CMS Account Guidelines
Eligibility for CMS Accounts
All employees of the University Libraries are eligible for CMS accounts. A commitment of time is needed in order to complete training and perform at a level capable of ensuring that University and Library web standards are maintained. For this reason, supervisors may want to carefully consider the need to provide CMS accounts to part time or temporary employees who do not have web content authoring as a major job function.
Account Requests
The employee’s supervisor must request an account electronically through the Website Feedback form. The supervisor must provide the employee’s name, access ID and site(s) that the account will require access to.
Author Account Responsibilities
- Create and maintain content
- Ensure that content is current, remove when obsolete
- Ensure basic level of accessibility and compliance with University and Library web policies and guidelines
- Collaborate with Publishers and Pool Web Representative to remediate pages as necessary
Requirements
- Attend CQ5 Author Training (register via TechSmart)
- Maintain skills through required training updates (frequency depends on changing technology and web standards)
- Adhere to University and Library web policies and guidelines
Account permissions
- Content creation using standard authoring templates
- Page create; modify; copy; move
- DAM asset ingest; modify; copy; move
Account restrictions
Publish Account Responsibilities
- Author responsibilities (see above)
- Review and publish content completed by authors in pool
- Ensure that all published pages adhere to University and Library design and accessibility standards.
- Remediate content as requested from Pool Web Representative.
Requirements
- Attend CQ5 Author Training (register via TechSmart)
- Attend CQ5 Publish and Accessibility training
- Obtain University Libraries accessibility certification
- Maintain skills through required training updates (frequency depends on changing technology and web standards)
Account permissions
- All permissions provided to authors (above)
- Page delete
- DAM asset delete
- Publish
Account restrictions
- Bulk loading to DAM
- Editing top level site pages
- Dynamic page components
Pool Web Representative Responsibilities
- Attend additional training on accessibility report interpretation and remediation
- Monitor weekly accessibility reports for assigned pool, collaborate with publishers in pool to and ensure timely remediation and compliance within pool content.
- May be called on to do final testing of new features and releases from time to time
Requirements
- Publish account
- Good track record for compliance with CMS guidelines
- Supervisor approval
- Recommendation by CMS trainers and/or CMS Author Expert Team
Account permissions
- All permissions provided to publishers (above)
- HiSoftware Compliance Sheriff access for assigned site(s)
Restricting or Revoking an Account
Observed failure to comply with University and Library web policy and guidelines
In the event that an individual’s site/content does not adhere to University and Library web policies and guidelines over time, the individual will be assigned a coach who may be either the site Publisher, Pool Web Representative or, Author Expert Team member as appropriate.
The coach will explain the problem and recommended solution
The coach will not make the fixes for the author.
The author or publisher will remediate content within a reasonable timeframe.
Excessive error rate or excessive coaching required
In the event that a publisher repeatedly allows pages to be published that do not comply or an author or publisher has been repeatedly counseled on content creation or compliance but continues to make the same mistake,
- The author or publisher will attend refresher training
- Authors: the author account will be revoked if improvement is not demonstrated in a reasonable length of time.
- Publishers: the publisher account will be reverted to an author account if improvement is not demonstrated in a reasonable length of time. If problems persist, the author account will be revoked.
In such cases, a representative from I-Tech Discovery, Access, and Web Services will:
meet with the unit supervisor to prescribe refresher training for the author or publisher, or,
for authors: confer with the publisher and supervisor to determine if the author or publisher will continue with lesser privileges or have the account revoked entirely.
for publishers: confer with supervisor to have account restricted to author or be revoked entirely
Pool Web Representatives
If a Pool Web Representative fails to follow through on remediation of problems shown in weekly accessibility reports over time, a new Pool Web Representative will be assigned to that pool. The Pool Web Representative will remain a publisher and the account will be subject to account guidelines stated above in this document.
