Policies and Procedures for Creating Web Sites at the University of Mary Washington

for institutionally-Recognized Student Clubs, Groups, and Organizations

This policy is currently undergoing review.

Procedures for obtaining an account (Fredericksburg Campus)

1. Any club or organization that wishes to have a network account must submit a request for network account form. This PDF form can be filled in online if you have the Acrobat Reader 4.0 plugin. You will still need to print this form to receive the required signatures.

2. The following information must be provided:

   Name of club, group or organization.

   Brief description of the club or organization's purpose.

   Name, email, phone number and graduation date of the club or organization's president.

   Name, email, phone number and graduation date of the person who will be responsible for creating/maintaining the web site.

   Name of faculty or staff advisor.

   Proposed abbreviation of organization's name (i.e. Student Government Association = sga). This will become your email and web address abbreviation.

3. Once the form has been completed, it should be submitted for approval as follows:

College of Arts & Sciences/Mary Washington College: This form will be submitted for authorization by the Office of Student Activities. Once approved the information will be forwarded to the Department of Information Technologies. Your account will be created within 10 business days.

College of Graduate and Professional Studies: This form will be submitted for authorization by the Office of Advising and Student Services. Once approved the information will be forwarded to the Department of Information Technologies. Your account will be created within 10 business days.

4. Once your account is created you will be notified by the Department of Information Technologies to pick up your account information. Under no circumstances will network login and id information be sent via email or given over the phone. You must appear in person.

Policies regarding the use of your account

Failure to comply with any of the following will be considered a violation of these policies and will be subject to appropriate sanctions.

1. All clubs and organizations must abide by the Network and Computer Use Policy.
   

2. Abide by the Statement of Community Values as set forth by the Office of the President.
   

3. All club and organization web pages (not just the first-level page) must carry the following information:

   • A link to the University of Mary Washington home page.
   • College of Arts & Sciences/Mary Washington College: A link to the Office of Student Activities Web site
   • College of Graduate and Professional Studies: A link to the Office of Advising and Student Services Web site
   • Name and email address of person maintaining the site.
   • Organization's email address.
   • Date when the site was last updated.
     
     
4. All club and organization web sites must be updated at least once a year.
   
   
5. At the beginning of the fall semester you will be asked to resubmit your organization's account information to the Office of Student Activities. This will ensure that your account and contact information is correct.
   
   
6. You must notify the Office of Student Activities within one month of a change in club status (i.e. a new president, a new person responsible for maintaining the web site, disbanding of the organization).
   
   
7. No student club, organization or group Web site may display the official Mary Washington College logo. Use of the College's logo is restricted to official departments, programs and centers and represents official information about Mary Washington College.
   
   
8. While the Department of Information Technologies performs regular backups of the students.umw.edu Web server, it is strongly recommended that you back up your Web site each time you make modifications. The Department of Information Technologies will not be held responsible for loss of data resulting from circumstances beyond the department's control.
   
   

Violations

Any club or organization that is found in violation of these policies will be subject to appropriate sanctions. All complaints will be investigated promptly by the Office of Student Activities or Office of Advising and Student Services, and/or the Vice President for Information Technologies and Chief Information Officer (depending on the offense).


Violations of the Network and Computer Use Policy will be subject to appropriate sanctions under this policy.


Failure to comply with all other policies set forth in this document will result in the following:

1. If your club, organization, or group fails to respond within one month following notification by Student Activities and Community Service (CAS/MWC), or Office of Advising and Student Services (CGPS), we will assume that you no longer wish to maintain your account. Student Activities or the Office of Advising and Student Services will inform the Department of Information Technologies to have your account deleted.
   

2. If your club, group or organization wishes to have another account, you must repeat the application process.