Content Management Teams are the groups of people who, with guidance and support from Web Services, work together to create and maintain content for Florida Tech websites. Teams are composed of unit leadership, subject matter experts and content editors. Content Management Teams are responsible for ensuring that their website's content meets the needs of their unit and is in accordance with university policies.
University Marketing & Web Services are ultimately responsible for the content and design of the website and retain authority to make changes when needed to protect the best interests of the university.
Team Makeup
Content Management Teams, at minimum, include the Administrator and the Content Manager. Teams may have up to three editors, including the Content Manager.
In some cases one person may hold multiple roles. For example, the Administrator might be the most logical Content Manager or the Content Manager may be an Approving Editor as well.
If you have a smaller team with limited resources, you update your website infrequently, or you simply do not feel comfortable editing the website, please consider not assigning editors and instead managing your website content through Service Requests. Anyone with a TRACKS login can submit a service request.
If you update your content infrequently and do have editors, please be aware of our policy on inactive users.
Current Content Management Teams
Use the following link (TRACKS login required) to find a list of current content managers and their teams.
Roles and Responsibilities
Administrators
Administrators request, or approve requests for, new websites and assign the role of Content Manager for each website that falls under their supervision. Administrators are generally university leaders such as vice presidents, C-level executives and deans. In the case of research websites, college department heads may serve as administrators for groups under their supervision.
Unless they choose to assign themselves as the Content Manager, Administrators will not be contacted by Web Services about normal operations. The Administrator will typically only be contacted in order to confirm significant changes or to help resolve conflicts.
In the absence of a designated Content Manager, content oversight will move UP the organization to the next most appropriate administrator, until a new Content Manager is assigned.
Content Manager
Each Content Management Team has only one Content Manager. The Content Manager serves as the primary liaison between Web Services and their team and provides strategic direction for website content and editors in their area. The Content Manager determines editors for their area and is responsible for ensuring content meets the needs of their organization and complies with university policies and standards. The Content Manager is not an editor by default but they may also be approving editor if desired.
- Full-time staff member or faculty, assigned by the administrator overseeing the department
- Provides strategic direction and oversight for content and editors in their area
- Submits or approves requests to web services to add or remove editors for their area
- Completes and remains up to date on required training
- Ensures all editors in their area complete and remain up to date with required training
- Submits or approves requests to web services for support as needed
- Conducts regular reviews of site content to ensure it remains accurate and up to date
- Shares ideas, requests, problems and concerns with the Web Services team
- When necessary, works with web services to resolve conflicts between university policy/standards and department needs
Approving Editor (optional)
- Full-time staff or faculty, assigned by Content Manager
- Completes and remains up to date on required training
- Edits/updates content for their area at the direction of, or in collaboration with, the Content Manager
- Ensures content is in accordance with university web policies and standards (SACS, accessibility, branding, digital privacy, etc.)
- Submits or approves requests to web services for support as needed
- Review and approve updates from Contributing Editor(s)
- Shares ideas, requests, problems and concerns with the Web Services team
Contributing Editor (optional)
- Contributing Editors cannot be the only editor(s) for a website
- Completes and remains up to date on required training
- Edits content for their area at the direction of, or in collaboration with, an Approving Editor and/or the Content Manager
- Does not have approval rights – edits must be approved by an Approving Editor
- Requests submitted to web services must be approved by an Approving Editor or the Content Manager
Student Workers
Work Study and College Role student-employees may serve only as contributing editors.
Students who are not employed by the university will not be granted editing access. Students can support content development if needed by drafting updates or new content outside of the CMS and submitting service requests for the Web Services team to address.
Departments should notify Web Services when student workers leave their department so that access can be updated.
Access for all student workers will be removed after commencement at the end of every Spring and Fall semester. If a department wishes for a student worker to continue to have access, please notify Web Services prior to commencement. If your student worker has lost access and needs it to be restored, please submit a service request.
Inactive Users
Users who have been inactive in the CMS for 6 months or more will be removed after commencement at the end of every Spring and Fall semester. Faculty members will have access updated to only their faculty profiles.
If you are editing your website infrequently, please consider submitting service requests for Web Services to address rather than having editing access.
If you find that you have lost access and need it to be restored, please submit a service request.