Campus Website Manual

Anyone in the campus community can request edits and contribute to varied content streams. 

Website Requests and Procedures

Marywood University’s website represents the image of the university. For many, it is the very first time they meet our vibrant community. It’s important that the web presence of the university engages the audiences we serve immediately and reflects their needs.

A website visitor should experience the same warm welcome and sense of inclusivity as a visitor to our physical campus. They should also expect to have issues resolved quickly, to have questions answered thoroughly and to complete actions on our site within a positive image of the University.

All web pages must comply with the following criteria: 

All web content represents Marywood University, and therefore, must be in conformity with Marywood University’s Mission and Core Values. 

Official web pages must prioritize audiences, page goals, and outcomes. 

Departments must work collaboratively with the Marketing Department to upload and review their website content.

University Website Policy

Community Contributor

Page Administrators and the campus community can contribute the following to Marywood.edu without being traditionally trained in the Website CMS (Content Management System).

These pages include individual undergraduate/graduate programs of study pages and academic department pages.

Accreditation compliance is important and can be maintained via the below requests. Please submit any original documentation, emails. or links provided regarding the regulation. Accreditation info is placed on each individual program page and in the sidebar on Academic Department pages. View full list of accreditations.

Please allow one to two business days for a response, and at least five - seven business days for completion. Requests submitted directly to a member of the Marketing Department team will be directed to the Academic Pages Website Request Form. 

If a page update is appealed, the original or Marketing-approved page will be published during the appeal process.

Academic Pages Website Request Form

Guide for Updating Program Pages (PDF)

Emergency Requests

In the case of a web emergency (404 error, page is missing, accreditation citation, legal/policy mandate, ect.), please continue to submit the page link and needs via the general website request form with, noting the urgency.

Requests due to operational issues such as lack of approved CMS training, failure to plan for employee turnover or lack of a backup primary editor/content contributor do not constitute an emergency and will be processed accordingly.

The primary source document for the website is the Smart Catalog subdomain managed by the Registrar, found at: marywood.edu/catalog and any urls where you see "smartcatalogiq", such as: https://marywood.smartcatalogiq.com

To comply with official accreditation rules and regulations, all official course information should be pulled directly through a feed to Smart Catalog, which is maintained by the Registrar’s Office and accessed by Marketing & IT Departments. 

All academic programs (undergraduate/graduate degrees, certificates, minors, and courses) will reflect the official listing in the Marywood University catalog.

Smart Catalog - Standard Operating Procedure

Out-of-Cycle Catalog Update Requests Form

Any edits or additions you may need for your web page is important to us.

Marywood's website is designed to act as an admissions tool, providing up-to-date, clear, and concise information for prospective as well as current students interested in exploring opportunities to further their professional and academic journey at Marywood.

Whether you need us to make a routine correction or provide guidance on how to better display the information that matters to your department and the students and prospects visiting your page, we'd like to help.

Web Help Requests

General website assistance requests for all pages and content sections must be submitted through the appropriate web request form. Please allow one to two business days for a response, and at least five - seven business days for completion. Requests submitted directly to a member of the Marketing Department team will be directed to the web campus manual found at: marywood.edu/campus-manual

If a page update is appealed, the original or Marketing-approved page will be published during the appeal process.

Emergency Requests

In the case of a web emergency (404 error, page is missing, accreditation citation, legal/policy mandate, ect.), please continue to submit the page link and needs via the general website request form with, noting the urgency.

Requests due to operational issues such as lack of approved CMS training, failure to plan for employee turnover or lack of a backup primary editor/content contributor do not constitute an emergency and will be processed accordingly.

Outsourced work note: Some departments may be able to make financial investments for web development needs. In the event of such contracts, all requests for proposals for website work must be approved by the Executive Marketing Director. If there is a dispute, the matter can be elevated to the *Web Governance Board.

General Website Request Form

Employee Listings and Bio Updates are managed by Human resources with colleague and smart catalog integrations.

