John Glenn School Corporation
Administrative Guidelines
 

7540.02 - WEB CONTENT AND FUNCTIONALITY SPECIFICATIONS

These guidelines, AG 5723, AG 7540, Form 7540.03 F1, Form 7540.04 F1, and Form 7540 F4 will apply to all web content hosted on the School Corporation's servers or Corporation-affiliated servers, whether created by staff, students, or contracted third parties. The Superintendent retains final editorial authority over all content placed on the Corporation's servers or Corporation-affiliated servers and displayed on the Corporation's website(s), including all web content, apps and/or web services. The Superintendent has the right to remove content, pages or links from any web page, as well as require that web content, an app, or web service created by a Corporation staff member or student be removed from the Corporation’s servers or Corporation-affiliated servers, based upon his/her determination that the content is inappropriate or is not accessible to individuals with disabilities.

The Corporation's website(s) serve(s) as instructional, communication, and public relations tools. The web pages aim to provide timely, supportive and educational information to students, parents, staff and the community. The website(s) are created in order to facilitate access to a wide variety of rich media and educational resources that directly support student achievement, professional development, and organizational effectiveness.

The Corporation strives to deliver a website(s) that is/are responsive so it/they can be viewed in an optimal manner on all devices. Additionally, key information such as the Corporation’s name, contact information, and a link to a table of contents/site map should be placed in the top left corner of the home page so it is easy to find.

Website Accessibility

The Corporation’s website(s) operate(s) in compliance with Federal and State law. As such, the Corporation is committed to providing individuals with disabilities with an opportunity equal to that of their nondisabled peers to participate in the Corporation’s programs, benefits, and services, including those delivered through electronic and information technology. To this end, the Technology Director is charged with verifying the Corporation’s website(s) allow(s) persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same benefits and services within the same timeframe as their nondisabled peers, with substantially equivalent ease of use, not be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any Corporation programs, services, and activities delivered online, as required by Federal and State law, and receive effective communication with Corporation programs, services, and activities delivered online.

All new, newly-added and modified web content and functionality must be accessible to individuals with disabilities as measured by conformance to the Benchmarks for Measuring Accessibility, except where doing so would impose a fundamental alteration or undue burden. This provision also applies to the Corporation’s online content and functionality developed by, maintained by, or offered through a third-party vendor or through the use of open sources.

When the fundamental alteration or undue burden defense applies, the Corporation will provide equally effective alternate access. In providing an equally effective alternate access, the Corporation will take any actions that do not result in a fundamental alteration or undue financial and administrative burden but nevertheless provide that, to the maximum extent possible, individuals with disabilities receive the same benefits or services as their nondisabled peers. That said, alternatives are not required to produce the identical result or level of achievement for persons with and without disabilities, but must afford persons with disabilities an equal opportunity to obtain the same result, to gain the same benefit, or to reach the same level of achievement in the most integrated setting appropriate to the person’s need.

Only the Superintendent, after considering all resources available for use in the funding and operation of the service, program, or activity, may determine an undue burden or fundamental alternation defense is applicable. In making such a determination, the Superintendent will document the reasons s/he reached that conclusion, including the costs of meeting the applicable Benchmarks for Measuring Accessibility on a given web page or site, and the available funding and other resources. Additionally, the Superintendent will describe how the Corporation will provide equally effective alternate access.

The Corporation’s website will include on its home page and throughout the website (including all subordinate pages and sites), a Notice to persons with disabilities regarding how to request the webmaster or other appropriate person to provide access to (or notify the Corporation regarding) content or functionality that is currently inaccessible. The Notice also will include information or an accessible link to information instructing individuals with disabilities how to file formal complaints under Section 504 and/or the ADA.

The Technology Director will develop a system to routinely audit/test the accessibility of all web content and functionality. This system must include processes to verify claims of accessibility by third-party vendors or open sources. The purpose of the audit is to identify any web content or functionality that is inaccessible to persons with disabilities. The person/entity who conducts the audit shall report to the Superintendent the results of the audit so that appropriate action can be taken to address any inaccessibility. The person/entity conducting the audit may seek input from members of the public with disabilities, including parents, students, employees, and others associated with the Corporation, and other persons knowledgeable about website accessibility regarding the accessibility of the Corporation’s web content and functionality.

The Corporation will provide annually website accessibility training to all appropriate personnel, including, but not limited to: content developers, webmasters, procurement officials, and all others responsible for developing, loading, maintaining, or auditing web content and functionality.

Individuals responsible for designing, developing and producing web content are expected to employ universal design principles to create web pages and sites that allow persons with disabilities identified at the end of this document to access the information and content on the Corporation's website. By following the web content design criteria set forth below, the designers and authors of the Corporation's website(s) can improve the opportunities for persons with disabilities to access the information and content contained on the web pages that make up the Corporation's website(s).

