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Web Procedures

Web Procedures

GREENWICH PUBLIC SCHOOLS
Greenwich, Connecticut

Policies and Procedures
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Policy E-051 – OTHER ADMINISTRATIVE OPERATIONS

Procedure E-051.34 – Web Site Use and Publishing Procedures

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I.  GENERAL RULES
    The Greenwich Public Schools provide the resources (e.g., hardware, software, technical support) which allow the district, the schools within the district, and the PTAs to create and maintain world wide web sites for educational purposes.  Web sites are avenues for educating, providing information, communicating and expressing creativity.  District, individual school and PTA web sites shall be used to share information about curriculum and instruction, authorized activities and events, and other information relating to the schools and the district mission.  District and school web sites also provide instructional resources for the school community.

    Materials displayed on web sites are published on the Internet.  Therefore the content should be of professional quality and consistent with the education mission of the district. The content should comply with all pertinent policies, procedures and statutes. Any pages or links posted on the school and/or district servers must follow the procedures and statutes pertaining to content standards, student records, copyright and technical standards.

Content Standards
1.    Official Site:
www.greenwichschools.org is the official Greenwich Public Schools web site address. Any sites outside of the GPS URL will not be recognized as official Greenwich Public School sites.
2.    Program/Department/School/Teacher Sites: All staff requiring a web site will be provided an official GPS web site and/or dedicated pages. These pages/sites will be considered the only official sites for any district concerns. Students will not be required to know/use content from teacher sites developed outside of the GPS URLs (e.g. if a teacher developed their own personal web site, links to this site from the GPS site will not be permitted, nor will students be responsible for any content/information on that site)
3.    Subject Matter:  All subject matter on school district web pages and their links must relate to curriculum and instruction, school-authorized activities, or information about the district or its mission.  Staff or student work may be published only as it relates to a class project, course, or other school-related activity.
4.    Content Approval:  Each Site Administrator/Principal has ultimate responsibility and accountability  for the content on his/her web site. Site Administrators must clearly establish written content approval processes with Webmasters and all Content Managers. Schools and programs may choose to designate one person to handle this review function, or to charge each sponsor with responsibility for his/her work.  In either situation, the building or program administrator has ultimate responsibility and accountability.
5.    Templates: Web Sites will follow established district/school templates and design standards.
6.    Quality:   All work should be free of spelling and grammatical errors. On the rare occasion student work may justifiably contain spelling or grammatical errors, it should carry an explanation, such as  These authentic samples of student work may contain spelling and/or grammar errors consistent with the development levels of the students.
7.    Appropriateness: Documents may not contain objectionable material or point directly to objectionable material. The District Web Team has overall responsibility for monitoring the appropriateness of web publishing.
8.    Links to Sites Outside of the Greenwich Public Schools’ Web Sites:

Disclaimer/Links to Any Outside Web Sites: Authorized Content Managers may link to  outside organizations that support teaching and learning.  The District cannot be held responsible for content on any site other than on official and authorized URLs of the Greenwich Public Schools.  When you link to another site, you are no longer on the Greenwich Public Shools Web Site and this Web Site Use and Publishing Procedure does not apply.
    
Links to the following external Web Sites (sites not on a GPS server) are appropriate:
* Sites that have an educational purpose and that meet the standards for instructional materials used by the school system
* Information about youth activities, agencies, or organizations which are known to be nonsectarian, exclusively devoted to community interests or child welfare, are non-profit and non-discriminatory.
        
Links to ‘GPS-related’ Sites: These are web sites that are not part of the GPS authorized URLs, nor are they administered by the Grenwich Public Schools, but may be or may seem to be related in some way to programs, services, events, curriculum, and/or departments of the GPS – through a PTA, a Booster Club, etc. These sites and their content are not the responsibility of GPS content mangers as defined below.

