Site ownership information required on Stanford Sites

Stanford Sites and Stanford Sites Intranet will now require all site managers to report ownership and affiliation information about their site on an annual basis and any time this information changes.

How will the information be collected?

Starting November 3, the first Site Manager to log into the site will be directed to the Site Settings page. Site Managers will be unable to edit content until the brief Site Contacts form has been completed and saved. 

The Site Contacts form can also be accessed at any time by going to Configuration>System>Site Settings, and then selecting the Site Contacts tab.

Once the information has been filled out, the form will not appear again for twelve months.

What information will be required?

The Site Contacts form will now require the following information to be reviewed and updated on an annual basis:

• Site Owner Contact Email. Who is the owner of the site? This should reflect the person ultimately accountable for site content. For some groups, this might be the person in charge of communications. For others, it might be the department chair, lab principal investigator, director, etc. This person does not need to be a site manager on the site. 
• Primary Site Manager Email. Who is the primary technical contact for the site? This might be the primary web lead for the site. This person is expected to be a site manager on the site. Technical owners are responsible for being familiar with Stanford Sites policies and best practices.
• Accessibility Contact Email. Who is the primary contact for accessibility for the site? This person should be a site manager on the site and have access to its SiteImprove reports. Accessibility contacts are responsible for being familiar with the university's accessibility policy, goals, and requirements.

For some sites, these contacts may all be the same person. An email address is required for each. You may add more than one contact for each category. If you use a shared email account and we do not get a response about a site renewal, please be aware that we may mark your site as abandoned.

• Organization. What is the parent organization/affiliation for the site? Site owners can choose from a high-level list of organizations. For example, if your site is a department site, you should select the school(s) to which your department belongs. If your site is a personal site, select the organization that best reflects your primary affiliation with the university. There also are options for staff groups and student organization sites. If there is a parent organization that is missing from our list, please reach out via ServiceNow.

How will this information be used?

This information will be used in the following ways:

• Site owners and managers will be contacted annually to renew the site. Sites not renewed at that time will be evaluated for retirement.
• Sites with owners and managers who are no longer affiliated with Stanford will be evaluated for retirement on a regular basis.
• All contacts may be added to mailing lists or other communication channels to receive occasional information on policies and changes related to Stanford Sites.
• Accessibility contact information will be shared with the Office of Digital Accessibility to facilitate access to SiteImprove and provide information about accessibility issues related to the site.

How often will this information be updated?

Site managers will be required to update this information annually. However, this information can be updated at any time. If the information has not been updated in 12 months, site owners will be prompted to update the information. 

What if I don't know how to answer?

Not sure how best to fill out this information? Reach out, we can help!