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. They are typically composed of unit leadership, subject matter experts and editors. Content Management Teams are responsible for ensuring that their website 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
All websites must have an individual identified as Content Manager. Other roles are optional and may be assigned by the appropriate team member as needed.
Websites may have up to 2 editors. The Content Manager may hold an additional Approving Editor role if desired.
Websites must have one Approving Editor 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. Administrators may assign a Backup Content Manager if desired. In cases where a Content Manager also serves as the supervisor of another department(s) the Administrator will be asked to determine who should assign roles for the subordinate department(s).
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 or backup, content oversight will move UP the organization to the next most appropriate administrator, until a new Content Manager is assigned.
Content Manager
The Content Manager serves as the primary liaison between Web Services and their website team and provides strategic direction for 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 in their area
- Manages 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
- Submits or approves requests to web services to update editors for their area
- 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
Backup Content Manager (optional)
The Backup Content Manager serves as the Content Manager when the Content Manger is unavailable. If the Content Manager is no longer a part of the organization the Administrator should assign a new permanent Content Manager as soon as possible.
- Assigned by the administrator
- Same role and responsibilities as Content Manager
- When the content manager is unavailable the backup content manager would assume their responsibilities
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)
- An Approving editor must be assigned before any Contributing Editors. Contributing Editors may not 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 only two editors will be permitted for each website. The Content Manager may assume an additional editor role themselves, if desired. Additional editors can be added where there is a need and requests will be evaluated by Web Services on a case-by-case basis.
Students
Student Editors are not encouraged. Students who are not employed by the university may be granted an editor role in certain situations but will not be granted the ability to approve content on their own. Content created by students must be approved by an editor before it will be published. Requests will be evaluated by Web Services on a case-by-case basis.