• Section 1 - Purpose
• Section 2 - Scope and Interpretation
• Section 3 - Principles 
• Exemptions to UOW Web Presence requirements 
• Non-UOW branded websites 
• Section 4 - Roles and Responsibilities
• Section 5 - Definitions

Section 1 - Purpose

(1) This Procedure: 

1. gives effect to the Brand and Reputation Policy; 
2. prescribes the management of UOW’s Web Presence in a sustained and disciplined way by ensuring proper hosting, discoverability, information architecture, accessibility compliance, brand consistency, and to guide the website development process; and
3. supports UOW’s ability to protect and enhance its brand and reputation. 

Section 2 - Scope and Interpretation

(2) Words and phrases used in these procedures and not otherwise defined in this document have the meanings they have in the Brand and Reputation Policy. 

Section 3 - Principles 

(3) All UOW websites must be published to clearly identify as part of UOW. This includes: 

1. compliance with the UOW Brand Guidelines and UOW Website Design system (including using UOW content types and templates); and
2. being hosted on the main UOW domain uow.edu.au via the University's Content Management System. 

(4) All UOW websites and digital content, regardless of branding, are required to meet the Web Content Accessibility Guideline (WCAG) at the current version (2.1) Level AA. These international standards ensure our content is accessible for every person, no matter their abilities, personal circumstances or current situation.

(5) If a business unit is unable to meet this requirement, they must obtain an exemption to this Procedure.

(6) The exemption request should identify which parts of the WCAG cannot be followed and why, and the mitigation measures that will be taken to ensure equal opportunities for access.

(7) UOW websites should be published in locations where primary audiences can easily find information and accomplish tasks, while also aligning with UOW's navigation and information architecture (IA). For this reason, where websites sit in the overall site IA may not align with organisational structure.

Exemptions to UOW Web Presence requirements 

(8) Requests for exemptions to this Procedure, including accessibility, non-UOW branded websites, new domains, subdomains or top level directories, must be made to the Brand, Marketing and Communication Division and IMTS Service Delivery. Requests are assessed jointly by Chief Communications and Marketing Officer and Associate Director, Client Services, IMTS prior to approval or rejection. 

(9) Where there is a functional requirement that the University's CMS cannot provide, Brand, Marketing and Communication Division and IMTS Service Delivery may assess and/or direct an alternative. Requestors may be required to provide resources and support for alternative platforms. 

Non-UOW branded websites 

(10) UOW may seek to undertake an alliance, collaboration or other relationship with a third party, which could require the development of a website separate or distinct from UOW's website. 

(11) Prior to exploring and developing a separate or distinct website, the staff member managing the relationship must consult with the Brand, Marketing and Communication Division with regard to website design and branding. 

(12) The Brand, Marketing and Communication Division may seek advice or endorsement from the relevant Senior Executive portfolio owner about the development of the separate or non-UOW branded website before any development work is undertaken. 

(13) If the development of a non-UOW branded website is approved according to this Procedure, a legally binding agreement must be developed through the Legal Services Unit, defining the specific terms of the relationship, including duration and parameters around the use of UOW Marks. 

(14) Non-UOW branded websites granted exemption to use non-UOW branding are still required to meet other UOW web presence requirements, set out in this Procedure. Exemptions must have the support of local business units, who may additionally be required to contribute additional costs to enable delivery. 

Section 4 - Roles and Responsibilities

(15) Website management:

1. UOW's website Content Management System (CMS), navigation, and site structure are managed by IMTS Service Delivery, with support from the Brand, Marketing and Communication Division.
2. UOW's website design is applied by IMTS with approval from the Fees and Scholarships.
3. Requests for new UOW websites must be made via the Website procedure exemption request form.

(16) Content management:

1. Website CMS access and associated training is managed by IMTS Service Delivery. CMS user roles and responsibilities are detailed as part of the user nomination and training process.
2. UOW business units are responsible for ensuring that their website content:
   1. is current and relevant to the target audience;
   2. is presented in a way that meets Web Content Accessibility Guidelines and UOW Brand and Editorial Standards.
3. BMC's Web Solutions Team maintains and optimises the web presence for faculty, research portfolio, brand and corporate communications areas of UOW. The IMTS Digital Services and Channels Team supports the rest of UOW similarly, alongside authorised website CMS users across UOW business units
4. When a business area does not have an authorised CMS user, updates to existing UOW websites should be submitted via the Website procedure exemption request form.

(17) Reporting:

1. UOW’s website performance and quality assurance reporting is supported by IMTS Service Delivery with support from the Brand, Marketing and Communication Division.
2. Authorised website CMS users are provided with access to performance and analytics reporting for the UOW websites they coordinate.
3. The Brand, Marketing and Communication Division coordinates analytics reporting and analysis for paid campaigns and strategic priority areas.

Section 5 - Definitions