Web Publishing Policy

Contained in the Handbook of Operating Procedures, Policy 5.9
-- Adopted by the university Executive Committee, Sept. 12, 2000; revisions, January 2004, November 2006

The University of Texas Health Science Center at San Antonio uses the World-Wide Web to publish information and provide services to the public, and the University's faculty, staff, and students. Content published under the University's domain, uthscsa.edu, and any non-uthscsa.edu domains used by University entities will comply with the policies in Section 5.9 as well as other applicable policies, standards, and guidelines.

1. Web-site publishers are persons who manage content for web sites within the University domain. A publisher must be designated by a dean, vice president, director or chair.
2. Web-site publishers must ensure that their web pages contain accurate and timely information. They have primary responsibility in making sure their web site adheres to all applicable policies.
3. In general, the University does not host web sites sponsored by external groups. Exceptions may be made under certain circumstances. Members of the Executive Committee may approve non-profit organizations to use HSC resources to host a web site. The web site owner shall complete and send the Webmaster a Request for Non-uthscsa.edu Domain form seeking hosting of a non-uthscsa.edu site. The owner and Executive Committee member will sign the form that states the site:
   1. Contains content that is the responsibility of a HSC employee. The employee's name needs to be specified.
   2. Directly relates to the HSC's mission.
   3. Is not for profit.
   4. Needs to be hosted by the university rather than a privately-owned service provider and explains why.

   The site owner is responsible for registering the non-uthscsa.edu domain with an appropriate Internet domain registrar. The Computing Resources Committee will resolve any dispute that may arise from the interpretation of this section.

   5.9.2 Web Governance and Administration

   The Web Advisory Committee serves as a high-level advisory committee on web affairs to the Chief Communications Officer, and the Vice President and Chief Information Officer. The committee reports to the Computing Resources Committee, and will seek the widest representation posssible. It will:

   • Evaluate and recommend any changes to the University's web guidelines and policies
   • Resolve web-related issues and policy appeals raised by the University community
   • Develop and publish guides that are helpful to web-site publishers
   • Provide direction for growth of the web environment

   The Vice President and Chief Information Officer will appoint the University Webmaster who will have operational responsibility for the University web site and monitor compliance with guidelines and standards.

   The Webmaster's responsibilities will include:
   • Communicating with web-site publishers
   • Advising on web training requirements
   • Coordinating web resources
   • Providing "help desk" support for web-site publishers
   • Meeting regularly with web-site publishers
   • Acting as a liaison between departments involved in web-related activities
   • Tracking use of web-related resources and services
   • Responding to complaints concerning appropriateness, timeliness, accuracy, or completeness of information
   • Providing a search engine
   • Identifying potential security threats, and working with the Information Security Office
   • Functioning as an expert and consultant on current practices and applications of web technology
   • Recommending web-related enhancements to the Web Advisory Committee

   The Vice President and Chief Information Officer may remove any uthscsa.edu web site that fails to adhere to Section 5.9 or other applicable policies.

   5.9.3 Standards for Web Pages

   Pages published in the uthscsa.edu domain will adhere to the following standards in addition to specialized guidelines about accessibility in Section 5.9.4, and privacy in Section 5.9.5. The pages will:

   • Display the official University seal or logo
   • Contain the name of the entity publishing the page
   • Comply with copyright laws,
   • Include the dates of preparation or latest revision
   • Include the web-site publisher's e-mail address
   • Contain one of the following disclaimers on the site's index page:

   [ Disclaimer #1]
   Links provided from UTHSCSA pages to other web sites do not constitute or imply an endorsement of those sites, their content, or products and services associated with those sites.

   [Disclaimer #2]
   Material and links provided by UTHSCSA are for informational purposes only. Health information provided is not meant to take the place of advice and care from your personal physician. For help with specific health problems you may be experiencing, please contact your physician who can properly evaluate your medical condition.

   • Provide consistent navigation from the HSC home page
   • Link back to the University home page
   • Link back to department home page
   • Contain a search box on each home page

   University web pages are subject to review/edit by the University Webmaster, the Legal Affairs Office, the Information Security Office, and administrative entities within the University to protect the University from legal challenges related to:

   • Compliance with state and federal laws
   • Copyright infringement
   • Software patent violation
   • Intellectual property rights
   • False advertising and malfeasance
   • Misleading or defamatory portrayal of the work or character of people, groups, organizations, or other parties
   • Potential security breaches

   Web pages may not include content that:

   • Promotes illegal activity
   • Denigrates anyone or creates a hostile or threatening environment
   • Includes offensive, objectionable material or language, or links to sites that contain offensive or objectionable material or language
   • Features copyrighted materials without appropriate written approval
   • Features promotional materials, advertising, or publicity to benefit or advance commercial entities or businesses for personal gain that are unrelated to the University's missions.

   Web-site publishers may accept sponsorship acknowledgements. The University of Texas System Board of Regents defines acknowledgements in its Guidelines for Web Site Solicitations. Web-site publishers may not accept paid advertising. Paid advertising is any text and graphical display placed on a University web page for the purpose of generating revenue. Advertising is defined as any web-page display that promotes a commercial product or service. Use of "click-throughs," where payment is based on redirecting users, is specifically prohibited.

   5.9.4 Web Accessibility

   The University strives to provide web-based services that are accessible to all users. The Health Science Center acknowledges a legal and professional obligation to assure that persons can access electronic information regardless of their ability to see, hear or manipulate computer hardware or software.

