1.   Purpose

This policy establishes roles and responsibilities for governance of web accessible content within the Fermilab web presence, and the minimum requirements that website owners must meet in order to make content accessible via the Fermilab web presence. This policy uses a graded approach that ensures that the Fermilab web presence supports the laboratory’s scientific mission through a consistent and current web environment that maintains the reputation of the laboratory.

2.   Scope

This policy covers all web accessible information in the fnal.gov domain and/or hosted on servers within the Fermilab network.

3.    Applicability

This policy applies to all employees, users and contractors who create or maintain websites within all Fermilab web environments.

4.   Effective Date

This policy is effective October 1, 2015.

5.   Definitions

Fermilab web presence: All web accessible information in the fnal.gov domain and/or hosted on servers within the Fermilab network.

Site owners: People who own and are directly responsible for managing a website.

Content editors: People who have the ability, as designed by site owners, to modify some or all of the content of a website.

6.   References

7.   Roles and Responsibilities

8.   Policy

8.1 Governance

Overall governance for Fermilab’s web presence will reside with the Office of Communication, with input from divisions, sections and users provided by the Web Governance Committee. In general, governance will be more tightly controlled in areas where there is substantial external exposure.

Site owners and content editors should maintain a clear understanding of how their site/page is affected by web governance and IT policies and procedures. Site owners and content editors are responsible for ensuring that their sites/pages follow any applicable security, access, branding, layout, structure and content guidelines and rules as contained in web governance and IT policies and procedures.

8.2 Graded approach to web governance

The level of web governance rigor that will be implemented by the Office of Communication for any given website will be determined using a graded approach that is based on a website’s intended audience and function; method of user access; and entity that owns the website.

The primary function of the graded approach is to provide an initial determination of whether a site will undergo review by the Office of Communication, and indicate the likely need for approvals of site branding and content, and expected update frequency. Final decisions on required approvals for site branding and content, and minimum update frequency, will be made by the Office of Communication on a case-by-case basis.

Before any Fermilab website is created, significantly changed or upgraded to a new technology, the website owner is responsible for conducting an evaluation of the site according to the criteria below, documenting the results, and following the appropriate governance procedure depending on the level indicated.

High: Websites meeting the “high” criteria will automatically undergo review by the Office of Communication. After initial review, the Office of Communication will approve or deny public visibility if requested, and document the high-level requirements for site branding, content and review/update frequency as well as any required additional approvals before the site can go into production.

In most cases, sites meeting the “high” criteria will be required to

·    adhere to specified branding guidelines

·    have their branding and content approved by the Office of Communication before entering into production

·    review and update their site content approximately annually

Moderate: Websites meeting the “moderate” criteria will automatically undergo review by the Office of Communication, however, high-level requirements for site branding, content and review/update frequency will typically be less rigorous than for sites meeting the “high” criteria. After initial review, the Office of Communication will approve or deny public visibility if requested, and document the high-level requirements for site branding, content and review/update frequency as well as any required additional approvals before the site can go into production.

In many cases, sites meeting the “moderate” criteria will be required to

·    adhere to specified branding guidelines

·    have their branding (but not content) approved by the Office of Communication before entering into production

·    review and update their site content once every 2-5 years

Low: Websites meeting the “low” criteria will not be presented to the Office of Communication for review before they go into production. As with all laboratory-supported websites, however, sites meeting the “low” criteria must still meet all applicable IT policies and requirements as specified by the laboratory.

9    Policy Owner

This policy is owned by the Assistant Director for Communications.

10  Review cycle

This policy is to be reviewed every two years after issuance.