First Page of the Site

The first page of the website should contain:

 

A.

the index or table of contents for the site;

   
 

B.

a school name, address, and phone number;

   
 

C.

the webmaster and e-mail address of the person responsible for the site;

   
 

D.

a date when the page was last updated or modified;

   
 

E.

index.html;

   
 

F.

a link to the Corporation's website.

Organization of Site Structure

 

A.

The overall plan or file structure should provide quick access to information and help the user understand how the information is organized. It is recommended that a storyboard be used to plan the website.

   
 

B.

Each page should be designed with the audience and goal in mind.

   
 

C.

A basic page format should be used, e.g., use the same background, locate navigation tools in the same place on the page, have consistent link appearance, and have consistent font size and type. Be consistent on all pages.

   
 

D.

The title bar should include the school name in the <title> tag of each HTML document.

   
 

E.

Limit page length and keep the HTML documents as small as possible.

   
 

F.

There should be a "mail to" link that provides a means of feedback on all main pages.

Keep Your Website Current

 

A.

Pages should be checked regularly to ensure that links are working and meet Corporation standards. Check to make sure all internal and external links work properly.

   
 

B.

Remove expired date-related items.

   
 

C.

Maintain and update content by removing unneeded or outdated files.

Grammar and Spelling

 

A.

All pages should be grammatically correct.

   
 

B.

All words should be spelled correctly - web pages should be spell checked.

Navigation Tools

All pages should include a "back to" main menu in order to provide a link back to the website index.

Backgrounds

 

A.

Keep backgrounds simple. Light colors are better. Select backgrounds that make text easy to read.

     
 

B.

Keep background tiles small.

     
 

C.

Backgrounds should be in GIF format.

     
 

D.

Reuse background images, pages will reload quicker and the user will be able to view your pages with ease.

     
 

E.

Do not use a background to convey information.

     
 

F.

Do not "name" your colors. For example, Netscape allows you to use the following tag; <body bgcolor - "green"> and your background will be green. This is a tag specific to Netscape and not necessarily supported by other browsers. Use the hexadecimal number for colored backgrounds. If using a tiled image, make the background color appropriate to the color of the tiled image.

Intellectual Property

 

A.

All website authors shall follow applicable and existing intellectual property laws (copyright and trademark) pertaining to the use of text, images, video, audio/sounds, and hyperlinks to other websites/pages. (see AG 2531)

   
 

B.

The Corporation retains proprietary rights to website/pages hosted on its servers, absent written authorization to the contrary.

Naming Structure

 

A.

Use all lower-case letters for names of documents and graphics.

   
 

B.

Do NOT use any spaces or other symbols in naming HTML documents or graphics.

Graphics/Video/Audio

 

A.

Smaller is better, images should be less than 50k.

   
 

B.

Pictures need to be in GIF or JPEG format.

   
 

C.

Always use width and height tags.

   
 

D.

Provide short, simple, and meaningful alternative text for all graphical features. Use the "alt" tag to describe your picture for text-only browsers.

   
 

E.

Use GIF format for drawings and line art.

   
 

F.

Use JPEG Format for photographic color images.

   
 

G.

Reuse graphics when appropriate. When graphics are reused, they remain in the computer and will load more quickly onto a web page.

   
 

H.

Avoid using flashing content, as it may cause seizures in susceptible users.

   
 

I.

Provide transcripts, descriptions, or captions for video and audio files to assist persons with visual and hearing disabilities.

HTML Standards

It is reasonable to expect that users will see your page using a variety of browsers including Google Chrome, Microsoft Internet Explorer/Edge, Apple Safari, and Mozilla Firefox. It is recommended that you:

 

A.

Check your web pages on a variety of browsers, including text-only browsers.

   
 

B.

Check your website on multiple platforms.

   
 

C.

Use standard HTML tags. Do not use tags which are specific to one browser.

   
 

D.

Use HTML syntax checkers to search your site for programming mistakes.

Use of Student Names, Pictures, Original Work, and E-mail Addresses

The Corporation permits the use of photographs of students, names of students, and displaying original work of students on websites in accordance with the following guidelines:

 

-

Identifiable Photographs of students and/or student's first names may be placed on the Internet only after the appropriate release form has been signed by the parents or guardians.

   
 

-

Last names of students and students' e-mail addresses should never be used.

     
 

-

Original work by students, such as art work, poetry, essays, performances, etc., may be placed on the website only after the appropriate release form has been signed by the parents or guardians.

