by using the minimum
number of clicks.
Items on navigation menus should be kept short and simple (preferably one word), and
the number of items should be limited (no more than seven items if possible), so that
they can be read at a glance and facilitate navigation. Unnecessary items will create
clutter and complicate navigation. A template for menu items is provided, which should
be used for all University websites.
All of the above can be achieved via a hierarchical navigation menu or breadcrumb
navigation, which involves the following:
o A hierarchical navigation menu shows the site’s structure while pages are being
viewed and allows the user to circle back to the starting point. This is usually
achieved by using a left-justified collapsible menu. Predefined navigational items
have been defined for each website. Please visit www.up.ac.za/web-office for
more information.
o The content management system allows for breadcrumb navigation to be
presented in a consistent manner: links are shown left to right in a single line (if
possible) above the main content. The breadcrumbs must include a minimum of
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two levels above the current page (if applicable), including the page’s immediate
parent.
o Menu items for all departments have been defined. Users are requested to keep
the information on their websites up to date. (See section 18 of this document -
Conceptual Content/navigation template for faculty/department websites).
3. Access to information
Instead of reading an entire web page, users may scan the page to get the
information they need. When scanning, users stop at:
o keywords;
o headings;
o bulleted lists; and
o links.
Information should be concise, to the point, relevant, well formatted, in a digestible
size and written in a style generally used in magazines aimed at an educated
readership.
Menu items on web pages should attempt to answer most main questions users are
likely to have with a view to making it easier for users to get to the information they
require.
Information should not only be relevant, but also accurate and up to date.
Content must be actively managed so that out dated information is removed and
replaced by current, topical information.
Keep in mind that text published in print often has to be rewritten before it is posted
on the web – what works in print, does not necessarily work on screen.
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4. University logo and co-branding
It is important for webmasters and publishers to refer to the web standards (available
from the Web Office) for rules regarding the use of the University logo and co-
branding options. Please also consult the Brand style guide regarding co-branding.
When users click on the University logo they should always be taken back to the
website’s main page.
5. Standard header
The standard header is defined with the following links/menu items, which will be
consistent across all mini-sites. It also provides a means of navigation for visually
impaired visitors who use text readers.
Menu items listed under “navigation position” 1: MyTUKS Login, JuniorTukkie,
Careers @UP, Tenders @UP, A-Z Site Index.
Menu items listed under “navigation position” 2: About UP, Study at UP, Faculties,
Schools and Departments, Institutes and Centres, Research, Library, Publications,
Media, Giving, Enterprises.
6. Standard footer
The standard footer is defined with the following links/menu items, which will be
consistent across all mini-sites. A textual footer provides a consistent connection with
the University's top-level pages and its legal requirements. The standard footer
contains the following links/menu items:
o All Faculties, Popular Links, Maps and Directions, Institutional Research
Themes, Institutional Repositories, Social Share icons, Ethics Hotline;
o A link to the contact module;
o Website disclaimer;
o Campus Emergency Information
o Privacy Policy and Terms of use.
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7. Metadata (tags)
When creating a website or a web page on the ZeroPoint content management
system the webmaster or publisher must ensure that the correct metadata is applied
to that page or site. On a site level the metadata must include “University of Pretoria”
and a site name, such as “Department of Economics”. It is advisable to also include
other level tags, for example (as a continuation of the example above), Faculty of
Economic and Management Sciences. On a page level it is critical to have the page
name tagged, such as “About us”, combined with positioning tags, such as
“Department of Economics”, and keywords as descriptors of the content on that page.
Adding these metatags is imperative for optimal search indexing.
Search engines frequently catalogue page content and other applicable information in
an index for easy retrieval by a user when a search is started. Metatags show
information about the content. As the content owner, you can make it simpler for
users to find what you have provided by using both these methods to define and
describe the content of your pages.
Metatags help search engines find and index your web pages by providing:
o the name of the author or authoring department;
o a brief description of the content; and
o keyword search terms for indexing.
Using metatags increases the likelihood that users searching for your information will
find it. The University of Pretoria's search engine generates search results by
comparing search terms against a pre-made index of the content of every page in the
www.up.ac.za domain. Please note that metatags are required for home pages and,
although optional, are strongly encouraged for interior pages.
Metatag technical information
University of Pretoria community members can use the University of Pretoria Dublin
Core Meta Tag Generator (http://www.dublincoregenerator.com/generator_nq.html) to
generate metatags.
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8. Information architecture
Most people spend their time on other sites. By implication international trends in
information architecture create a benchmark for the webmaster or publisher to follow.
