Ensuring compliance with accessibility standards (e.g., WCAG 2.0) to provide a website that is usable by individuals of all abilities.

Read more about our web accessibility best practices. 

The accuracy of content on Messiah University’s website is essential to maintaining trust, credibility, and effectiveness in communicating with our diverse audiences. Whether for prospective students, current students, faculty, staff, alumni, or community partners, the information provided must be clear, up-to-date, and factually correct. This policy outlines the standards and procedures to ensure that all content is reliable and reflects the most current information about the university’s programs, services, and initiatives.

Messiah University requires that all content owners, editors, and approvers take responsibility for the accuracy of the information within their sections. Content that is identified as inaccurate by Web Services, site users, or external sources must be corrected promptly. Subsite owners and page owners are ultimately accountable for ensuring the reliability of their areas.

Maintaining a consistent and cohesive visual identity is crucial to Messiah University’s digital presence. The use of logos, color palettes, typography, and imagery across the website should align with the university’s official branding guidelines to reinforce our identity and uphold professionalism.

For detailed guidelines on proper logo usage, color schemes, typography, and other visual identity elements, please refer to the Messiah University Brand Manual. This resource provides all necessary information to ensure that web content adheres to the university’s branding standards.

For additional information or support, content owners and editors can contact the Office of Marketing and Communications for guidance on proper brand usage and visual identity.

Maintaining consistency across Messiah University’s website is essential for providing a seamless and professional user experience. Consistent content, design, and navigation ensure that users can easily find information, engage with the university, and develop trust in our digital presence.

Key Areas of Consistency

• Content Style and Tone: All content must align with Messiah University’s established editorial guidelines, ensuring a consistent voice, tone, and structure across web pages. Whether it’s informational content, announcements, or blog posts, the style should reflect the university’s values of professionalism, clarity, and inclusivity.
• Design and Layout: Page layouts, typography, and design elements must be uniform throughout the website to create a cohesive user experience. Approved templates and standardized elements such as buttons, navigation bars, and forms should be used to maintain visual consistency.
• Navigation and User Experience: Consistency in navigation and page structure is key to a user-friendly experience. Users should be able to move between sections of the site intuitively, with a uniform menu structure, breadcrumb navigation, and clear call-to-action buttons.

Maintaining Consistency

Web content contributors, editors, and designers are responsible for ensuring their content adheres to the university’s style and design guidelines. Regular audits by page owners, combined with oversight by Web Services, will help maintain uniformity throughout the site.

Maintaining the accuracy and relevance of all content on Messiah University’s website is essential to providing a high-quality user experience. To achieve this, we follow clear guidelines for content lifespan and the management of archived materials.

Content Lifespan and Updates

• Regular Updates: All content should be reviewed and updated at least every year to ensure its accuracy and relevance. Content owners are responsible for maintaining their sections of the website, ensuring that outdated or irrelevant information is removed or updated.
• Reports and Long-Term Documents: Reports and other long-form documents should remain publicly linked on the website for a maximum of five years. After this period, these documents should be archived locally by the responsible department. Web Services will assist in ensuring that the website only features current and relevant content. 

The Website Is for Fresh, Relevant Content

The website serves as an active communication platform, not a repository for outdated content. All content owners are responsible for removing or archiving older materials to prevent the website from becoming cluttered or outdated. Web Services will assist in ensuring that the content remaining on the site is up to date and aligns with university standards.

Archiving and Access

• User-Managed Archiving: Content owners are responsible for archiving their own content once it exceeds its lifecycle on the website. This ensures that departments manage their own historical content while keeping the website clean and focused on current information.
• Access to Archived Content: Archived content can be provided upon request by the relevant department. Users should ensure they have appropriate internal storage solutions to preserve important documents within OneDrive or a similar storage solution for documents, PDFs, etc. that are no longer featured on the website but must be preserved for institutional records.

By following these guidelines, we ensure that Messiah University’s website remains accurate and focused on providing valuable information while allowing departments to manage their own historical content effectively.

Outlining the guidelines for the creation, approval, and management of domains and subdomains to ensure a structured and streamlined web presence.

Adhering to Messiah University’s editorial guidelines to ensure consistent voice, tone, and style across all content, following best practices in writing for the web. 

Learn more about our editorial style guidelines. 

Messiah University’s website serves as a critical communication platform during emergencies. To ensure the safety and well-being of our campus community, the Emergency Notifications Banner will be used to relay urgent and time-sensitive information, such as campus closures, weather alerts, or other emergencies.

Activation of Emergency Notifications

The Emergency Notifications Banner will be activated by authorized personnel from the Crisis Committee, Office of Safety or the Office of Marketing and Communications when an urgent event arises that requires immediate attention from the campus community.