WHAT CAN BE UPDATED?

  • photo (Recommended Size: 500px W x 460px H; 72 dpi)
  • biography (can be copied and pasted into the field)
  • publications
  • office information
  • phone information

*Forms must be submitted by the individual using their Marywood credentials.

Employee Bio Update Request Form How to Guide

Change of Name/Address

Other Change Requests: 

Current Order of Staff Listings:

The degree and academic department templates follow the same order as the primary directory: beginning with chairs, associate directors, etc, and then everyone else in alphabetical order. As a note, this connection depends on department names in dotCMS being the exact same as the department names we have listed in Colleague.

Changes to Staff Orderings: 

Circa March 2024 it was discussed with the deans that faculty have requested more specific ordering; such as, by Department Chair first, followed by full-time faculty, followed by Professional Staff, followed by Administrative Assistant and then Adjunct. 

While we are aware that other universities have adopted this structure, and the Deans understand the importance of the hierarchy, it is not deemed a primary priority at this time. It will be beneficial for the college restructuring to be be complete before a cross-department team will be able to add this to the priority list in a few months.

Directory Documentation:

Included below is the documentation that outlines the how the directory and faculty pull currently work. It also includes a list of common FAQs

Directory Documentation 

The master forms page can be found at: marywood.edu/forms. There are 2 types of forms used on Marywood.edu: 

  1. Static Forms - Fixed documents such as *PDFs, Word, Excel, etc. 
  2. Dynamic Forms - Forms with links such as Google Forms/Links, Frevvo Forms, Slate, University Tickets, etc.

Existing Forms & Updates — Are maintained by the Marketing Department. If you would like an existing form added to the forms page or if you would like to make an update to a current form, please submit a request through the button below that includes the links to your dynamic forms or static form files. *Upload ready accessible and fillable PDFs preferred.

Submit Form Listing Updates to Marketing

Tech Help/Tips: 

  • If a Frevvo form does not exist and needs to be created, please fill out a Helpdesk Ticket with the IT department. 
  • To sign in to Frevvo forms:
    • Your username is your MarywoodYou portal username plus "@marywoodcloud.edu" Your password is the same as your MarywoodYOU Portal password.
      Example: 
      Username: jsmith@marywoodcloud.edu
      Password: your password
  • If you need help creating PDFs, Word Docs, Google Forms, etc. please visit the EdETech for more info.

HELP WITH FREVVO FORMS HELP WITH TECHNOLOGY

    Various feeds and softwares contribute to event content on Marywood.edu.

    Admissions Calendar Feeds

    Managed by the Marketing and Admissions Departments

    Web Calendar Events - If you need to add, remove or edit an event on your department's web calendar

    ADD, REMOVE, OR EDIT WEB CALENDAR EVENT

     

    25 Live Events - If you need to reserve a specific room on campus for your event

    Submit Event Listing

    Community stories are the most genuine way to join together to share the great things Marywoodians are doing. Submit your own story or request marketing support.

    Resources & Tips for Submitting Requests

    • Same-day service will not be guaranteed.
    • Please include a written summary of your feature, and we will revise for best use when you submit your story. 
    • Always spell check and double check any dates and times.  
    • Use the attachment section to include high-quality graphics, references, or word docs.
    • Please allow three weeks’ notice so we can properly plan your publicity. Note: Stories will be posted to appropriate web/social channels as identified by Marketing.

    Submit News Update

    SAMPLE STORIES

    Sharing the profiles of our student, faculty, and staff are a fail-proof way for people to get to know you, your specialty, a program, or the good things Marywood students are doing.

    Resources & Tips for Submitting Requests

    • When writing your profile, consider the unique angle of the story. 
    • 3-6 paragraphs is a good length for readers to digest. 
    • Always include *images to help readers visualize the narrative. *Be sure you have the rights to use the images you upload and include caption and credit info where necessary.
    • If you would like Marketing to reach out to develop a profile, please include the contact information for the person so we may do so.
    • When referring a contact, it is also a good idea to check with the person that they would like to be contacted about a profile so they can anticipate the reach out for the initial interview. 