The Greenwich Public Schools’ Web Content Management System provides ample opportunities for content in all classes, curriculum, programs, services and departments. Additionally, the GPS Web Site provides sites or sections of sites for PTAC and for individual School PTA’s. Administrators/Content Managers are responsible for content on the official GPS Web Site/s ONLY (See below for authorized GPS URL’s) and will not be expected to maintain/oversee content on any GPS related or affiliated sites.  For these reasons, links to any sites that may be or seem to be related to, but are not run by, a GPS school, program, service, event, curricula, etc. are discouraged. Exceptions may be made on a case by case basis with the following requirements:
•    written premission from the relevant building, program, or department content manager/administrator must be obtained,
•    the related site must contain the following disclaimer on each of its pages:
o    “This site and its content is not officially affiliated with the Greenwich Public Schools (GPS) and the GPS  are not responsible for any of the content, images, programs, events, and/or activities, etc. contained within this URL”., and
•    the link on the GPS site must connect to a pop up window that notifies the user that they are leaving the GPS site.

Links to Commercial Sites for the Purpose of  PTA Fundraising – These links will be permited with the following requirements:
•    the links may only appear on the PTA pages of the site,
•    a disclaimer must be posted on the page with the link stating that linking to this organization does not constitute an endorsement of its products, processes, or services, and
•    the link on the GPS site must connect to a pop up window that notifies the user that they are leaving the GPS site.

Authorized Greenwich Public Schools URLs include:  www.greenwichschools.org, http://destiny.greenwich.k12.ct.us,  www.greenwichace.org, and http://greenwich.wikispaces.net, and others as developed.


Student Records and Confidentiality
1.    Web publishing must follow all pertinent statutes, policies and procedures in regard to student records and confidentiality.
2.    Using student pictures on the Greenwich Public Schools website promotes learning, collaboration and provides an opportunity to share the achievements of students.  However, safety of students is a priority. Images of PreK-12 students may be included in the website without identifying captions or names. In grades 9-12, websites may include full names for student work/honors without accompanying images. Any exceptions to this guideline, available in grades 9-12 only, will be communicated and signed-off by individual parents through Greenwich High School personnel.

Parents may opt out of any use of image/student work by indicating their wishes on the Internet Safety and Acceptable Use Agreement.(Procedure #E-040.4)


Copyright
1. Web publishing must follow all pertinent statutes, policies and procedures.
2. All Greenwich Public Schools web pages, including those that contain student work, must link to the following copyright notice:  Copyright Notice  No materials on any of the Greenwich Public Schools’ WWW pages may be copied without express written permission unless permission is clearly stated on the page.  If the school or program would like to grant limited permission to use and copy, please indicate by using the following sentence:  Schools and non-profit organizations may copy and make use of these materials within their own school districts or may republish the pages on their Web sites provided that a clear notice of source is included on the Web page.
3. Re-publishing of a graphic or a text file that is copyright protected, must be accompanied by appropriate permissions granted by producer and a notice at the bottom of the page crediting the original producer.
4. While the “fair use” rules governing student reports in classrooms are less stringent and permit limited use of graphics and text, staff members and students with questions regarding these guidelines are advised to check with the library media specialist in the building before proceeding with the collection of images and/or text.  Many of the “fair use” guidelines do not apply to web publishing.
5. Purchased clip art collections usually contain some form of agreement outlining  any requirements about printing credit lines on any documents which include graphics from the collection.  The best advice is to read and follow the stipulations within the agreement.
                    
Source for copyright guidelines:  Bellingham Public Schools

Design and Technical Standards
1. Design and technical standards for the Greenwich Publics Schools Web Site have been established and must be adhered to in the interest of maintaining a consistent identity, professional appearance, and ease of use and maintenance.
2. Each web page added to the district/school web site must coordinate with the established format.
3. Pages are not permitted to be published until complete and may not contain any “dead” links.
4. All web page links must be tested regularly for accuracy and operability.
5. The district website directory structure will be determined by the District Web Team
6. Access passwords  
• should be kept secure and should be known by only a few key people --- the teacher in charge of the web site, the principal, the school secretary.  
• should not be given to students as authorized sponsors, webmasters, and school administrators assume responsibility for all content, security, copyright and technical standards.
• should be changed periodically.






