UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Communications

Electronic Communications

Sec. 800-16: Web Policy

Responsible Office: Strategic Communications & Public Affairs
Revised:
October 2017

References / Resources

Contacts:
Strategic Communications & Public Affairs - Marketing & Creative Services: 949-824-6922
Office of Information Technology - Central Services: 949-824-2222

Contents

A. Purpose and Scope
B. Policy
    B.1. Domain Name Registration
    B.2. Website Ownership
    B.3. User Access
    B.4. Appropriate Use
B.5. Appropriate Content
B.6. Identification

B.7. Use of University Name and Seal
B.8. Brand and Visual Standards
B.9. Accessibility
B.10. Data Collection and Storage
    B.11. Advertising and Endorsement
    B.12. Acknowledgement of Donations/Contributions
    B.13. Copyright
    B.14. Webpages Belonging to Individuals
C. Policy Violations
D. Resolution of Complaints

A. Purpose and Scope

The quality of information published by the University of California, Irvine plays an important role in determining and maintaining its reputation and image.

UCI makes its web servers available to support the mission of the University. UCI's top-level web presence is managed by the Office of Strategic Communications & Public Affairs in conjunction with the Office of Information Technology and others as appropriate.

B. Policy

Information published on UCI web servers, or commercial servers funded, entirely or in part, by University funds, and all users and publishers using University or University-funded web servers must comply with applicable laws, and University and UCI policies and guidelines.

      1. Domain Name Registration
        1. Top-level subdomains are defined as the highest naming level within the uci.edu network domain. Sub-domains are represented as *.uci.edu — for example, communications.uci.edu, bio.uci.edu, etc.
        2. Top-level sub-domains must be formatted as *.uci.edu (without preceding “www”). A second entry as www.*.uci.edu is also permitted, but not required.
        3. Assignment of top-level subdomains is administered by OIT and requests for new top-level subdomains must be made according to the UCI Subdomain Guidelines.
      2. Website Ownership

        Every website must have a designated owner (either individual, departmental, or otherwise). Websites must display information indicating the ownership of the website and a method of contacting the site owner.

      3. User Access

        Use of web servers by members of the UCI community (faculty, staff, students, and authorized guests) is subject to campus policies and practices concerning electronic communication. See Section 714-18: Computer and Network Use Policy.

      4. Appropriate Use

        UCI provides access to web resources for the conduct of University business. Individuals may use services directly related to their position at UCI.

      5. Appropriate Content

        Site owners are responsible for ensuring that information available on UCI web servers is current, accurate, and directly related to the business function of their unit. No proposed event or program should be promoted on a website until actually approved.

      6. Identification

        All websites hosted at a *.uci.edu domain must convey their association with the University by all of the following:

        • All webpages must include an informative title (i.e., element) that ends with ‘UCI’. Examples include:
          • Office of the Provost | UCI
          • Campus Resources | Office of Strategic Communications & Public Affairs | UCI
        • Homepages must include a link to the UCI homepage (https://uci.edu).
      7. Use of University Name and Seal

        University and campus policies govern all aspects of use of the University name and seal. See Section 700-20: Policy on Use of University Name and Seals, Campus Names and Seal and Trademarks.

      8. Brand and Visual Standards

        All websites under University jurisdiction must conform to Brand and Visual Identity Standards with regard to UCI Wordmarks, official university colors, and fonts.

      9. Accessibility

        The University of California is committed to providing an electronic environment that is accessible to everyone, including individuals with disabilities. All sites must adhere to the UC IT Accessibility Policy. See IMT-1300: Information Technology Accessibility.

      10. Data Collection and Storage

        All methods of collecting and storing data must adhere to the UC Electronic Information Security Policy. See IS-3: Electronic Information Security. Webpages that collect data from or about visitors, including web analytics, must display a link to a privacy notice that does the following:

        1. Ideally, describe the specific personal information being collected, or at a minimum, explain the broad categories of information collected with specific examples of the information collected.
        2. Explain the use of the personal information collected (i.e., why it is being collected).
        3. In addition to the above, privacy notices for websites that collect and store Personal Identity Information must also:
          1. Explain whether the personal information will be disclosed or shared with outside entities. If yes:
            • Name the entities
            • Purpose for sharing
            • Mechanism for opting out of the sharing.
          2. Provide contact info whereby a user can contact to review, amend, or delete personal information that was previously provided.
          3. Explain if the website collects personal information through cookies, web beacons, or other similar mechanisms.
          4. Include a general description (or link) to security practices protecting the personal information.
          5. Explain how users will be notified of any changes to the privacy statement.
          6. Include a provision that the privacy statement does not cover affiliates or links to other websites.
          7. The Information Practices Act requires state agencies, like UC, to list:
            • Title, address, and telephone number of the system of record collecting the information.
            • How failure to provide personal information may affect the transaction/service.
            • Whether there are alternative ways to provide the information (e.g. mailing it in).
          8. Websites may link to the privacy notice provided at uci.edu/privacy in lieu of hosting their own if that notice meets the website’s privacy notice requirements.
      11. Advertising and Endorsement

        UC policy prohibits use of University properties for commercial purposes or personal financial gain. See Electronic Communications Policy. Advertisement of services and programs within the purview of the UC Board of Regents is permissible.

        1. In general, any link on a UCI website to a commercial or external organization should be justified by a valid University business purpose.
        2. Links from a UCI webpage to any non-UCI website must not imply University endorsement of the site's products or services. A disclaimer should be displayed if the context does not clearly indicate non-endorsement. An appropriate disclaimer would be:
          • "Links on these pages to commercial websites do not represent endorsement by the University of California or its affiliates."
      12. Acknowledgement of Donations/Contributions
        1. Although paid advertising is prohibited, UCI web publishers may acknowledge donations/contributions by creating links to selected organizations/corporations that are contributors to the campus. Only gifts that have been officially processed according to UCI policy may be acknowledged on UCI websites. See Section 680-10: Policy on Gifts and Endowments.
        2. Links may be made to the donor organization's website and may contain the donor organization's logo. Donor/contributor information must not dominate any webpage available from a UCI web server unless the clearly stated purpose of that page is to acknowledge such support.
      13. Copyright
        1. Contents of all electronic publications must follow existing laws and University policies and guidelines regarding copyright. See UC policies: Copyright and Fair Use and Copyright Ownership. Investigations of electronic copyright law violations are coordinated by OIT, in accordance with the provisions of the Digital Millennium Copyright Act. Issues should be reported to copyright@uci.edu.
        2. All webpages must:
          1. Display a copyright attribution to UC Regents with the circled-c symbol and the current year (e.g., © 2017 UC Regents).
          2. Include a link to the UCI copyright information page (https://uci.edu/copyright). This link may be attached to the copyright attribution itself:
      14. Webpages Belonging to Individuals
        1. Websites and webpages belonging to individuals published on UCI web servers, or commercial web servers funded by University funds, are subject to all existing laws and University policies including, but not limited to the following requirements:
          1. Must only provide content relevant to the site/page owner's professional or academic role at the University.
          2. As noted elsewhere in this policy, webpages on University web servers may not be used to promote personal business or to provide personal financial gain, except as may be permitted by other University policy or regulation. See BFB-BUS-29: Management and Control of University Equipment.
          3. Shall not include, or link to webpages that include, material that, upon viewing, could create an intimidating, hostile, or offensive working or learning environment.
          4. Shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the University or any unit of the University unless appropriately authorized to do so. Where appropriate, an explicit disclaimer shall be included unless it is clear from the context that the author is not representing the University. An appropriate disclaimer would be:
            • "The opinions or statements expressed herein should not be taken as a position or endorsement of the University of California."
        2. Units may choose to host websites for nonprofit or professional organizations that are involved in or promote the mission of the University.

C. Policy Violations

Violations of University policies governing the use of University electronic resources may result in restriction of access to University information technology resources or removal of offending websites, in part or whole, from University web servers. In addition, disciplinary action may be applicable under other University policies, guidelines, implementing procedures, or collective bargaining agreements, up to and including dismissal. Any restrictive action must follow standard University procedures that assure due process.

D. Resolution of Complaints

Any complaints regarding the application of the UCI Web Policy, service restrictions, or policy violations, shall be filed under existing University grievance or complaint resolution procedures, if available. When existing procedures are not available, complaints shall be reviewed through an appeal submitted to the following:

  • the Office of the Provost & Executive Vice Chancellor for complaints involving academic employees and authorized users
  • the Associate Chancellor/Chief Human Resources Executive for non-academic employees
  • the Dean of Students for students.