Notifications must be clear, concise, and provide essential information, including the nature of the emergency, immediate actions required, and where to find more details or updates.

Consistent file naming across Messiah University’s website ensures easy file management, improves searchability, and enhances user experience. Follow these guidelines when uploading files:

Key Guidelines

• Descriptive and Clear: File names should reflect the file content. Example: "2024_admissions_brochure.pdf."
• Use Hyphens, Not Spaces: Use hyphens between words (e.g., "campus-map.pdf"), avoiding spaces and underscores.
• Avoid Special Characters: Do not use &, %, $, @, # or other special characters.
• Lowercase Only: Keep all file names in lowercase (e.g., "faculty-handbook.pdf").
• Keep It Short: File names should be concise, ideally under 50 characters.
• Date and Version Control: Use the format MM-DD-YYYY for dates, and include version numbers if needed. Example: "student-handbook-01-15-2024.pdf" or “student-handbook-v3.pdf.”

Highly designed pages and subsites are specialized, visually impactful sections of Messiah University’s website that are typically reserved for unique purposes. These pages are created and optimized by the Office of Marketing and Communications and are not common across the website.

Key Guidelines

• Purpose and Use:
  • Highly designed pages and subsites are generally reserved for high-profile purposes, such as special projects, major initiatives, or key events requested by the Office of the President or other senior leadership.
  • These pages may feature custom layouts, unique design elements, and enhanced visual content to align with specific university goals and initiatives.
• Limited Availability:
  • These custom designs are not intended for general department or program use. Most pages within the website will utilize standard templates that ensure brand consistency, ease of navigation, and accessibility.
  • Requests for highly designed pages or subsites must be approved by the Office of Marketing and Communications and are typically reserved for high-impact university efforts.
• Marketing-Driven Design:
  • The creation and design of these pages are led by the marketing team, ensuring that they align with the university’s brand guidelines and strategic messaging. The focus is on optimizing user experience, visual storytelling, and engagement for specific audiences.
• Requesting a Custom Design:
  • Departments or units seeking a highly designed page or subsite must submit a detailed request to the Office of Marketing and Communications. The request should clearly outline the need for a custom design and the intended goals for the project.
  • Approval will be based on the scope, impact, and alignment with university priorities.

Highly designed pages and subsites are a valuable tool for special projects, but they are not the norm across the website. For most departments, the university’s standard templates provide the flexibility and consistency needed to maintain a cohesive and professional web presence.

PDFs are often essential for print publications and downloadable content, but they are not optimized for web use and can present significant challenges, particularly in terms of accessibility and user experience. While some PDFs must be included on the Messiah University website, we strongly encourage content creators to consider alternative methods before uploading PDFs.

Key Guidelines

• PDFs vs. Web Content:
  • Print-Optimized: PDFs are designed primarily for print, meaning they often do not perform well in digital environments. They are harder to navigate, search, and scale for web users, especially on mobile devices.
  • Web-Optimized: Whenever possible, convert the content from a PDF into a web-friendly format using the Content Management System (CMS). HTML-based web pages are far more accessible, searchable, and responsive across devices.
  • Consideration: Ask yourself, Can this content be effectively presented directly in the CMS and still achieve the desired impact? If the answer is yes, please avoid using PDFs.
• Accessibility Concerns:
  • Non-Web-Friendly: PDFs are often not fully accessible for users with disabilities. Screen readers and other assistive technologies may struggle to interpret the content, particularly if the PDF lacks proper tagging or is scanned from a physical document.
  • Avoid When Possible: In alignment with our commitment to accessibility, we recommend avoiding PDFs unless absolutely necessary. Ensure that web-based content meets accessibility standards by directly entering the content into the CMS.
• When PDFs Are Required:
  • In cases where PDFs are necessary (e.g., legal documents, downloadable forms), ensure that they are properly formatted for web accessibility. This includes adding alternative text for images, using tags to define headings, and ensuring that text is selectable and searchable.
  • Provide a brief description or summary of the content that allows users to understand the key points without having to download the PDF.

Best Practices for PDF Use

• Only use PDFs when required for printing or when specific formatting needs cannot be met through the CMS.
• If a PDF is necessary, ensure that it follows accessibility guidelines by tagging elements properly, optimizing for screen readers, and avoiding scanned images as text.
• Always include a clear link to download the PDF and provide a brief description of its contents on the web page.

By prioritizing web-optimized content and minimizing the use of PDFs, we enhance the overall user experience and ensure our website is accessible to all.

Photography

Messiah University provides a comprehensive digital photography library through Air, a user-friendly digital asset management system. The library, managed by the Office of Marketing and Communications in partnership with Information Technology Services, features professional photography that captures various aspects of the Messiah experience.