   The University acknowledges that federal and state laws apply to its institutional web site. They are contained in:

   • Section 508, U.S. Rehabilitation Act
   • Section 206, Texas Administrative Code

   Technical standards that guide compliance are provided by the the World Wide Web Consortium's Web Accessibility Initiative.

   The institution defines "web accessibility" as the ability of users to get information whether they use:

   • Text-based web browsers
   • Screen readers or text-to-speech converters
   • Various hardware and software platforms
   • Browsers that omit images

   The Health Science Center's web site is decentralized, and originates from separate segments within the institution. Regardless of origin, all official content is held to the accessibility standards set by state and federal laws.

   It is the responsibility of the web-site publisher and the publisher's dean, vice president, chair and/or director to provide web sites that comply with the Americans with Disabilities Act. In the event that a web-site user requests a reasonable accommodation it is the responsibility of the web-site publisher to make an effort to provide an efficient and effective accommodation.

   The Health Science Center promotes understanding of the laws, and the goals of web accessibility. The institution posts the governing statutes and provides directions for its web-site publishers at:

   http://www.uthscsa.edu/accessibility.shtml

   The public is encouraged to direct comments, complaints or suggestions about accessibility issues to either individual below:

   Webmaster
   Academic Technology Services
   The University of Texas Health Science Center
   7703 Floyd Curl Drive
   San Antonio, Texas 78229-3900
   E-mail: webadmin@uthscsa.edu

   Executive Director
   Equal Employment Opportunity and Affirmative Action Office
   The University of Texas Health Science Center
   7703 Floyd Curl Drive
   San Antonio, Texas 78229-3900
   

   5.9.5 Web Privacy Policy

   The University of Texas Health Science Center at San Antonio follows this privacy policy for its site www.uthscsa.edu:

   1. We use cookies to collect information. This information is limited to logging the path a user takes through the web site, or to temporarily preserve information the user supplies to complete multi-part web forms.
   2. If you send us an electronic mail message with a question or comment that contains personally identifying information, or fill out a form that e-mails us this information, we will only use the personally-identifiable information to respond to your request and analyze trends. We may redirect your message to another part of our University, another institution, a government agency or a person who is in a better position to answer your question.
   3. For site management functions, information is collected for analysis and statistical purposes. This information is not reported or used in any manner that would reveal personally identifiable information, and will not be released to any outside parties unless legally required to do so in connection with law enforcement investigations or other legal proceedings.
   4. Information collected from the Health Science Center web site, including the summary server log information, e-mails sent to the web site, and information collected from web-based forms, may be subject to the Texas Public Information Act.
   5. Individuals have rights under Section 559.03(a) of the Texas Government Code to correct any erroneous personal information The University of Texas Health Science Center at San Antonio collects. The University has posted procedures for requesting corrections.
   6. Except for authorized law enforcement investigations, no other attempts are made to identify individual users or their usage habits. Raw data logs are used for no other purpose and are scheduled for regular destruction in accordance with National Archives and Records Administration General Schedule 20.
   7. We use log analysis tools to create summary statistics, which are used for purposes such as assessing what information is of most interest, determining technical design specifications, and identifying system performance or problem areas. The following information is collected for this analysis:
      • User Client hostname - The hostname (or IP address if DNS is disabled) of the user/client requesting access.
      • HTTP header, "user-agent" - The user-agent information includes the type of browser, its version, and the operating system it's running on.
      • HTTP header, "referrer" - The referrer specifies the page from which the client accessed the current page.
      • System date - The date and time of the user/client request.
      • Full request - The exact request the user/client made.
      • Status - The status code the server returned to the user/client.
      • Content length - The content length, in bytes, of the document sent to the user/client.
      • Method - The request method used.
      • Universal Resource Identifier (URI) - The location of a resource on the server.
      • Query string of the URI - Anything after the question mark in a URI.
      • Protocol - The transport protocol and version used.
   
   5.9.6 Outsourced Web Development and Maintenance

   The University of Texas Health Science Center at San Antonio must meet web standards set by the federal and state governments. The requirements deal with accessibility, security, and program coding for archiving content. Additionally, the Computing Resources Committee and its Web Advisory Committee develop minimum web standards to ensure a consistent and quality web presence for the University.

   This policy requires contractors performing web development or maintenance services for the University or its organizations to follow the policies and requirements set by the University and higher authorities. These requirements should be included in the procurement process and final contract. Final acceptance of a contractor's development or maintenance work is subject to approval by both the University Webmaster and the Chief Information Security Officer.

   1. The University relies on the World Wide Web Consortium's Web Accessibility Initiative to define best practices for web presentation. Specific rules related to presentation are in the University's web accessibility policy: http://www.uthscsa.edu/accessibility.shtml

   All web sites are subject to the approval of the University Webmaster, who may validate for compliance with accessibility requirements.

   2. All web sites developed by an outside contractor are subject to approval of the Chief Information Security Officer, whose office may examine the web site to assure that data is handled safely. Contractors are expected to comply with applicable Information Security policies, as set forth in Section 5.8 of the Handbook of Operating Procedures. Any web sites that involve collection of sensitive information or connectivity to data stores that contain sensitive information may be subject to more stringent review of compliance with University, state, and federal regulations. Web sites that may be subject to such regulatory review must have a description of the site to be built, including a data flow diagram and plans for securing the data, approved by the Chief Information Security Officer before programming is done.

   3. Web sites hosted on the central institutional web servers must use scripts that work with the server-side includes chosen to run on the institutional servers. Web sites to be hosted by individual departments or schools may use other scripting by arrangement with the host of the server.