The standard items supplied in the template were compiled paying heed to current
trends and putting them into the context of the University; therefore, these items
provide you with a starting point. Arrange your content according to these
standardised items as far as possible so as to enable your site visitors to quickly and
accurately find what they are looking for. Group the content that has remained
unallocated into broad categories of information in accordance with the webmaster’s
understanding of users’ needs and international trends. For users who require more
information, include page levels to provide increasing degrees of detail.
9. Training of departmental webmasters
The Web Office provides training for webmasters of departmental sites that reside in
the web content management system (ZeroPoint CMS).
Visit our www.up.ac.za/web-office site for more information.
10. User focus vs internal focus
Sections and content must be organised in accordance with the needs of users and
not necessarily in accordance with the needs of departmental organisation or
hierarchy. Try to imagine which items users would logically wish for and group them
accordingly, even if it means grouping functions from different areas together. To
assist with the process, the Web Office has identified standard menu items for each
website. Visit our www.up.ac.za/web-office site for more information or refer to Site
navigation (section 2).
11. Website accessibility information
In order to ensure equal access to information for all users, all the University’s
websites should comply with the Web Content Accessibility Guidelines (WCAG) 2.0
(http://www.w3.org). These standards have been created as part of the Web
Accessibility Initiative (WAI) (http://www.w3.org/WAI), a working group of the World
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Wide Web Consortium (http://www.w3.org), to ensure that web content is accessible
to all. Section 508 of the USA Government Rehabilitation Act (www.w3.org) outlines
many of these necessities.
Checklist
Provide text equivalents to all non-text content: Ensure that your metatags are
compiled correctly and that you make use of descriptive language when compiling
them.
Make sure that text and graphics make sense without colour. People who are blind,
colour blind or visually impaired or who are using devices with no colour or nonvisual
displays will not receive or understand information that relies on colour for its
meaning.
Page content should be free of grammatical errors and easy to read and understand.
Provide alternate routes to information when using interactive technologies.
o Provide captions and transcripts of audio material and descriptions of video
material.
o Use special effects with caution and only with good reason. It is recommended
that you do not use Flash, Shockwave or other interactive elements because
special effects:
may not be accessible to some users;
may not work (or work unpredictably) on different systems;
are harder to implement and maintain; and
take longer to download and often require users to install plug-ins.
Use descriptive links.
o Instead of denoting a link with the words “Click here” or a similar phrase, be
descriptive when providing links, for example: “Further information from the
W3C on web accessibility”.
o Consider allowing descriptive links to stand on their own line or provide an
ordered or unordered list of links in HTML.
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o Use mark-up language rather than images, visual cues, fonts or sizes alone to
emphasise the structure of your page.
Avoid using browser detects.
o Different content is presented to different visitors based on the browser they
use. If something does not work in a given browser, that element should not
be used at all instead of only being presented to a segment of visitors. Please
note that Flash is not supported on Apple products or within the Safari
browser.
Insert a printable character surrounded by spaces between two adjacent links.
Example: <a href="dogs">dogs</a> | <a href="cats">cats</a> | <a
href="birds">birds</a> | <a href="snakes">snakes</a>
Use of Breadcrumbs is recommended – this is incorporated into the system.
Strongly discouraged practices include:
o designation of headings by using bold formatting;
o use of red/green combinations; and
o making navigation or other essential information solely dependent on images.
12. Graphics and photography
PNG, GIF and JPEG are the most common formats for web graphics. Users can
download and use image manipulation programs available on the web such as GIMP.
Please also refer to the style guide for photography on the Department of University
Relations’ microsite.
PNG
o Smaller file size (5% to 25% more compressed than GIF)
o Best for transparency
o No jagged edges and no need for matte colour matching
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JPEG
o Better for images with subtle variations of colour (supports 16 million colours)
o Higher compression tends to degrade quality; can adjust compressions to
avoid large file size and poor image quality
GIF
o Better for smaller graphics with text
o Supports animation
o Using a transparent background will prevent dithering
o Smaller file size
o More restricted colour palette
13. Writing web content
Users want to find what they are looking for as easily and quickly as they can. Web-
oriented writing and editing are vital for optimum content delivery.
o Please note that users usually start off by scanning a page rather than by
reading the entire page.
o Use the “inverted pyramid” writing style: start with the point, then support it,
using links for more in-depth details.
o Use one idea per paragraph.
o Keep the most important elements “above the fold”, that is, visible upon initial
page viewing without scrolling.
o Categorise in accordance with users’ needs, not in accordance with
departmental organisation or hierarchy.
o When creating a link, do this by highlighting only the most important word (or
at most three important words), and NOT by using “click here”.
o Use the active voice, for example, say “The company published the book”
instead of “The book was published by the company”, which is the passive
voice.
o Provide links to related and additional detail.
o Facilitate scanning with subheadings, bullet points, lists and captions.
