Charter for The Ohio State University Websites Governance Council

1.1 Vision: To ensure The Ohio State University’s websites effectively serves and engages all university constituencies, reflecting institutional excellence, accessibility, security, and values.

1.2 Mission: Established under the authority of, and responsible for enforcing, The Ohio State University Websites Policy, the Web Governance Council's mission is to establish, oversee, guide, and evolve a comprehensive governance framework to ensure the effective management and strategic direction of the institution’s digital website presence. The Council will maintain the Websites Policy, associated standards and guidelines (including the University Websites Standards and Guidelines and uphold the University’s Digital Accessibility Policy), and promote best practices that govern the creation, publication, and maintenance of online content across university websites.

1.3 Purpose: The Council ensures alignment with institutional goals, legal and policy requirements (including the Websites Policy and those listed within it, such as Digital Accessibility, IT Security, Privacy, Responsible Use, Institutional Data, and Branding), and promotes optimal user experience, innovation, and strategic value across the university's digital ecosystem. The Council aims to support the use of the web to enhance brand awareness, engage audiences, and support university functions while safeguarding data, resources, brand, and reputation. 

2.1 Oversight: The Council's authority extends to all "university websites" as defined by the Websites Policy: websites on the domains osu.edu (excluding u.osu.edu sites), ohio-state.edu, and osumc.edu. This includes, but is not limited to, websites representing colleges, offices, schools, departments, centers, regional campuses, or other university organizations and units.

2.2 Exclusions: Websites explicitly excluded by the Websites Policy (e.g., u.osu.edu, org.osu.edu sites) fall outside the Council's direct oversight, though they may be subject to other university policies. Faculty-run or faculty-managed web projects not hosted on the official college website are also outside this direct scope but must comply with accessibility laws.

2.3 Differentiated Oversight: The Council, through the University Websites Standards and Guidelines, may define differentiated requirements for specific categories of university websites based on factors such as platform, purpose, or audience, while ensuring compliance with the core tenets of the Websites Policy. This includes addressing sites potentially operating outside central systems or using older technologies ("legacy content"). 

The Council will pursue the following strategic goals and objectives:

3.1 Policy and Standards Enforcement and Maintenance: Enforce the Websites Policy (go.osu.edu/websites-policy) and oversee the development, implementation, and maintenance of associated standards and guidelines, including the University Websites Standards and Guidelines. Conduct regular reviews and propose updates as needed.

3.2 Best Practice Promotion: Identify, document, and actively promote university-adopted best practices for web design, content strategy, user experience (UX), search engine optimization (SEO), accessibility, and security, collaborating with The Office of Marketing (OM) and The Office of Technology and Digital Innovation (OTDI) on outreach and training efforts.

3.3 Content Strategy and Lifecycle Management: Establish and oversee a university-wide framework and guidelines for web content strategy, encompassing content creation, quality assurance, accuracy, relevance, user-centricity, regular review cycles (including legacy content evaluation), accessibility, and archival/removal processes (including sunsetting guidance), supporting Web Leads in their responsibilities.

3.4 Collaboration and Coordination: Foster effective coordination and collaboration among units, Web Leads, Technical Managers, OM, OTDI, Office of legal Affairs (OLA), and other relevant stakeholders for web-related projects and policy implementation

3.5 Accessibility Compliance: Champion and monitor university-wide adherence to the Digital Accessibility Policy and the Minimum Digital Accessibility Standards (MDAS), striving to meet or exceed WCAG 2.1 Level AA conformance across all university websites. Promote understanding of functional accessibility requirements.

3.6 Brand and Messaging Consistency: Ensure the university's digital presence maintains a unified voice, consistent branding (including adherence to Brand Guidelines, Editorial Style Guide and use of University Name and Registered Marks, and accurate messaging in alignment with University Marketing standards. Review exceptions to logo and registered marks requirements in consultation with Brand Stewardship.

