UT Southwestern - Electronic Publishing Guide

Electronic Publishing Guide

To present a unified and consistent first impression of UT Southwestern to the public, World Wide Web pages must follow the same standards and policies applied to printed publications. These policies apply to all employees, students and trainees, faculty, and any other individuals communicating electronically using documents on UT Southwestern's Campus-Wide Information System (CWIS) and other Internet-based resources, regardless of the location on campus or remote servers.

All UT Southwestern Web pages, regardless if intended for an internal or external audience, must adhere to the graphic standards established for Web pages:

All such pages must have the current UT Southwestern logobar at the top. This bar helps viewers return to the UT Southwestern home page and navigate easily throughout the Web site. The downloadable logo bars can be found at http://www3.utsouthwestern.edu/topdirect/topbar.htm.
All such pages should have a white background.
This can be specified as the Netscape tag BODY BGCOLOR="ffffff".
All such pages must indicate who is responsible for maintaining them, include an e-mail link to the pages' Web masters and contain the date when the pages were last updated.
All Web forms or documents that collect information mus include the following:
"With few exceptions, you are entitled on your request to be informed about the information UT Southwestern collects about you. Under Sections 552.021 and 552.023 of the Texas Government Code, you are entitled to receive and review the information. Under Section 559.004 of the Texas Government Code, you are entitled to have UT Southwestern correct information about you that is held by us and that is incorrect, in accordance with the procedures set forth in The University of Texas System Business Procedures Memorandum 32. The information that UT Southwestern collects will be retained and maintained as required by Texas records retention laws (Section 441.180, et. seq. of the Texas Government Code) and rules. Different types of information are kept for different periods of time."

The first two levels of the medical center Web page should be consistent in style and design. Third level pages and beyond should use compatible designs and typefaces.

New Web sites and Web pages or significant material added to Web pages must be submitted for review to the Office of News and Publications' electronic communications manager at Ext. 83404.

UT Southwestern Web pages designed or viewed by researchers, faculty and students must conform to UT Southwestern electronic publishing guidelines and graphic standards and to UT System standards for proper and appropriate use of state of Texas resources and property. Specifically:

Such Web pages or documents added to them may not be used solely for personal purposes. Personal use is acceptable only if such use is related to or incidental to the performance of the user's responsibilities and duties to UT Southwestern. (See sections 2.2.4.1-2 and 2.5.1.5-8, UT Southwestern Handbook of Operating Procedures.)

Submitting a Web Site for Approval

The Office of News and Publications is responsible for editing and publishing UT Southwestern's official publications.

In addition, the office should review the proposed copy for other external publications -- especially literature to recruit students and residents, fund-raising literature, newsletters intended for off-campus audiences, and World Wide Web pages for the public. Interdepartmental publications also may be subject to approval by the Office of News and Publications. The editor will check for consistency of style and writing. If editorial questions arise or if there is a need for more than minimal copy revision, the editor will consult with the author.

The office's editors also are available to ensure that other university publications are well-written. This editorial assistance is available at no charge for university publications going to off-campus audiences. Call the assistant director of the Office of News and Publications at Ext. 83404.

Internet Service is responsible for designing Web pages for individual campus departments and offices. Call 86484.

Page Maintained by: Office of News and Publications
Last update: January 3, 2003

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