Kent City Community Schools
Administrative Guidelines
 

7540.02 - WEB CONTENT AND FUNCTIONALITY SPECIFICATIONS

This guideline and AG 5723 and AG 7540 and Form 7540.03 F1, Form 7540.04 F1, and Form 7540 F4 will apply to all web content hosted on the Board's servers, whether created by staff, students, or contracted third parties. The Superintendent retains final editorial authority over all content placed on the Board's servers or District-affiliated servers and displayed on the Board's website(s). The Superintendent has the right to remove pages or links from any web page based upon his/her determination of inappropriate content.

The District'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.

Website Accessibility

The Districtís website(s) operate(s) in compliance with Federal and State law. As such, the District is committed to providing individuals with disabilities with an opportunity equal to that of their nondisabled peers to participate in the Districtís programs, benefits, and services, including those delivered through electronic and information technology. To this end, the Technology Director is charged with verifying the Districtís 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 District programs, services, and activities delivered online, as required by Federal and State law, and receive effective communication with District programs, services, and activities delivered online.

All new, newly-added and modified web content and functionality must be accessible to individuals with disabilities, except where doing so would impose a fundamental alteration or undue burden. This provision also applies to the Districtís 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 District will provide equally effective alternate access. In providing an equally effective alternate access, the District 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 personís need.

The Districtís 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 District regarding) content or functionality that is currently inaccessible. The Notice will also include information or an accessible link to information instructing individuals with disabilities how to file more formal complaints under Section 504 and/or the ADA.

The District will provide 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 the disabilities to access the information and content on the District's website. By following the web content design criteria set forth below, the designers and authors of the District'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 District's website(s).

First Page of the Site

The first page of the web site 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 Board's web site;

 
 

G.

identification of (or a link to) the Board's agent to receive notification of claimed copyright infringement (including name, mailing address, telephone number, fax number, and e mail address);

 
 

H.

links to appropriate disclaimers.

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 web site.

 
 

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, keep the HTML documents as small as possible.

 
 

F.

The web site may include areas such as staff information, student projects, calendar, school information and mission statement, technology plan, and geographical information.

 
 

G.

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

Keep Your Web Site Current

 

A.

Pages should be checked regularly to ensure that links are working and meet Board 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

Position navigational aids throughout documents and document groups. All pages should include a "back to" main menu in order to provide a link back to the web-site index or home page, or a "skip to main content" link in the upper left corner that allows users to jump past repetitive navigation options.

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.

Re-use 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 approximately the color of the tiled image.

Intellectual Property

 

A.

All web-site authors must follow all applicable and existing copyright laws pertaining to the use of text, images, sounds, and hyperlinks to other web sites/pages. (see AG 2531)

 
 

B.

The Board retains proprietary rights to web sites/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.

Re-use graphics when appropriate. When graphics are re-used, 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, Netscape Microsoft Internet Explorer/Edge, Apple Safari, and Mozilla Firefox. It is recommended that you:

 

A.

test web pages on a variety of browsers, including text-only browsers and a variety of screen resolutions to confirm the pages look right to the greatest number of users;

 
 

B.

check your web site on multiple platforms, and test pages on small screens to confirm the pages do not bleed off the screen;

 

C.

use standard universal recognized HTML tags - Do Not use tags which are specific to one (1) browser;

 
 

D.

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

Frames and Special Formats

Do not use frame pages. If you do and you link to external content, make sure you are not infringing on any copyrights associated with the website/page to which you are linking. Additionally, if you use frames, make alternative versions of those pages that persons with disabilities can use. To make them accessible to screen reader devices, add meaningful titles to each frame so user can navigate between them easily.

Provide text-based delivery alternatives for as much information as possible. Do not rely solely on special formats (e.g. Adobe Acrobat) that can be more difficult for text and voice systems to read.

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

The Board permits the use of photographs of students, names of students, and displaying original work of students on web sites 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 web site 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 Board's servers be used for commercial purposes, political lobbying, or to provide financial gains for any individual. Included in this prohibition is the fact no web pages contained on the District's website may:

 

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 passage of a tax levy or bond issue;

 
 

B.

link to a website of another organization if the other website includes statements or other items referenced in A. above;

 
 

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, no web pages may contain obscene, profane, vulgar, sexually explicit, defamatory, harassing or abusive language, or be utilized to intimidate or bully another person.

Content for the Districtís 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.

Revised 7/18/16
Revised 1/16/17

© Neola 2016