3.7 Security and Privacy Compliance: Guide and monitor compliance with the IT Security Policy Institutional Data Policy, Responsible Use Policy, University Cookie Statement, Web Privacy Statement, and relevant data protection regulations across university websites.

3.8 Data-Driven Decision Making & Inventory Management: Promote the use of the Digital Inventory System of websites for cataloging websites and ensuring accurate records. Encourage the use of web analytics to inform continuous improvement efforts, resource allocation, and strategic decisions regarding the university's web presence.

3.9 Innovation and Trends: Monitor emerging web technologies, trends, and best practices, advising university leadership on opportunities for integrating innovative and effective solutions.

3.10 Training and Support Collaboration: Collaborate with OM and OTDI to support the provision of outreach and training on the Websites Policy and best practices. Identify ongoing needs (e.g., Digital Accessibility Skills Training) and advocate for resources.

3.11 Vendor, Exception, and Subdomain Review: Review and approve unit requests to hire outside vendors for website builds/redesigns. Consider requests for exceptions to the Websites Policy in consultation with OLA. Serve as the review body for subdomain request disputes and provide final determination. Consult on subdomain requests as needed by OM. 

4.1 Formation: The Web Governance Council is formed by the Office of Marketing (OM).

4.2 Composition: As mandated by the Websites Policy, the Council is comprised of the following core members:

• Co-Chairs: One provided by OM and one provided by the Office of Technology and Digital Innovation (OTDI).
• Representative(s) from:  
  • College of Arts and Sciences
  • College of Engineering
  • College of Food, Agricultural, and Environmental Sciences
  • College of Nursing
  • Enterprise for Research, Innovation and Knowledge (ERIK)
  • Faculty Council
  • Fisher College of Business
  • Office of Academic Affairs (OAA)
  • Office of Administration and Planning
  • Office of Business and Finance
  • Office of Human Resources
  • Office of Legal Affairs (OLA)
  • Office of Marketing (OM)
  • Office of Student Life
  • Office of Technology and Digital Innovation (OTDI)
  • Department of Athletics and Business Advancement 
  • University Libraries
  • The Ohio State University Wexner Medical Center (OSUWMC)

4.3 Additional Membership: Additional Council members may be nominated by the Web Governance Council and must be approved by the leader of the Office of Marketing.

4.4 Term Lengths: Appointed members will serve in perpetuity. Reappointment is automatic.  

4.5 Vacancies and Alternates: Procedures for filling vacancies require the Marketing and Communications leader for the unit to nominate a replacement, which is then submitted to the leader of the Office of Marketing for approval. Procedures for designating official alternates (who can attend and vote in the member's absence, subject to Chair approval) allow for alternates to be nominated by the council member and approved by the Co-Chairs. 

5.1 Co-Chairpersons (OM & OTDI):

• Jointly lead the Council and facilitate meetings effectively.
• Set the strategic agenda in alignment with the Websites Policy, university priorities, and Council goals.
• Represent the Council to executive leadership and other key stakeholders.
• Ensure follow-through on Council decisions, enforcement actions, and action items.
• Facilitate consensus-building and manage the decision-making process, including resolving subdomain request disputes.

5.2 Members:

• Actively participate in meetings, review materials in advance, and contribute relevant expertise and perspectives from their represented area/unit.
• Engage constructively in discussions, policy enforcement deliberations, and decision-making processes (including voting on subdomain disputes).
• Undertake assigned tasks, including serving on subcommittees or reviewing policy/standard drafts and exception/vendor requests.
• Act as liaisons, communicating the council activities, decisions, and policy interpretations back to their respective units/constituencies and bringing forward relevant issues.
• Champion the Websites Policy and associated standards within their areas.

5.3 Council Administrator:

• Provides logistical and administrative support to the Council and Co-Chairs.
• Schedules meetings, prepares agendas, records and distributes official meeting minutes, and tracks action items.
• Maintains Council records, documentation (including exception requests, vendor approvals, subdomain dispute resolutions), and communication channels (e.g., webgovernance@osu.edu email).
• Coordinates subcommittee logistics as needed.

