UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Communications

Electronic Communications

Sec. 800-16: World Wide Web Policy

Responsible Administrator: Director - Analytical Studies and Information Management
Revised:
July 2004

References / Resources

Contact: UCI Web Coordinator at (949) 824-6951

A. Background

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

The University of California, Irvine makes its World Wide Web (WWW) servers available to support the mission of the University: teaching, research, and community service. WWW servers are also known as Web servers.

UCI Web services are brought together and organized by top-level campus Web pages. UCI's top-level Web presence is managed by the UCI Communications Office in conjunction with the campus Web Advisory Committee, which is chaired by the campus Director of Web Communications and includes representatives from the Chancellor's and Executive Vice Chancellor's Offices, Office of Information Technology, and others as appropriate.

B. Policy

It is UCI policy that information published, in part or totally, on UCI Web servers, or commercial Web servers funded, in part or totally, by University funds, and all users and publishers using University or University-funded Web servers must comply with applicable laws, and University and campus policies and guidelines.

  1. User Access

    All members of the UCI community (faculty, staff, students, and authorized guests) may use UCI Web servers subject to campus policies and practices concerning electronic communication (see Section 714-18, Computer and Network Use Policy).

  2. 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. Incidental and occasional personal use is permitted provided such use does not:

    • directly or indirectly interfere with the University operations
    • burden the University with noticeable incremental cost
    • interfere with individuals' employment or other obligations to the University
    • violate applicable laws, University, or campus policies.
  3. Appropriate Content

    Departments are responsible for insuring that information available on UCI Web servers is current and accurate, and that content is directly related to the business function of their unit. No proposed event or programs should be promoted on a Web site until actually approved. Academic Web sites that contain course information such as that found in the UCI General Catalogue must insure initial and ongoing accuracy. Rather than duplicating information, linking to the General Catalogue is recommended.

  4. Use of University Name and Seal

    University and campus policies govern all aspects of use of the University name and seal.

  5. Identification

    All Web sites under University jurisdiction (i.e., on UCI Web servers or commercial Web servers funded by University funds) must display "UCI," "UC Irvine," or "University of California, Irvine," and include a link to the UCI homepage, http://www.uci.edu/. Appropriate additional information includes the ownership of the Web site, including a contact name with email address, and the date of the last update. This ownership information must appear in each collection of pages available from a UCI Web server, preferably directly on the principal Web page in the collection, and also within the pages of any coherent subcollection of Web pages. Ownership information for a particular Web page available from a UCI Web server should be ascertainable with minimal effort by an experienced Web user.

  6. Monitoring University Site Visits

    If a University electronic communications service automatically collects information about a user visiting a Web site, notice to that effect should be posted at the beginning of the transaction and should indicate what information will be collected and how it will be used. Users should be allowed to terminate the transaction at that point without leaving data behind.

  7. Advertising and Endorsement

    University policy prohibits use of University properties for commercial purposes or personal financial gain. (See also Section 42.20, Policy on Posting and Distribution of Literature, in UCI Implementation of the Policies Applying to Campus Activities, Organizations and Students.) Advertising services and programs, within the purview of the UC Board of Regents, is permissible.

    1. In general, any link on a UCI Web site to a commercial or external organization should be justified by a valid University business purpose.
    2. Links from a UCI Web page to any non-UCI Web site 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 Web sites do not represent endorsement by the University of California or its affiliates.
  8. Acknowledgement of Donations/Contributions

    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 processed through the UCI Office of Gift Administration (see Section 680-10) may be acknowledged on UCI Web sites. Acknowledgments should be coordinated with the UCI Office of Gift Administration and approved by the dean or vice chancellor responsible for the school or department. An appropriate acknowledgment might read:

    • The XXX Program/Event is supported, in part, by Name of Organization.
    • or
    • We gratefully acknowledge the sponsorship/contribution of Name of Organization.
    • Links may be made to the donor organization's Web site and may contain the donor organization's logo. Donor/contributor information should not dominate any Web page available from a UCI Web server unless the clearly stated purpose of that page is to acknowledge such support.
  9. Copyright

    Contents of all electronic publications must follow existing laws and University policies and guidelines regarding copyright. See UC Policy on Copyright Ownership and UC Policy and Guidelines on the Reproduction of Copyrighted Materials for Teaching/Research. 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.

  10. Personal Web Pages

    UCI supports the concept of faculty, staff, and students creating personal Web pages that provide information relevant to the individual's role at the University. Personal Web pages published on UCI Web servers, or commercial Web servers funded by University funds, are subject to all existing laws and University policies.

    1. As noted elsewhere in this policy, Web pages 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 Section N of UC Business and Finance Bulletin, BUS-29 - Management and Control of University Equipment).
    2. Personal Web pages shall not include, or link to Web pages that include, material that, upon viewing, could create an intimidating, hostile, or offensive working or learning environment.
    3. Personal Web pages 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 (explicitly or implicitly) 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.

    Units may choose to host Web sites for non-profit or professional organizations that are involved in or promote the mission of the University. Such Web sites shall be considered personal and shall conform to policies and regulations for personal Web sites.

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. 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 World Wide Web Publishing Policy, regarding 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 procedure approved by the Executive Vice Chancellor for complaints involving academic employees and authorized users, the Vice Chancellor - Administrative and Business Services for non-academic employees, or the Dean of Students for students.

For more information, contact the UCI Web Coordinator at (949) 824-6951.