• Access and Use: Employees can access the Air Photo Library through Falconlink and search photos using keywords. All images are to be used for university-related purposes only due to copyright restrictions.
• Photo Usage Guidelines: Images from the Air library must not be altered or used for non-university projects. If in doubt, please contact the Office of Marketing and Communications at design@messiah.edu.
• How to Access: To start using Air, employees can find a guide in the Tech Support Knowledge Base titled “Introducing Air: Messiah’s Image Repository.”

Video and Audio

• Video Services: The web team does not offer video capture or editing services. For assistance with video content, including capture and editing, employees should contact Information Technology Services (ITS).
• Audio Services: Similar to video, audio capture and editing services are not provided by the web team. For support, reach out to ITS.

Consent for Photography, Video, and Audio

All photography, video, and audio recordings that appear on Messiah University’s website or in any digital representation must have signed permission from the individuals featured. For minors under the age of 18, consent must be obtained from a parent or guardian.

• Permission Forms: It is the responsibility of the department or office capturing the content to secure and store signed consent forms. For ease of use, the University provides a downloadable PDF release form.

For questions or additional information, please contact Web Services or Information Technology Services.

Ensuring that the collection and handling of personal data comply with relevant privacy laws and Messiah University’s privacy policy to protect the rights of website users.

At Messiah University, program pages play a crucial role in providing prospective students with accurate and engaging information about our academic offerings. The ownership of these pages rests with the Office of Marketing and Communications, ensuring consistency in messaging, branding, and design across all program-related content.

Key Guidelines

• Ownership and Management:
  • The content on all program pages is managed by the Office of Marketing and Communications. This ensures that the university’s messaging remains aligned with its branding and strategic goals.
  • Courses and program-specific information are automatically pulled from the course catalog to ensure consistency and accuracy. Individual departments cannot directly edit these course listings.
• Submitting Edits:
  • Any updates or changes to a program page must be submitted through a Web Help Ticket to Web Services. This process ensures that changes are reviewed for accuracy, consistency, and adherence to university guidelines before being implemented.
  • Content changes should include clear and specific instructions about what needs to be updated, along with any relevant documentation or supporting materials.
• Approval Process:
  • Once a Web Help Ticket is submitted, the Web Services team, in collaboration with the Office of Marketing and Communications, will review and implement the requested changes. This review process ensures that all edits meet Messiah University’s standards and follow branding guidelines.

By centralizing the management of program pages and following this structured process for edits, we maintain the integrity and consistency of information presented across all academic offerings.

Defining approved site structures and layouts to ensure a cohesive user experience, while aligning with Messiah University’s navigation best practices.

Search Engine Optimization (SEO) is crucial for ensuring that Messiah University’s web pages are easily discoverable by search engines like Google. Optimizing our content not only helps attract prospective students and other visitors but also ensures that they find relevant, accurate information quickly. This policy outlines the best practices to follow to improve search rankings and enhance user experience across all Messiah University web properties.

Key Guidelines

• Keyword Usage:
  • Identify and use relevant keywords that potential users are likely to search for when looking for information about Messiah University’s programs, events, and services.
  • Keywords should be naturally incorporated into headings, subheadings, body text, and meta descriptions. Avoid keyword stuffing, which can harm search rankings.
• Meta Descriptions and Titles:
  • Each page should have a clear, concise, and engaging meta title and meta description. These elements appear in search engine results and help users understand what the page is about.
  • Meta titles should be around 50-60 characters and meta descriptions should be between 150-160 characters, incorporating relevant keywords.
• Headings and Content Structure:
  • Use proper heading structures (H1 for the page title, H2 for subheadings, etc.) to organize content logically. This helps search engines understand the hierarchy of information on the page.
  • Keep content well-structured and user-friendly by breaking up long paragraphs with subheadings, bullet points, and short sections.
• Mobile Optimization:
  • Ensure that all web pages are mobile-friendly. Since search engines prioritize mobile-optimized sites, responsive design is critical for improving search rankings.
  • Regularly test pages across multiple devices to ensure they are user-friendly and load quickly on mobile.
• Alt Text for Images:
  • All images must include descriptive alt text that explains the image’s content and relevance. This not only improves accessibility but also helps with SEO by allowing search engines to understand and index the images.
• Internal and External Links:
  • Include relevant internal links to other pages on the Messiah University website to improve navigation and help search engines crawl and index more content.
  • External links to reputable sources can also improve SEO rankings by establishing the credibility of the page.
• Page Speed:
  • Optimize page load times by compressing images, minimizing the use of large files, and leveraging browser caching. Faster-loading pages rank higher on search engines and provide a better user experience.
• Regular Audits and Updates:
  • SEO is an ongoing process. Regularly audit and update content to ensure it remains optimized and relevant. Use tools like Google Analytics and SiteImprove to track SEO performance and identify areas for improvement.

