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Web Hosting Policy & Agreement Forms


Web Hosting Agreement Forms

Download, print and return the appropriate PDF to the indicated campus office. Complete all fields completely and make a copy for your records.

StudentGroupWebHostingAgreementForm.pdf (32KB): Return to the CTS Helpdesk, Stillman Hall, Rm 103.

For Department/Program web-pages that are part of our Content Management System (CMS), please contact the Office of Public Affairs.

Be sure you have read both the Web Site Information Provider Agreement (below) and the SUNY Potsdam Acceptable Use Policy as the return and signature of the form is indication that you agree to abide by them.

Web Site Information Provider Agreement

1. Definition of Information Provider

An Information Provider (IP) is a faculty, staff, or student member of the campus community who has agreed to be responsible for posting information on a topic or topics for SUNY Potsdam's www2 web server. The Information Provider may represent an office, department, or group. This form is for student organizations at SUNY Potsdam, and must be signed by the current faculty/staff advisor. It is the advisor's role to maintain continuity by ensuring that a student takes lead responsibility for the organization's information each year.

2. Responsibilities

The Information Provider agrees to see that the content of the information in topics posted under her or his direction adheres to SUNY Potsdam's Acceptable Use Policy, as well as all College and SUNY rules and regulations. Violators (for example, of copyright laws) will be subject to appropriate disciplinary action. For information about copyright laws, visit the United States Copyright Office, Copyright Clearance Center Inc., and/or http://www.copyright.com.

Each Information Provider will be assigned a SUNY Potsdam electronic mail address if he or she does not already have one. The IP agrees to put this e-mail address on every document he or she posts to the www server, so that questions on topic content may be directed to the appropriate IP. The Information Provider also agrees to update information in her or his topics as appropriate.

3. Type of Information

Information Providers may request permission to post information on any topic of interest to the college community, as long as the content does not violate the rules and regulations mentioned in 2 above, and as long as the topic has been approved by the Electronic Communications Coordinator and/or the Web Design Team.

4. Format of Information

Electronic only. Each Information Provider will receive log-in instructions after his/her account has been created.

The information posted on the www server must be formatted in such a way as to be accessible to all persons with disabilities, in accord with state law. General guidelines are as follows:

  • Images: provide the alt attribute to describe each image (alt is in the img src tag).

  • Image maps: provide the alt attribute for each area of the image map.

  • Links: use text that makes sense out of context. For example, avoid "click here."

  • Frames: use meaningful titles and the NOFRAMES tag to provide the same information or to provide a link to the main HTML document of your frameset (the one with the information the visitor seeks).

  • Forms: where you offer a form, provide a contact phone number or e-mail.

  • Tables: identify row and column headers.

  • PDF files: where you offer a .pdf file, also offer a link to http://get.adobe.com/reader/ if and only if the original file is text-based. Otherwise, you need to provide the information in HTML, text, and images.

5. Requests to Become an Information Provider or to Post Additional Topic(s): A request to become an Information Provider on www2 or to post information on additional topics is approved by Computing & Technology Services. A requestor needs to provide his/her name, address, telephone number, and a description of the type of information s/he would like to post. The contact person for student organizations is Paula Willard, Helpdesk in Kellas Hall. Approval will usually take less than a week.

6. Overall Campus Web System Policy

The Web Design Team (with advice from other campus constituents) recommends policy concerning use of Campus Web servers to the President of SUNY Potsdam, the Director of Public Affairs, and the Director of Computing and Technology Services.

WWW Information Guidelines

Material on the www2 web server is accessible by internet users around the world. For this reason, you must consider the following when posting materials on www2.

  • Do not violate copyright. Be sure to have permission of copyright holders before including text, graphics, or other materials. For reference, visit the web sites listed earlier, in Section 2.

  • Plan for the regular updating of information that will become dated.

  • Be prepared to respond directly to questions about your information. Your email address will be included on each document you post.

Format: The preferred format for most information on the www2 web server is HTML (HyperText Markup Language), the standard for www2 documents. Several ways of producing documents in HTML format are available, and online training is available through the Office of Continuing Education. Existing documents can usually be fairly easily converted to HTML, retaining much of the layout and graphics. Documents can also be written directly in HTML format. Editors are available for most computer platforms.

You are responsible for the appearance of your information, and how it reflects on your organization, and on SUNY Potsdam.

When your pages are ready to be made public, contact the Electronic Communications Coordinator to determine where link(s) on the SUNY Potsdam website might be appropriate.