Web Roles and Responsibilities
One person may have multiple Web roles for your site or several staff members may have part-time Web roles in your department. You may have student employees or a contractors that assists you, but permanent members of staff should be assigned the primary responsibility for maintaining the site. In all cases, an organization should determine how it will build and maintain its website before it starts the project. In most cases it is preferable that the people who will maintain a website be the same people who build it since this will give them a deep understanding of its structure.
Makes the final decision on major site changes and is responsible for:
- Approving the site's navigational structure before the site is created
- Approving the site content before it is made available to the public
- Reviewing the content's accuracy
- Ensuring the content complies with copyright laws and University policies
Site Manager (Primary Contact Person)
This person is identified by the site owner or may be a second role for the site owner.
The site manager:
- Serves as the primary technical and administrative contact with ITS on website issues.
- Coordinates the work of the department's Web team.
- Seeks the site owner's approval as needed on Web content, design, and functionality.
- Provides continuity and local training as members of the department's Web team change.
Understands the department's mission, goals, and audiences. Although helpful, HTML and Web technical skills are not required for this role. This person may be responsible for:
- Gathering department information for the site
- Organizing, writing, and editing content effectively for the site
- Providing the content to page builders in electronic form (email, word doc, etc.)
Page builders create the pages for the website. They are responsible for:
- Understanding how to create, maintain, and publish web pages and relate web accessible files.
- Adding content to Web pages using a Web authoring tool such as Dreamweaver.
Group Email Box Account Owner (optional)
A group email box account may facilitate the communication from users of your website to your organization. By setting up an email address for your organization, you create a permanent point of contact for use in Web pages and print publications that will not change if personnel in the department or organization change. For example, users of ITS Help Center website can follow up on questions concerning the site by sending email to: firstname.lastname@example.org. The group email box account owner will be responsible for:
- Setting up a group email account if the organization does not have one yet and would like to create one.
- Reading and responding to the messages sent to the general email box at least once every day (preferably more often).
- Forwarding questions and feedback from the mail box when appropriate
- Coordinating time off and training with their backups
- Ensuring that the group email address is used appropriately .
- On the Web site, the group email may be used on the department's contact page, feedback forms, etc
- In printed materials, the group email may be used in department newsletters, forms, bulletins, etc.
Note: The personal email addresses of individual staff should be reserved for staff listings or for cases where users can only be helped by one person.
One person may primarily "own" a specific responsibility or two or more people may equally share a job. In both cases, it is important to cross train and have formally assigned backups to assist during vacations, sick days and personnel changes. Assigning back-ups to roles is especially important if formal training is needed (page builder) or when daily maintenance is necessary (group email box). The back-ups are responsible for:
- Assisting when the primary task owner is unavailable
- Assisting when the primary task owner needs additional assistance (alleviating the work load, reviewing a task)
- Learning about process changes and obtaining appropriate training