Website editing roles

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

To help maintain your website content, and to ensure an optimal approach to content creation, the following user access guidelines apply to the roles below:

Content editing

A maximum of 4 site maintainers will be allowed per site. This can be a mix of site administrators, web editors and contributors. 
 

Access level Number allowed
Can create, edit and publish pages, news and events, unlock pages, and can approve/publish draft content that contributors or web editors have created. Can also create and edit web forms and site banners, and edit (not create or publish*) promo pages.

* Approval, creation or publishing of promo pages is done by the Web & Digital Team
Each site can have a maximum of 2 site administrators. This role is not a requirement for your site.
Access level Number allowed
Can create, edit and publish pages, news and events. The number of web editors allowed per site will vary from 1-4, depending on the number of site administrators and contributors your site has.

 

Access level Number allowed
Can create and edit pages, news and events but not publish their changes.  The number of contributors allowed per site will vary from 1-3, depending on the number of site administrators and web editors your site has.

 

Access level Number allowed
Can view web form submissions and view draft page content, for approval.
NOTE: This role can't edit or publish content.
Each site can have an unlimited number of reviewers.

News and events editing

For sites that have the News module active, a maximum of 4 news and events providers per site will be allowed. This can be a mix of news editors and news contributors.

Access level Number allowed
Can create, edit and publish news and events. Each site can have a maximum of 2 news editors.
Access level Number allowed
Can create and edit news and event pages but not publish. The number of news contributors allowed per site will vary from 1-4, depending on the number of news editors that your site has.

Why limit the number of editors per site?

We encourage areas to look at streamlining the management of their websites, and have a content management strategy, rather than allowing a large number of people to edit the website on an ad-hoc basis. In areas that have a limited number of assigned roles for website editing, the quality of the site content improves.

For those sites that historically had a large number of editors, we found that the quality of content decreased because of:

  • 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 pages added unnecessarily, with no one looking at the bigger picture
  • Content issues arising from editors who are not confident or who very rarely login to make changes on the website
  • A lack of responsibility and ownership of the site.

FAQs

 

Contact the Web & Digital Team

Our team of Web & Digital Officers is here to provide specialist advice, guidance, training, and support to all University site maintainers, to assist in the delivery of high-quality website content.

If you need help with any aspect of your website content, or if you have any questions about the current editing roles for your website, please contact the Web & Digital Team.