    Submit Pacer Profile

    Sample Profiles

    Everyone with access to the marywood.edu domain, subdomains, third party web applications, and any sites that are part of university must be familiar with and must follow best practices to ensure compliance with the ADA and other accessibility regulations.

    Why Create Accessible Web Content?

    • to improve the lives of people with disabilities (human-centered motivations)
    • to attract a wider audience or consumer base (marketing or economic-centered motivations)
    • to adhere to the law and avoid negative publicity (public relations and punishment-centered motivations)

    source: webaim.org/articles/pour

    Web Content Accessibility Guidelines (WGAG)

    Links

    Success Criterion 2.4.4: Link Purpose (In Context)

    Images

    WCAG 1.4.3: Visual Presentation of Text & Images

    Documents

    PDFs on the website must be accessible documents; non-accessible PDFs will be removed. Marketing department has final authority regarding appropriate document formats.

    https://www.accessibilitychecker.org/guides/document-accessibility

    Page Scanners

    https://www.accessibilitychecker.org

    https://wave.webaim.org

    The organization of elements on the homepage have been carefully considered and designed to appeal to the needs of prospective students. The overall layout will not be altered to feature short-term specialty content, including events, news or announcements. Specialty updates will only be featured via the events, news and social-media components designed explicitly for this purpose.

    The homepage’s designated news, events and social media sections will prioritize content that appeals to prospective students and embody the Marywood brand. Marketing is the designated authority for choosing news, event, and embedded social media features on the homepage and throughout the site.

    Submit News Update

    Submit Pacer Profile

    Submit Event Listing

    Social Media Sharing

    Alert Banner

    In some instances an alert banner will display for University closings, delays, or emergencies. 

    Additionally, a countdown/up banner notice may be utilized for special events. Banner use should not exceed a published time period of more than 2-weeks unless otherwise approved by the *Web Governance Committee. (*pending proposal) 

    Managed by Marketing in consultation with the IT Department. 

    Major projects and initiatives, such as site redesigns, significant content changes, special structures or tools placed on Marywood.edu and new site launches must be completed in partnership with the Marketing department. Your request will be reviewed by the Marketing leadership team according to department and strategic priorities. To initiate major projects, please submit the web request form.

    Complex request or updates that conflict with the overall website strategy and goals will be subject to review by the *Web Governance Committee (proposal under review).

    Request New Page or Integration

    Daily Reporting

    The Marketing Department manages the website's overall health through maintaining quality content, site speed, and search engine optimization. 

    All content on the Marywood website must adhere to Marywood University web and editorial guidelines. The Marketing Team has full access to all areas of all areas of the Marywood website and has broad authority to oversee, edit and remove content that does not comply with these policies.

    Working Web Team

    Team meets weekly to continue general maintenance and new requests accordingly. 

    Core Web Vitals metrics 

    Types of Users

    Community Users - General users and content stewards can contribute the following to Marywood.edu without being traditionally trained in dotCMS

    Power Users - Trained users in the dotCMS platform and understand how features in a selected section are maintained and may connect to other sections of the site. Power Users can maintain general content sections within the CMS through a workflow process that ensures best practices are followed to maintain site health and regulations.

    Super Users - Have access to most all website pages/content, and global features such as, header/footer navigation; contact cards; all widgets; profile/news streams; and specialty templates: ie: Academic Department Pages, Places, Directory & more.

    The Marketing department is responsible for assigning and approving Power and Super User access to the the CMS (Content Management System). These users are responsible for remaining up to date on website best practices, accessibility guidelines, and changes to the approved CMS workflow process, and to complete additional training as needed. Since there are so many way to Community Users can contribute to the website through various content streams, Power and Super Users roles are limited.  

    Approved CMS training must be completed before anyone is granted access to the Marywood University website.