5.4 Web Lead (Unit Responsibility): As defined in the Websites Policy, each unit must assign a Web Lead for each university website. Responsibilities include:

• Overall management of the website (content, design, compliance).
• Ensuring compliance with the Websites Policy and related policies/guidelines.
• Serving as the main point of contact.
• Periodically reviewing content, supporting content owners/editors, and evaluating/updating legacy content.
• Ensuring required information (including unit name, footer elements, contact link) is present and compliant.
• Ensuring website copy follows the Editorial Style Guide and adheres to Brand Guidelines.
• Ensuring compliance with Digital Accessibility policy and standards.
• Ensuring compliance with third-party integration and advertising policies.
• Ensuring required information is submitted to and kept current in the Digital Inventory System of websites.
• Evaluating websites for sunsetting based on defined factors and following procedures.

5.5 Technical Manager (Unit Responsibility): As defined in the Websites Policy, each unit must assign a Technical Manager for each university website (can be the same person as the Web Lead). Responsibilities include:

• Overseeing technical aspects (operation, maintenance, development).
• Ensuring website function, security (including compliance with IT Security policy and SSL certificates), and meeting user/organizational needs.
• Overseeing the website registration process, including requesting subdomains.
• Ensuring compliance with Digital Accessibility policy and standards.
• Evaluating websites for sunsetting based on technical factors.

5.6 Office of Marketing (OM): Responsibilities assigned by the Websites Policy include forming the Council, collaborating on training/outreach, approving osu.edu/ohio-state.edu subdomains (consulting Council as needed), and publishing the Editorial Style Guide.

5.7 Office of Technology and Digital Innovation (OTDI): Responsibilities assigned by the Websites Policy include collaborating on training/outreach and providing DNS hosting.

5.8 Office of Legal Affairs (OLA): Consults with the Council on enforcement actions and exception requests as set forth in the policy. 

6.1 Frequency: The Council will meet regularly, typically monthly during the academic year, with additional meetings scheduled as needed (e.g., emergency ad hoc meetings for subdomain disputes).

6.2 Agenda: The Co-Chairs, in consultation with the Council Administrator, will set the agenda. Members may propose agenda items by submitting them to the Administrator at least five business days prior to the meeting. The final agenda and supporting materials will be distributed to members at least two business days in advance.

6.3 Minutes: Official minutes documenting attendance, key discussions, decisions (including enforcement actions, vendor/exception approvals, subdomain dispute resolutions), and action items will be recorded by the Administrator, approved by the Council, and distributed to members.

6.4 Quorum: A quorum, defined as the presence of at least 50% of the voting members (or their designated alternates), is required to conduct official business and make decisions. 

7.1 Consensus: The Council will strive to operate by consensus, fostering open discussion and collaborative problem-solving.

7.2 Voting: When consensus cannot be reached after reasonable discussion, decisions will be made by a simple majority vote of the members present (or their designated alternates). Each member representing a core unit/area has one vote. Co-Chairs vote as representatives of their offices. Specific voting procedures apply to subdomain disputes.

7.3 Conflict Resolution and Escalation: If the Council reaches an impasse on a significant issue not resolvable by vote, or requires higher-level intervention for enforcement, the matter will be formally escalated by the Co-Chairs to the appropriate executive leadership (e.g., Marketing, OTDI, or other relevant executives) for final guidance or decision. Applicants denied a subdomain by the Council may appeal to the CIO and leader of the Office of Marketing. 

8.1 Establishment: The Council has the authority to establish, charge, appoint members to (including designating a chair), set timelines for, and dissolve subcommittees and task forces as necessary to address specific issues or projects related to its goals (e.g., standards review, accessibility monitoring strategies, training needs assessment). Membership may include Council members and other university subject matter experts.

8.2 Charge: Each subcommittee or task force will operate under a written charge approved by the Council, outlining its specific scope, deliverables, membership, timeline, and reporting requirements.

