Overview
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 include one Administrator, one Content Manager and up to three Editors.
Teams may have up to two dedicated editors. The Content Manager may hold a third Approving Editor role if desired.
One Approving Editor must be assigned before any Contributing Editors may be assigned.
Smaller teams, or those otherwise unable to edit their own website content, are welcome to request updates as needed through Service Requests instead of having editors. Please note, requests generally take longer to complete than editing content on your own and project timelines will vary depending on current workload and resources.
Roles and Responsibilities
Administrators
University Administrators (VP, C-level, Dean, etc.) request, or approve requests for, new websites and assign the role of Content Manager for each website that falls under their supervision.
Unless they choose to assign themselves as Content Manager, Administrators will not be contacted by Web Services about normal operations. Only in cases of conflict that cannot be resolved between Web Services and the Content Manager will the Administrator be contacted.
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 in their area complies with university policies and standards. The Content Manager is not an editor by default but they may take on an editor role 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 Content Manager
- Does not have approval rights – edits must be approved by an Approving Editor or Content Manager
- Requests submitted to web services must be approved by an Approving Editor or Content Manager
Additional Editors
Due to the complexity of using the content management system (CMS) and increased focus on compliance and training a maximum of three editors will be allowed for each site, as detailed above. If more than three editors are needed, the Content Manager must provide a written explanation detailing why additional editors are necessary to maintain their website content. Requests for additional editors will be evaluated by Web Services on a case-by-case basis.
Students
Student editors are not encouraged. We recommend that teams needing support from students have their students provide new content or details on content updates to the Content Management Team for implementation directly or by submitting a service request. Students may be granted a contributing editor role in certain situations but will not be granted the ability to approve content on their own. Requests for student editors will be evaluated by Web Services on a case-by-case basis.