By adhering to these SEO best practices, we ensure that Messiah University’s website remains visible, accessible, and valuable to all users, improving both user experience and search engine rankings.

For further guidance on SEO best practices or support, please contact Digital Marketing Manager, Nick Corchado at ncorchado@messiah.edu.

Messiah University encourages departments, clubs, and other affiliated groups to engage with their audiences through social media. However, to ensure brand consistency, professionalism, and alignment with the university’s messaging, all official Messiah University social media accounts must be approved by the Office of Marketing and Communications.

Key Guidelines

• Account Approval: Before launching any social media account (e.g., Facebook, Instagram, Twitter) under Messiah University’s name, departments, clubs, and organizations must submit a request to the Office of Marketing and Communications for approval.
• Content and Branding: All content posted on approved social media accounts must reflect the university’s values and mission. This includes using proper logos, visual identity, and maintaining a professional tone.
• Account Management: Social media accounts must be actively managed and monitored to ensure responsiveness and consistency. If an account becomes inactive or misaligned with university standards, the Office of Marketing and Communications may request that it be deactivated.
• Account Login Information: All login information for official accounts should be securely stored, with access limited to designated personnel.
• Social Media Best Practices:
  • Post regularly and consistently to maintain engagement.
  • Use high-quality images and videos that align with Messiah University’s brand.
  • Be respectful, inclusive, and professional in all interactions.
  • Monitor comments and messages to ensure timely and appropriate responses.

Requesting Account Approval

To request approval for a new social media account, please submit the relevant details, including the platform, purpose, and intended audience, to the Office of Marketing and Communications through the Web Help Form. Accounts must not be launched or made public until approval has been granted.

For additional guidance or support, contact Director of Communications, Danielle Ran at dran@messiah.edu.

To maintain the integrity and consistency of Messiah University’s web presence, all web editors, work studies, or anyone responsible for updating the website must complete mandatory training with Web Services before they are granted access to the Content Management System (CMS).

Key Guidelines

Mandatory Training

• Every individual who will be making updates to the website—whether staff, faculty, or work studies—must undergo formal training provided by Web Services. This training ensures that all editors understand the technical aspects of the CMS, accessibility requirements, and best practices for content management.
• No access to the CMS will be provided until the individual has successfully completed the training.

Requesting Training

• Training sessions can be requested through the Web Help Form and Web Services will coordinate and schedule the training to suit the needs of the individual or department.

Training Content

Training will cover essential topics, including:

• CMS navigation and usage
• Web content best practices (including accessibility and SEO)
• File naming conventions and uploading media
• Messiah University’s editorial and branding guidelines

Ongoing Education

• Web Services may offer refresher courses and additional training sessions as new features are introduced or as web management best practices evolve. All web editors are encouraged to stay updated on the latest developments.

By completing this required training, web editors will be equipped with the skills and knowledge necessary to contribute effectively to Messiah University’s website, ensuring that content is consistent, accurate, and aligned with institutional standards.

For more information or to schedule training, please submit a request through the Web Help Form or contact Web Services Manager, Jen Romanchak at jromanchak@messiah.edu. 

To ensure that all web users are well-equipped to manage their respective sections of the Messiah University website, we provide a range of resources and tools. These resources cover everything from training and technical support to editorial and accessibility guidelines.

• Web Help Form: For all support requests—including content updates, technical issues, and training requests—users should submit a ticket via the Web Help Form.
• Training and Education: Mandatory for all web editors and work studies before gaining access to the CMS, training covers content management, accessibility, and best practices. To schedule training, submit a request through the Web Help Form.
• Content and Editorial Guidelines: Resources to help you maintain consistent, accurate, and accessible content:
• Messiah University Brand Manual:Link to Bran Manual
• Photography Library (Air): Access the curated collection of university-approved images via Falconlink or the Tech Support Knowledge Base.
• Accessibility Guidelines: Web Services ensures all content meets accessibility standards (WCAG 2.0). Resources include guides on creating accessible content, such as adding alt text for images and ensuring proper heading structures.
• SEO Best Practices: Guidelines on keyword usage, meta descriptions, internal linking, and optimizing content for search engines.
• Highly Designed Pages and Subsites: For departments needing custom web pages, requests for highly designed pages must go through the Office of Marketing and Communications.
• Social Media Policy:Guidelines and approval process for departments or organizations looking to create official social media accounts. Requests for account approval can be submitted to the Office of Marketing and Communications.

For further questions or additional resources, Web Services and the Office of Marketing and Communications are here to support you every step of the way. Please reach out as needed to ensure your content and web pages meet university standards.