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o Do not put items that belong in a list in a paragraph to save space.
o Do not expect your visitors to read everything.
o Do not put everything on one page.
o Use tables only when necessary.
It is important to maintain a consistent language style and usage throughout the
University website. Please refer to the Language Unit’s style guide.
14. Writing web news content
14.1 The following points should be kept in mind when writing articles for
placement on the web:
o It is important to create news pages that are engaging and draw people. News
should be current, accurate and interesting.
o When creating content/news stories for publication on the University website,
one can assume that the audience is educated. Journalists writing for a
newspaper, for example, have to assume that they are writing for someone
who has completed Grade 6, we can assume that we are writing for a reader
who has completed at least Grade 12, BUT it must be borne in mind that the
readers are not necessarily experts in the topic under discussion.
o Keep in mind that the article will primarily be consumed by a complex and
diverse audience who are external to the University (that is, not current
students or staff). Also, the article should not only be aimed at other
academics in the same field.
o Use pictures and captivating headlines to draw readers and hold their
attention. A good news item has a title that attracts the reader’s attention and
a short introduction that starts with the strongest news angle (the strongest
feature; in other words, what people would most want to know). If the article is
to be recommended for placement on the UP web’s front page, the relevance
of the topic to the promotion of the University’s reputation should be
immediately apparent in the introduction.
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o Angle your story: What would your readers like to know? If you had to tell the
story to a friend and only had a few seconds to get her attention, what
information would you give first of all?
o News items are different from calendar events, that is, a news story should
always have a news focus and should not only announce an upcoming or a
past event. Interpret the information for your readers: Why is this important?
How will it affect them? Give insight.
o Make it real for readers: When reporting on a research/academic
article/speech/event, summarise, make it understandable and relevant. Write
with the reader in mind.
o Give the facts (and make sure they are correct).
o Quote knowledgeable people or experts to support research facts, and report
on the opinions of ordinary people.
o Keep your sentences and paragraphs short – if the point is not clear to your
readers, you are going to lose their attention.
o Always be positive and slant the article to support the University’s strategic
goals and to build a good image. The point is not to be neutral; the point is to
promote the institution.
o Always have someone proofread an article before uploading it onto the web.
o Planning ahead allows for proactive news reporting. The University and
academia operate in cycles, such as graduation, rankings and examination
periods, and good planning for placement of news items could bolster certain
cycles and fill up gaps in periods of little activity.
14.2 Front page news selection
Important note: Where necessary, items selected for the front page may be rewritten
or re-angled to best promote the image of the University. The webmaster involved will
be informed if the original article was amended for publication on the front page. The
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news editor will send articles to the Language Unit for editing and translation where
required.
When deciding on articles for the front page, priority is given to items that:
o promote the internationalisation of the University’s reputation;
o promote the University as a research-intensive institution;
o build the international research reputation of the University;
o are attractive to potential students (both under- and postgraduate);
o build the University’s reputation to make the institution attractive for influential
parties such as potential funders and the media; and
o position the University as part of broader society.
The basic criteria can be summed up as follows:
o Major academic news
o Major corporate news
o Other academic news
o Other corporate news
o National and international awards for students and staff
o National sports or cultural events and achievements
o Other news
The placement and duration of a news item will therefore depend on positional
availability and institutional importance. For example, a research breakthrough that
has an international impact would be regarded as the ideal type of news item to be
published on the University’s website as it could generate a lot of international
exposure for the institution.
15. Language guide – translations
The University’s Language Unit has produced a Language style guide (which is
available on the Web Office microsite) and glossary of terms that addresses many
stylistic issues you are likely to encounter in communications related to the University.
Standard University terminology can be found in the glossary. If you have any
questions about a specific University entity, confirm the required information with that
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entity, either through the University's printed faculty/staff/student directory, or through
the Department of University Relations’ Publications Group.
Translations: The main website, websites aimed at key audiences (such as
prospective and current students), faculty pages and corporate pages should be
presented in both English and Afrikaans.
It is imperative for websites to be kept current and to be actively maintained in all the
languages in which they are presented.
