| Introduction
This document provides guidelines and
standards for information published on Eastern Virginia Medical School's
Web site, www.evms.edu. The document
contains required formats for EVMS Web pages and should be used by all
departments wishing to publish information on the EVMS Web site. It will
be revised as necessary by the EVMS Office of Institutional Advancement.
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Webmaster
The EVMS Webmaster supports the
institutional functionality of the EVMS Web server and is available
for consult or to answer questions. There is no charge for the
Webmaster's services. The EVMS Webmaster is Kim Lewandowski. Kim can
be reached at lewandak@evms.edu
or extension 6070.
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Web Coordinator
Each department will designate a
staff member to act as Web Coordinator. It is the Coordinator's
responsibility to ensure that the department's Web pages are
accurate, current and approved by the department chairman
or division director. The Coordinator will ensure that all content
follows EVMS Web Guidelines and Standards. The Coordinator will have
an electronic mail link in the department Web pages and will be
responsible for email received pertaining to the department.
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Required Elements
An important component of providing
an effective Web site is maintaining a consistent design and
navigational structure so that 1) visitors stay oriented and can find
what they need; and 2) the organization presents a consistent image in
this increasingly important publishing medium. For these reasons, all
Web pages hosted on the www.evms.edu
domain must use the same design, layout, and navigational elements.
The required elements of each page on
www.evms.edu are designed and maintained by the EVMS Webmaster.
Required elements on the main department page include:
- Identification – department name and
Eastern Virginia Medical School (to include EVMS icon)
- Name of the department
chair/director
- Address and phone number -
department mailing address and phone number
- Web Coordinator mailbox - email link
to the department's Web contact
Required elements on "inside" pages
include:
- Identification - department name and
Eastern Virginia Medical School (to include EVMS icon)
- Feedback link - link to Feedback
page, which emails responses to the Webmaster
- Return to department page - link to
the department main page
- Return to EVMS - link to the EVMS
home page
- Search button
- Last update - provide date of last
revision to the page
Time-sensitive material
It is the
responsibility of the department Web Coordinator to keep current all
time sensitive information. We reserve the right to purge outdated
material.
Certification
At six-month
intervals, department chairs will be asked to certify the accuracy of
material available on their Web pages, including
pages in the Physician Directory <http://www.evms.edu/services/index.html>,
if applicable.
The Webmaster will
initiate this contact. A list will be maintained on the Web site
regarding each department's Web certification status. If certification
is not accomplished within 45 days of initial notification, the affected
Web pages will be replaced with a general department description until
the certification is completed.
Current links
Links often become
broken, so the department’s Web Coordinator should check links
periodically. All links must be kept updated. A free utility is
available for automating this process; home.snafu.de/tilman/xenulink.html
Links to sites
outside the EVMS server must include the following disclaimer:
These links are
provided for informational purposes only and are not monitored or
maintained by EVMS.
Do not create links
to any outside sites in such a way as to create the impression that the
pages are stored on the EVMS server.
When link requests are submitted to the
EVMS Webmaster, a justification for that link will need to accompany the
request.
Templates
Templates are
available for department and staff pages. Contact the EVMS Webmaster,
Kim Lewandowski at
lewandak@evms.edu or extension 6070 if you have questions or
problems with these templates.
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Page Layout
In general, try to keep HTML pages to
2-3 screens. Pages that exceed three screens in length should be divided into separate pages with a new menu in the
light gray border on the left side.
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Images, Navigation Links and Backgrounds
To provide
creativity and flexibility, departments may wish to insert images into
their pages. Images must be in GIF or JPEG format, with dimensions
that are no more than 480 (horizontal) by 300 (vertical) pixels. For
the convenience of the end-user, it is a good idea to keep the total
file size of the images at a minimum. The
EVMS Webmaster is available
to assist with questions. If a department requires an image greater
than the standard image there shall be a button-sized pointer or text
link to that image.
Navigation links
provide for 'one touch' access to individual Web documents. Navigation
links within department pages will be created and maintained by the
Webmaster. If you would like to add pages to your section, please
contact the Webmaster.
EVMS departments must use a purple page
background and a white background for the main cell of the content
table.
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Text and Fonts
- All names of external files (html and images) must be lower-case alpha-numeric characters with no spaces and no "special" characters.
- The extension of all HTML documents stored on the
Web will be .html.
- For standard text information, EVMS departments must use Verdana
10 point font.
- Text body color should be standard black.
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Supported and Non-supported Applications
EVMS will support Java, JavaScript, tables and forms.
Forms
The EVMS Web Server
supports PHP forms, but not the FrontPage forms feature. If you have an
idea for your Web page that might benefit from the addition of a form,
please contact the EVMS Webmaster, Kim Lewandowski at
lewandak@evms.edu or extension
6070 to discuss the project.
Frames
Frames may not be
used on www.evms.edu, except in
limited circumstances, because they can cause problems for Web site
users. For details contact the EVMS Webmaster, Kim
Lewandowski at lewandak@evms.edu
or extension 6070.
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Browsers and Languages
All EVMS Web documents must be compatible with Netscape Navigator 4.x and Internet Explorer
4.x browsers.
All EVMS Web documents should be written to HTML
4.01 or above standards.
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Updates to Existing Pages
Additions and/or
changes to existing pages may be made at any time and must be
submitted to the EVMS Webmaster
by the departmental Web Coordinator.
For simple additions,
corrections, or changes - such as adding a new link, correcting any
number of errors, or changing a few sentences - print out the existing
page(s), write the additions or corrections on the printout, and send it
via interdepartmental mail to the
EVMS Webmaster. Even if there are substantial changes, it's
generally more efficient to avoid pasting from a Word document.
For extensive text
additions - such as adding several paragraphs - type the text in Word,
or an email message. Word documents may be submitted on electronic media via interdepartmental mail,
or as an email attachment, to the
EVMS Webmaster. Print out the existing page(s), indicate on
printouts where the new or updated text should appear, and submit via
interdepartmental mail.
IMPORTANT:
Avoid formatting in Word; for example, do not use tabs or tables to
lay out text. Also, unless you are using FrontPage, please send only
changes to be made, not copies of entire pages with changes already
incorporated.
The Webmaster is
available to assist with restructuring your section of the Web
site. Please contact the
EVMS Webmaster,
Kim Lewandowski at lewandak@evms.edu
or extension 6070, to discuss these changes.
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Using Microsoft FrontPage
Some departments prefer to edit and create
their own pages directly. If you would like to do this, we recommend
that you purchase a copy of Microsoft FrontPage, available through One
Source. Contact EVMS Webmaster, Kim Lewandowski, at
lewandak@evms.edu or extension
6070 for assistance with installation and initial training.
IMPORTANT NOTE:
The EVMS Web server does not have the FrontPage extensions installed;
instead, we rely on other means to accomplish these tasks. Please
contact the EVMS Webmaster, Kim Lewandowski, for more information.
FrontPage functions
that will not work on our server include:
Once you have
imported your pages into FrontPage, you can make changes and email the
changed pages to the EVMS Webmaster, Kim Lewandowski at
lewandak@evms.edu for posting to the Web server. For security
reasons, only Web staff post pages directly to the Web server.
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Using Outside Vendors
If a department decides to hire an outside
vendor to create their Web pages, the following rules must be followed:
- any costs incurred in making the
pages work on our server must be borne by the department
- all new pages must be compatible
with FrontPage 2003
- a copy of the written contract
between the department and the vendor must be provided to the
Webmaster; this contract must convey all copyright rights to pages and
images to EVMS and must indemnify EVMS against any lawsuits relating
to materials provided by the vendor in connection with services
provided
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