Prohibited Uses

Under no circumstances may a web page hosted on the Corporation's servers be used for commercial purposes, advertising, political lobbying, or to provide financial gains for any individual. As part of this prohibition, web pages contained on the Corporation's website shall not:

 

A.

include statements or other items that support or oppose: a candidate for public office; the investigation, prosecution, or recall of a public official; or the passage of a tax levy or bond issue;

   
 

B.

link to a website of another organization if the other website includes such a message; or

   
 

C.

communicate information that supports or opposes any labor organization or any action by, on behalf of, or against any labor organization;

   
 

D.

include defamatory, libelous, or obscene matter;

   
 

E.

promote alcoholic beverages, cigarettes or other tobacco products, or any illegal product, service, or activity;

   
 

F.

promote illegal discrimination on the basis of race, sex, color, religion, national origin, disability, age or ancestry.

Additionally, web pages shall not contain obscene, profane, vulgar, sexually explicit, defamatory, harassing or abusive language or be utilized to intimidate, harass, or bully another person.

Content for the Corporation's Website(s)

All subject matter on web pages must relate to curriculum, instruction, school-authorized activities, general information, supporting student safety, growth and learning, or public information of interest to community members.

Neither staff nor students may publish on the Corporation's website personal pages or pages for individuals or organizations not directly affiliated with the Corporation.

Website/Page Evaluation

Before releasing or publishing a website/page, the building principal, sponsoring teacher, central office administrator, and/or technology coordinator, etc. shall conduct a website/page evaluation to assess the following criteria: age appropriateness (appealing and readable); content (relevant, accurate, complete, objective, current, clear and concise, informative, appropriate, links working); intellectual property issues (sources cited; sponsoring organization identified, i.e., class, school, activity; releases obtained); format (accessible, navigable, searchable, functional/useable, download speed, pages dated as to creation/updated).

The Technology Director also will assess the web page’s/website’s accessibility.

Disclaimers

Links to the following disclaimers shall be utilized as appropriate on the Corporation's web pages:

Links:

"The John Glenn School Corporation makes every effort to verify that all links are operational and all information is accurate, appropriate and of high quality. The Corporation expects that these standards are met. The viability of links that are not created through our Corporation cannot be guaranteed."

Domain Name and Copyright: "The Corporation has registered its domain name(s) for the purpose of exclusive Internet identification. The Corporation asserts copyright, trademark and/or other intellectual property rights in its domain name, Corporation identification, Corporation logo, and all content on the Corporation's website(s). All rights are reserved. Outside parties, including parents, patrons, or outside organizations may not use Corporation and/or school domain names in connection with the publication of web content. Under no circumstances shall any party use Corporation and/or school domain names to promote political issues, causes or candidates."

General Disclaimer: "Information provided on the website carries no express or implied warranties as to accuracy, timeliness, or appropriateness for a particular purpose; in addition, the Board disclaims owner responsibility for content errors, omissions or infringing material and disclaims owner liability for damages associated with user reliance on information provided at the site."

Events: "Visitors rely on information on the website at their own risk. Times and dates are subject to change, and spectators or audiences are strongly encouraged to contact the school for the most recent schedule."

Visual Disabilities

Blindness – People with no sight typically browse the Internet using voice-output software or refreshable Braille hardware. Such devices "read" what is on the screen to the user.

Low vision – Individuals who have limited vision may use screen-enlarging software.

Color blindness – To perceive color differences on a computer monitor, individuals with color blindness need high contrast. Also, designers/developers/authors should be mindful of the forms of color blindness when choosing color schemes. Typical color blindness involves the inability to distinguish between red and green, blue and green, or blue and yellow; some people see black and white only.

Auditory Disabilities

Deafness – People who cannot hear experience a website/page only through its text, graphics/images and video.

Hard of hearing – Individuals with limited hearing may use sound-enhancing peripherals.

Physical/Motor Disabilities

People with physical disabilities or limited fine motor skills may have difficulty with the following computer-related tasks:

 

A.

Detailed manipulation of input devices, such as a mouse or roller ball.

   
 

B.

Holding down multiple keyboard keys simultaneously.

Cognitive/Language Disabilities

Typical problems for people who have cognitive disabilities or disabilities that affect their language skills include the following:

 

A.

Difficulty with spatial reasoning and/or visualization skills.

   
 

B.

Difficulty reading and/or understanding written text (e.g., persons with dyslexia).

Persons wanting to learn more about web accessibility standards and guidelines should consult the following Internet sources:

The Access Board (www.access-board.gov) - Federal agency dedicated to accessible design.

World Wide Web Consortium (www.w3.org) – organization developed "Web Content Accessibility Guidelines (WCAG) 2.0" and the "Web Accessibility Initiative Accessible Rich Internet Applications Suite (WAI-ARIA) 1.0."

Approved 11/99
Revised 11/6/01
Revised 2/21/17

© Neola 2016