8.3 Reporting: Subcommittees and task forces will report their progress and findings back to the full Council at regular intervals as defined in their charge. 

9.1 Policy and Standards Review: The Council will review the effectiveness of the Websites Policy, associated standards, and compliance levels across university websites at least annually.

9.2 Council Evaluation: The Council will conduct a formal evaluation of its own effectiveness and impact at least annually. The Council is responsible for creating, monitoring, and updating defined key performance indicators (KPIs) or metrics linked to its stated goals and objectives (Section 3), alongside qualitative measures such as stakeholder feedback and policy compliance data, to assess progress and inform future priorities. The Council will also review this charter document annually to assess what may need to be added or removed. 

10.1 Accountability: The Council is accountable for fulfilling its responsibilities as outlined in the Websites Policy, the University Websites Standards and Guidelines, and this Charter. It operates under the formation authority of OM and the membership approval authority of the Leader of The Office of Marketing.

10.2 Reporting: The Council Co-Chairs will provide reports annually to the leadership of OM and OTDI, and potentially the leader of the Office of Marketing or other designated executive leadership, summarizing key activities, enforcement actions, policy recommendations, challenges, and evaluation results. Ad hoc reporting is also available at the request of senior leadership. 

11.1 Support Commitment: The University, through OM and OTDI, commits to providing necessary administrative support (including the Council Administrator role) and operational resources for the Council's core functions, including communication channels and meeting logistics.

11.2 Initiative Funding: Funding for specific initiatives arising from the Council's work (e.g., development of new training modules, acquisition of compliance monitoring tools) will be sought through standard university budget processes via OM, OTDI, or other relevant units. 

12.1 Authority: The Web Governance Council is responsible for enforcing the Websites Policy.

12.2 Monitoring and Review: The Council, potentially through subcommittees or collaboration with operational units (e.g., OTDI Security, Digital Accessibility Center), will oversee the monitoring of university websites for compliance with the policy and standards. This includes proactive review and addressing concerns or questions unresolved at the local level. The Digital Inventory System will support these efforts.

12.3 Non-Compliance Actions: When non-compliance is identified (including violations of subdomain requirements), the Council will notify the relevant Web Lead(s) to correct or remove non-compliant pages/links on a reasonable timeline that takes into consideration the current workload of teams involved and the priority of the compliance discrepancy. Actions are taken in consultation with OLA.

12.4 Enforcement Measures: Failure to comply with Council directives may result in the removal/suspension of hosting services or domain network access, or other appropriate actions as determined by the Council in consultation with OLA. Such failures may also result in corrective or disciplinary action per applicable university policies.

12.5 Vendor Approval: Units must obtain advance approval from the Council prior to hiring an outside vendor to build or redesign a university website. Requests are submitted via webgovernance@osu.edu.

12.6 Exceptions: Requests for exceptions to the Websites Policy must be submitted to the Council (webgovernance@osu.edu) for consideration and require advance approval from the Council, in consultation with OLA. 

13.1 Responsibility: OM and OTDI, in collaboration with the Web Governance Council, are responsible for providing outreach and training on the Websites Policy and associated best practices.

13.2 Council Role: The Council will actively identify ongoing training and support needs for Web Leads, Technical Managers, content creators, and developers regarding policies, standards (especially accessibility requirements and skills training), tools (e.g., CMS, Digital Inventory System), and best practices (e.g., usability, SEO). The Council will collaborate with and provide recommendations to OM, OTDI, the Digital Accessibility Center, and other relevant units to ensure the development and delivery of necessary resources. 

This charter may be amended by a majority vote of the Council members present (assuming quorum). Proposed amendments should be reviewed considering the governing Websites Policy and University Websites Standards and Guidelines. Significant changes are defined as changes that alter the spirit or focus of the charter in significant ways. Significant changes may require consultation with or approval from the executive leadership overseeing OM and OTDI, or the leader of the Office of Marketing. All approved changes to the charter will be documented, dated, and communicated to relevant stakeholders.