Website approval process

All new website requests must go through the Web and Digital Team.

For a website request to be granted, it needs to be shown that the content is important to a wide audience, that it cannot be appropriately placed on an existing website, and that there are resources available to develop and maintain the content to a high standard, in line with the rest of the University websites. All new websites will be built in our new CMS, Drupal.

Before requesting a new website, consider the following questions:

  • Why is this website required?
  • Who is the target audience?
  • Is there no other appropriate location for this content to be placed?
  • Who will develop the content?
  • Who will be responsible for maintaining the site?
  • What is the title of the site?
  • What should the URL be?

If the Web and Digital Team are satisfied that the request meets the above requirements, we will set up a development site for you. You will need to provide a basic site structure (the names of pages and where they sit in the site navigation) for us to build a shell of the site. Someone in your team will then need to register for Drupal training, after which we will grant them access to edit the site.

Once the site has been built, you need to notify us that it is finished. We then undertake a “pre-go live check” which can take 1 to 2 weeks, depending on the size of the site. During this time, no further editing can be done on the site. If you are able to give us advance warning of when you will send us the completed site, this is preferred.

Once we have completed the pre-go live check, we will send you a list of any amendments that need to be made before the site can go live (for example, images that need to be changed, links that are broken, typos in the text and so on). Once these amendments have been made, we will approve the site to go live. 

Approval process

  1. Request a new site from the Web and Digital Team. Provided this is granted -
  2. Provide the site structure (names of pages and position in the site navigation)
  3. Undertake training (1-2 team members)
  4. Build the site
  5. Complete the site and send back to the Web and Digital Team
  6. Pre-go live check done by Web and Digital Team
  7. Any edits are discussed/sent back to your team
  8. Site is sent to our developer team to be made live
  9. Site goes live

Checklist to consider before sending a completed site to the Web and Digital Team:

  • All of the pages in the site are complete
  • The site navigation makes sense to users and pages are in the correct location
  • There are no broken links
  • Images are high quality and add value to the content
  • Image sizing is correct (see image content type guidelines)
  • Sentence case is used for all headings, media objects, accordions etc.
  • Correct heading hierarchy is used

Once your website is live

Once your site is live, it will be the responsibility of your department/area to maintain it. Keeping content relevant, accurate and up-to-date is important.

We suggest that you have between 2 -4 team members trained to edit the website. We won’t accept training requests for more than 4 editors, unless you can provide justification as to why more editors are absolutely necessary.

While in the past a lot of our sites have had a large number of editors, we have found that can often be problematic, and are looking to improve this approach going forward. 

For example, we have found that a large number of editors for a site can (and often does) lead to:

  • Inconsistencies – in layout, structure, writing style etc.
  • Mistakes – for example partially completed pages being uploaded to live site
  • Lack of cohesion of site as a whole – extra sections being tacked on, no one looking at the bigger picture
  • People who are not confident or only rarely work on the website causing broken patterns, not adhering to web guide, accessibility issues – and unfortunately we don’t have resources to constantly check all of our sites for compliance
  • Reduced quality overall – as no one has responsibility/ownership of the site. There is no sense of pride in the quality of the site as a whole.

We encourage areas to look at streamlining the management of their websites, and plan the content management strategy, rather than allowing a large number of people to edit the website ad-hoc. In areas that have planned ongoing strategies for the management of their websites, we have definitely seen the quality of the site improve.

If you require assistance with editing your site, or have any questions about this process, please contact the Web and Digital team.