    
II.    ROLES AND RESPONSIBILITIES

District Web Team
The district website serves as a communication and instructional tool that greatly expands the reach of the school district to parents, teachers, students and community members creating a “school system without walls.”  Through the District’s Content Management System, the Curriculum Programs, Board of Education, PTA Council, and various district departments can provide instantaneous information to their constituents.  Staff Development can provide online course materials allowing for teachers to participate in “just in time,” anytime/anywhere professional learning. Teachers will be able to share curriculum guides, resources and lesson plans through a group-specific Intranet. As such, the district website is the responsibility of a team of professionals.  Each member of the District Web Team has roles and responsibilities that complement one another and ensure a successful implementation and maintenance of a content and resource-rich website.  The District Web Team includes the Communications Director (Site Administrator), District Webmaster, Technology Director, Media Coordinator, and representative School Webmasters.  The District Web Team meets regularly to set, review and enforce Web Publishing Standards including graphics, content, backup, permission requests and maintenance.  In addition, the District Web Team stays current on the ever-changing use of the Internet.   

The District Web Team works together to develop an action plan for the smooth transition from the current web publishing system to the new content management system.  The action plan is to include procedural issues, a training and development strategy, timetable, accountability, funding implications and additional website needs as they arise. The breakdown of roles and responsibilities of each of the Web Team member is as follows.

1. District Administrator:
Defined:  The District Administrator (Director of Communications) of Greenwich Public Schools has the responsibility for content information published on the district website.  The District Administrator ensures that all Site Administrators and Content Managers understand and adhere to the district’s web publishing procedures and meet minimum content standards.

2. Technology Director:
Defined: The Technology Director is responsible for system administration and technical coordination of the Content Management System, district web servers, maintenance and development of web-based databases in addition to ensuring adherence to eRate guidelines. Network and technical administration includes storage, security, backup and recovery and upgrades to system. With the Media Coordinator and other Web Team members, the Technology Director ensures Greenwich Public Schools stay current with web technologies, work toward integration of data systems and offer technical support and training to school webmasters.  

3. Media Coordinator:
Defined:  The Media Coordinator is responsible for ensuring that School Webmasters are provided with training and ongoing support.  In conjunction with the District Web Team, the Media Coordinator ensures the smooth implementation and maintenance of the web content management system  and assists with implementing new web technologies including interactive, instructional web tools such as blogging, discussion boards, homework drop box, and student e-mail.  In addition, the Media Coordinator works with other Program Coordinators and Media staff on developing and maintaining curriculum resources.

4. District Webmaster:
Defined: The District Webmaster is responsible for providing ongoing technical support and guidance to users of the content management system. In addition, the District Webmaster administrates the server and assists with implementation of new web-based databases. The District Webmaster addresses any technical issues reported by School Webmasters or Central Office content managers and ensures that all school and district websites meet minimum district standards.  The District Webmaster manages user/group accounts for the district website, prepares new templates per requests, assists Director of Technology in technical coordination and server administration and, with the Coordinator of Media, offers ongoing training opportunities for Site Administrators and Content Managers.

5. District Content Manager:
Defined: Any employee of Greenwich Public Schools that assumes responsibility for preparing and publishing on the district's Web Content Management System. Examples of district content managers may include Coordinators, Administrative Assistants, Department Heads and others. The District Content Managers reviews, understands and adheres to the Greenwich Public Schools Web Publishing Procedures and Guidelines while ensuring accuracy and appropriateness of all material to be published.  Content Managers practice effective file management, keep backup copies of all materials and participates in ongoing training opportunities on web-related technologies.

