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Web Systems

Practices and Guidelines

(Draft) This document provides information pertaining to York College website development and is directed primarily to units that want to create their presence on the web.


York College has implemented Plone, a Portal/Content Management System (CMS) that college units can use to develop and maintain their web pages. The purpose of York Portal/CMS is:

  • To provide a consistent visual appearance to the Web Site.
  • To simplify the use of the Web Site.
  • To simplify the development of pages for the Web Site.
  • To avoid duplication and inaccuracy of information of the Web Site and its subsites.
  • To comply with current web and accessibility standards.

Policy Considerations

Policies Adherence

  • Information providers must comply with official York College/CUNY Policies, and related institutional documentation.
  • Information providers must also abide by applicable provincial and federal laws.

Logo Usage and Visual standards

  • The design of the York Portal/CMS is centralized; CMS members do not have access to modify the site.
  • Non-CMS sites must refer to the York College Visual standards manual prepared by the Office of Institutional Advancement.

Content Considerations


  • York Portal/CMS members should provide websites that facilitate information access by the broadest possible range of web users. Content must comply with current web and accessibility standards. All CMS content is checked by the web-team for compliance with NYS Statewide Technology Policy P08-005, section 508, WAI, and XHTML.

Content and Design

  • York Portal/CMS members should provide websites that support York College goals and objectives.
  • York Portal/CMS members should consider the goals and objectives of their units prior to providing links to external organizations and may wish to contact the organization regarding preferred link locations.
  • York Portal/CMS members should use dynamic documents (event, news, etc.) whenever possible for time sensitive material.
  • To avoid duplication and inaccuracy of information, York Portal/CMS members should use dynamic documents (ex. alias) or link to official institutional pages whenever possible. If the link is located outside the current area it must be classified as a related area and link from the related area's portlet.
  • York Portal/CMS members may contact the webmaster regarding special design needs, custom/additional applications or other dynamic page templates.


  • Department/Office/Unit heads and/or designated web coordinators are responsible for ensuring their website content is accurate and up to date.
  • York Portal/CMS uses a versioning system to ensure an approved version document is available while it is revised.
  • The use of dynamic documents is highly recommended to promote pages that are always up to date.

Technical Considerations

Allocation for Institutional Websites

  • College units (academic and administrative) must be hosted in York's CMS. No other system/or website can be considered or promoted as the official website for the college units.
  • College projects are eligible for space within the allocation provided to units coordinating the initiatives.
  • Anybody using York e-portfolio/Student Blogs, CUNY Commons, or any other system. will be warm, block and/or banned from using theses system.

Allocation for Faculty/Staff Websites

  • Faculty members are responsible for updating their online profile/CV located in the CMS, this information is visible in different ways/places throughout the website and is the only and official source of information for faculty listing, profiles, CV as well as part of the PandB process.
  • Members of the campus community are eligible for personal web space on non-CMS servers, including but not limited to and
  • Faculty, Staff, and Administrators can upload content intended for publication on their folder within the CMS.
    The content of these members pages do not constitute, nor are they intended to convey any official York College information. The content and opinions expressed on these Member pages are strictly and exclusively those of the page author. Comments and reactions to these pages should be directed to the page authors directly. York College accepts no responsibility for the content of any member personal page. Submitted Content is subject to review.
  • Faculty access to York e-Portfolio/Student Blogs website is reserved for faculty working directly with the student e-Portfolio and should be in no way used as a replacement for the CMS, BMC, Blackboard, CUNYFirst, etc.

Allocation for Student Websites

  • York Students are eligible for personal web space on non-CMS servers, including but not limited to
  • The student server provides York students an opportunity to do database design, practice programming in C++, Java, Perl, and PHP, create individual student's own web pages and much more.
  • York Students are eligible for personal web space on York e-Portfolio/Student Blogs website, where they can create their blogs and e-portfolio material.

Allocation for Affiliated Websites

  • Affiliated organizations may be granted space if they are non-profit, educational or research-based and if they have a formal relationship with the York College. This space may or may not be located on the CMS server.
  • An office or department may allocate a portion of its space to an affiliated organization and assume responsibility for this information.

Web Accounts

  • York Portal/CMS and use the York College Active Directory account to authenticate users, please refer to the York College computing policy for more information.
  • Permission to modify and/or approve content for publication in the CMS is granted to faculty/staff and head of department/office respectively. You may request permission to modify content in your area by sending an email from your official York college Email (Faculty or staff) to the help desk. the head of department/office will be contacted for final approval.
  • reviewer (head of department/office) is responsible for the content they approve and to whom they share permission with.
  • York Portal/CMS members may access the CMS by https only. Other college servers may be accessed via sFTP and/or SSH.
  • York e-Portfolio/Student Blogs website uses a combination of login accounts, students can log in using their York College Active Directory account. Faculty must request access to the helpdesk.

Virtual Domains

  • No virtual domain is available and/or allow.

Social Media

College Officially Recognized Social Media Accounts

  • For a group to be recognized by the College as an official social media account, the group administrators must seek approval from the Director of Web Systems.
  • the Director of Web Systems and the Marketing/Communications Office will review all social media inquiries. This office should also be used as a resource for the college community for any social media needs. The Marketing/Communications director will make the final decision in any situation regarding the use of social media. The Director of Web Systems will ensure the pages are set up properly according to social media site's policy.

Facebook Use

  • If an organization, department, group, program, or sports team creates a Facebook page, they will be listed on the official Facebook page under "favorite pages." Doing this creates a link from the York College page to your organization's page.

Account Administrators

  • All social media accounts officially recognized by York College must have the director of Web systems and a faculty or staff member as an administrator at all times.
  • Should an employee administrator of an account leave the College for any reason or no longer wish to be an account administrator, it is that individual's responsibility to designate another employee to be an account administrator prior to removing himself or herself from that role. The marketing/media relations director should be notified when a new administrator takes over.
  • Employees identified as administrators of accounts are held responsible for managing and monitoring the content of their officially recognized accounts. Administrators are responsible to remove content that may violate the College's Conduct Policies.