16. Copyright issues
The website publisher (the person responsible for making the content public) will be
held responsible for compliance with all copyright and intellectual property rights
requirements.
17. Google PageRank and Webometrics
If you are competing for ranking in worldwide search engines, such as Google, and
web rankings, such as Webometrics, you must maximise the number of links to your
site.
The PageRank algorithm uses Eigenvalues and -vectors to rank the importance of a
page based on how many other off-site sources link to it and how important those off-
site sources are. Therefore, it is important to increase the number of backlinks to your
site and to take the quality of the links into account because quality makes quite a
difference. To increase the number of links to your site, you can:
o seek out forums where you can post links to your site;
o list your site in several online directories;
o use organisational connections to get sites to link to yours;
o ensure that open access articles are published in the institutional repository
(UPSpace) and that you refer people to those articles;
o consult http://www.webometrics.info/en/Best_Practices to get more information on
best practices for university websites; and
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o consult http://repositories.webometrics.info/en/node/20 for more information on best
practices pertaining to repositories.
18. Conceptual content/navigation template for faculty/department websites
Faculty website
Navigation items
Home (faculty landing page)
o “Faculty name” overview
About xxxxx(Faculty name)
o Message from the Dean
o Office of the Dean
o Message from the Deputy Dean: Teaching and Learning (optional)
o Vision and mission
o History (optional)
o Staff
Academic programmes
o Undergraduate
o Postgraduate
o Short courses
Schools and Departments
Centres, Units and Institutes
Research
o Message from the Deputy Dean: Research (optional)
o Academic Profiles
o Expert list (optional)
o NRF-Rated Researchers
o Research Focus Areas
o Master’s and Doctoral Research opportunities
o Post-doctoral Opportunities
o Research Ethics
o Research Presentations (optional)
Community Engagement
Teaching and Learning
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Partnerships and Collaborations
Galleries
News
Contact xxxx (Faculty name)
Social Media
o Facebook
o Youtube
Any other links specified by the Faculty
School website
Navigation items
Home (landing page)
o “School name” overview
About us
o Message from the Chairperson
o About the School
o Staff
Departments
Galleries
News
Contact us
Social Media
o Facebook
o Youtube
Faculty Home
Any other links specified by the School
Departmental website
Navigation items
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Home (Departmental landing page)
o “Department name” overview
About us
o Message from the HOD
o About the Department
o Staff
Research
o Academic Profiles
o Expert list (optional)
o Research Focus Areas
o Research Projects
o Research Facilities (optional )
o Postgraduate Students (optional)
o Research Chairs (optional)
Centres, Units and Institutes
Partnerships and Collaborations
Academic programmes
o Undergraduate
o Postgraduate
o Short courses
Galleries
News
Contact us
Social Media
o Facebook
o Youtube
Faculty Home
Any other links specified by the Department
Unit and Centre website
Navigation items
Home (landing page)
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o “Unit or Centre name” overview
About us
o Message from the Director
o About the Unit/Centre
o Staff
Research
o Academic Profiles
o Research Focus Areas
o Research Projects
o Research Facilities
o Postgraduate Students (optional)
Faculty Home (optional)
Department Home (optional)
Contact us
Galleries
News
Social Media
o Facebook
o Youtube
Any other links specified by the Unit/Centre
Support Service Department website
Navigation items
Home (Support Service landing page)
“Support Service name” overview
About us
o Message from the Director
o About the Department
Vision and Mission
Services offered
Policies (if applicable)
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Staff
Contact us
Any other links specified by the Support Service Department
19. Request for a new website and support
Should you want to create a new website, you are required to fill in a form at
http://www.up.ac.za/web-office. Should a website require a special functionality, the
requirements must be sent in writing to the Web Office for consideration and
processing.
If website support is required, users are requested to submit their support ticket at
http://webhelp.up.ac.za or email their request to [email protected]. The Web Office
will endeavour to resolve the ticket within the stipulated time of 24 hours.
If you wish to have a co-branding issue resolved, please contact the Department of
University Relations.
The University’s web policy states that official websites of the University should be on
the official CMS; however, there are exceptions to this rule and applications for
exceptions must be submitted in writing to the Web Office. The Web Office,
Information Technology Services and the Department of University Relations will not
be in a position to support websites that are not on the official CMS. The managers of
websites not on the official CMS will be responsible for maintaining consistent
standards that comply with the policies and other relevant documents of the
University, for instance the information policy, web standards, the brand policy and
brand standards. If an organisational unit with an external website wants to become
part of the official CMS, the Web Office will facilitate the process.