School Web Team
The school website serves as a communication and instructional tool that greatly expands the reach of the school building to parents, teachers, students and community members.  Through the power of the Internet, the school web page is a vital 21st century tool, which breaks down physical barriers and allows for “a school without walls.”  Teachers will be able to provide web pages with syllabi, homework assignments, handouts, and resources.  Various groups such as the PTA, music, sports teams and others can provide information on meetings, practice schedules and more.  As such, the school website is the responsibility of a team of professionals – the School Web Team. Each team member has roles and responsibilities that complement one another and ensure a successful implementation and maintenance of school website.  Each school will have a School Web Team that includes a Site Administrator, School Webmaster and Content Managers.  The School Web Team meets regularly to monitor the development, usage and issues regarding the school website.  The breakdown of roles and responsibilities of each of the Web Team member is as follows.

1. Site Administrator:

Defined:  The School Principal (or other school administrator) of Greenwich Public Schools who has the responsibility for content information published on his/her school’s website.  The Site Administrator ensures that the School Webmaster and all Content Managers understand and adhere to the district’s web publishing guidelines.

2. School Webmaster:
Defined: Under the direction of the Principal, the School Webmaster  is responsible for overseeing the school website as a communication and instructional tool for the entire
school community according to district guidelines.  The School Webmaster:
•    Trains colleagues (content managers) on proper construction of Web pages, using the Web content management system to create and upload their websites.
•    Provides on-going technical support and guidance to content managers.  Reports technical issues to District Webmaster.
•    Serves on district web team to share ideas and provide feedback on process.
•    Together with the Site Administrator, ensures that minimum District standards for content are met and web publishing procedures are followed.
•    Works with school office/media center to ensure that all students have signed an Acceptable Use Policy and adheres to permission requests.
•    Manages user/group accounts for the school website.
•    Monitors website usage reports to inform decisions for upgrading or promoting the site.
•    Keeps up-to-date on web technologies.
•    Trains Content Managers in image editing skills.
•    Participates in ongoing training opportunities to keep up-to-date on web-related technologies and skills.
•    The Webmaster is responsible for ensuring that any Content Manager completes and submits the appropriate permission form.

3. Content Managers:
Defined: Any employee of Greenwich Public Schools that assumes responsibility for preparing and publishing on the district's Web Content Management System. Responsibilities include:
•    Review, understand and adhere to the Greenwich Public Schools Web Publishing Procedures and Guidelines.
•    Ensure accuracy and appropriateness of all material to be published.
•    Practice effective file management so only current materials are on the Internet server – keeps backup copies of all active materials.
•    Participate in ongoing training opportunities to keep up-to-date on web-related technologies and skills.
•    Adhere to copyright and Internet safety guidelines.
•    Publisher Defined: An administrator - central office, program, department head building leader – with responsibility for content on the District or School Web Sites and/or a designated section of the District Web or School Web Sites. The administrator assigned with accountability for content for a school site or a section of  a school or district site is the sole Publisher (other than Web Team back up).
•    Editor Defined: An Editor may post information to a section of the District site or a school web site, but may not publish the content to the worldwide web. The designated publisher must review and ‘publish’ the content for their pages.

4. Content Managers for PTA/C Sites
Defined: The only non-employee content managers with access to the GPS web sites will be designated PTA representatives that assume responsibility for preparing and publishing on the district's Web Content Management System.
•    Two PTA representatives per school will be designated annually to maintain and update the PTA section of each school site, one Publisher and one Editor.
•    PTAC will also identify one Publisher and one Editor annually to maintain and update the PTAC site. Additionally, editing rights will be given to PTAC Committee representatives upon request. Committee reps will not have publishing rights, the PTAC Publisher designee will approve and post all content.
Responsibilities include:
•    Review, understand and adhere to the Greenwich Public Schools Web Publishing Procedures and Guidelines.
•    Ensure accuracy and appropriateness of all material to be published.
•    Practice effective file management so only current materials are on the Internet server – keeps backup copies of all active materials.
•    Participate in ongoing training opportunities to keep up-to-date on web-related technologies and skills.
•    Adhere to copyright and Internet safety guidelines of electronic information resources.


 



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