Roles and authorisations in Sitevision
The roles that exist in Sitevision are:
- webmaster
- editor (the roles of news editor and events editor are also listed)
- writer
These roles directly mirror the editorial organisation and apply to the entire website, regardless of whether the external website, the student gateway or the staff gateway is involved, and of whether a local website such as a department or the University-wide parts are concerned. Each role is associated with particular authorisations, in other words, the right to do certain things in the system. The individuals concerned are then linked to particular parts of the website, so that web editors at a department, for example, only have authorisation for their department’s pages.
The web editorial team at the Communications Division has extended editorial authorisation to be able to manage the University’s website at an overarching level. In addition, there is an administrator role used by the support service to be able to help editors when necessary.
Each part of the website has at least one webmaster
To guarantee a consistently high standard, each part of the website must have at least one webmaster but no more than three. A part of the website normally consists of the pages belonging to an organisational entity (for example, a department or a division in the University Administration). In some cases, there may be several webmasters, responsible for different parts of the organisational entity’s total website. One reason to have more than one webmaster is to reduce dependence on one person.
Web editors have authorisation for all their organisation’s pages, regardless of target group gateway
All editors in an organisation (e.g. a department or a division in the University Administration) have authorisation for all the organisation’s pages on all three target group gateways (external, student, staff). This reduces dependence on a particular person and facilitates collaboration. At a department, this means that in practice all editors on the external website also have authorisation for the department’s pages on the staff gateway and the student gateway, and vice versa.
The writers’ authorisations are limited to one specific target group gateway, in other words, the external web, the student gateway or the staff gateway.
Writers update and publish
Writers
- can create and update text modules and publish changes
- can create and publish plain text news articles and events
- can not create or change images or other modules
The writer roll is set per target group gateway, in other words, the external web, the staff gateway or the student gateway. Where necessary a writer can be given access to several target group gateways.
Roles are allocated to groups of people, not individuals
A group of people dealing with the same part of the website will be placed in the same authorisation group. These groups are normally based at the various organisational entities, for example, a division or a department. The group is then given authorisation for ‘their’ part of the web structure. A person can be in more than one authorisation group. If necessary, authorisation groups can diverge from the organisational structure and be created manually for particular purposes, such as project websites and collaborative websites.
Number of web editors should not exceed what is necessary
To be able to create a high-quality website for Uppsala University, all web editors must have expertise in the various aspects of web publishing, such as target group adaptation, content structuring, accessibility and searchability. In addition, knowledge and skills in the CMS tool Sitevision are needed. Alongside training, web editors need to be given responsibility and powers, as well as time to be able to work satisfactorily on the website. This imposes limits on the number of web editors. Moreover, limiting the number of editors makes collaboration easier.
Individuals who are only responsible for updating particular pages should preferably be assigned the role of writer.
Becoming a web editor requires training
To prepare web editors as well as possible for their work and to maintain a consistently high standard on the Uppsala University website, a training course is compulsory before obtaining the role of web editor.
Web editorial team has authorisation for the entire University website
The web editorial team has authorisation to make changes anywhere on the website. Great caution should be exercised when changing parts of the website for which the web editorial team is not responsible and the relevant web editor should be consulted. In exceptional cases, the Director of Communications can grant a mandate to make changes if this is necessary to ensure that the website meets the requirements of factuality and objectivity expected of a public authority and that it complies with legislation, or if there is a risk of damage to Uppsala University’s brand.