Please visit http://www.up.ac.za/brand to familiarise yourself with the brand requirements
and guidelines of the University of Pretoria.
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20. Non-corporate CMS websites
Purpose:
The University of Pretoria (UP) Web policy states in paragraph 3.5 that all University of
Pretoria associated websites should be on the corporate CMS platform – “The use of the
content management system for corporate websites is compulsory. All existing corporate
websites have to be transferred to the new content management system. Personnel can be
trained as and when needed.” The UP Web policy further states in paragraph 3.6 that: - “The
CSC manages a process for dealing with exceptional cases, that is, special requests that are
received to compile web pages outside of the content management system.”
This section serves as a guide for the process to manage the exceptions.
Organisational scope:
All faculties, support services and other units of the University of Pretoria that publishes a
public website not on the corporate CMS.
Principles:
A non-corporate CMS website is an exception and should be avoided as far as
practically possible (namely one that does not resort on ZeroPoint and / or does not
use the up.ac.za domain).
University of Pretoria policies, standards and guidelines will remain applicable in even
under circumstances where an exception to a specific clause (or clauses) is made.
That clause (or clauses) is separable from the rest of the policy, standard or guideline
and are deemed separated, with the rest of the applicable document remaining
enforce.
The non-corporate website must still contribute to the achievement of goals and
objectives of the University Strategic Plan 2025 and its associated action plans.
The CSC (“Web Office”) is responsible for the management of content on UP public
websites and therefore retains strategic control whilst operational execution is
delegated to the specific organisational unit (“Owner”) that requests the exception
and will manage the website.
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Implication:
The organisational unit (“Owner”) requesting an exception will be responsible:
to provide substantive reasons why that exception should be made;
to maintain alignment with the UP brand, corporate image and language styles within
the framework as set out in the various UP policies, standards, guides and guidelines;
to promote the University of Pretoria as a research intensive university;
to contribute to the improvement of rankings and ratings of the University with
specific, but not exclusive, reference to the Webometrics rankings;
to ensure proper operational management of the website’s technical and content
functions;
to ensure adequate resourcing of the website and its functions including carrying any
costs associated with the website;
to ensure access to the website, the system and the hosting environment for the Web
office;
The CSC (“Web office”) will:
decide on the applicability of the reasons submitted;
review the potential for successful implementation and execution;
periodically evaluate the status of the website and the exception made;
The organisational unit (“Owner”) managing the website operationally will be responsible for
any costs associated with the incorporation of the website on the corporate CMS should the
strategic review deem the exception no longer relevant or desirable.
Process
The Owner requesting an exception should complete and submit to the Web Office:
the standard website request form (available from the Web Office) which includes the
purpose of the site and a basic needs analysis;
attach a ‘Motivation Document’ that relates the substantive reasons why that unit
believes that the website cannot be accommodated on the corporate CMS system;
these must be indicated under the sub-headings: development requirements, content
issues, design issues and other issues; where development requirements relates to
technical, integration and functional limitations of the existing corporate CMS and IT
systems.
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The Web office reviews the submitted documentation and makes a finding on the motivation
being accurate and substantiated. The Web office may then give a preliminary endorsement
of the exception.
The Owner must compile and submit a ‘Management Plan’ (with a minimum planning horizon
to the December of the following year) to the Web office, should the Web office have
endorsed the exception. The Management Plan must make explicit, but should not be limited
to, details relating to the Owner’s resource allocation, the hosting provider and environment,
system provider, development, content management, layout and design and control
schedule.
The Web office, and if necessary the Web Committee, evaluates the management plan with
reference to it being sufficient and feasible and also to its alignment with UP policies,
strategies, standards, guidelines and any other criteria deemed necessary. The Owner and
the Web Committee is notified of the decision should the exception be approved.
The status of the exception is reviewed periodically by the Web office. The Web office
schedules the review date in its discretion, but no less than annually.
The Review Document must be compiled by the Owner and submitted to the Web office two
weeks prior to the review date.
The ‘Review Document’ includes a standard site description, an updated Motivation
Document and an updated Management Plan.
The Web office, and any other party it deems needed such as ITS and DUR, evaluates the
Review Document and approves or declines an extension of the exception during the review.
An exception may be approved if:
the motivation is deemed accurate and substantiated,
the website is aligned with UP policies, strategies, standards and guidelines and any
criteria deemed necessary,
and if the management plan is sufficient and feasible.
The Web office will compile a project plan for transfer of the website to the corporate CMS
should the extension be declined. The Owner will execute the project and carry all costs
associated with it.