Langston University

Procedure

STATEMENT OF PURPOSE: Langston University recognizes the power and importance of the internet and the World Wide Web in promoting the University and communicating our mission to provide quality education to a diverse population of learners.  Langston’s website is often the first impression a prospective student or employee has of the University. The quality of information and presentation of that information play a lead role in shaping the institution’s identity and reputation. Because of the significance of the website, the following requirements are established as a set of standards for the Langston University website and the information detailed within the site. The guidelines seek to provide all site users a more accurate, credible, up-to-date and visually appealing website to navigate and will hopefully convey an impression of the quality institution that is Langston University. All websites residing on Langston University’s server are subject to local, state and federal laws and must comply with these laws and all policies, rules and guidelines set by the University and its governing boards.

1.0  General Web Requirements

The following standards apply to all pages on the university server:

1. All pages must be in compliance with all local, state and federal laws.
2. Copyright laws apply to websites. All information on the Langston University site is protected by copyright law. Additionally, before placing copyright protected materials on Langston’s site, written permission to use those materials must be obtained and sent to the Office of Public Relations.
3. Pages on the Langston University website must not contain confidential information or student information that is protected by the Federal Education Rights and Privacy Act (FERPA) unless proper security measures are in place to restrict access.
4. Pages on the University server cannot be used for personal business activities or to promote personal financial gain.
5. No page on the Langston University server should contain, or link to, any material that may be inappropriate for certain viewing audiences. Examples include but are not limited to violent content or sexually explicit content.
6. No page on the Langston University website may permit outside entities to advertise on the site unless special permission is granted by the President of the University.
7. All University pages must meet accessibility guidelines in compliance with applicable laws including Section 508 of the Rehabilitation Act and the American Disabilities Act (ADA). The World Wide Web Consortium (W3C) has established three priority levels for web pages. All University sites must meet Priority I checkpoints.

2.0  Institution Webpage Requirements

1. Institution web pages are considered to be all administrative, departmental and other selected pages.
2. Each department or office, both academic and administrative, shall designate one employee as its designated Web Representative. The representative will be considered a member of the University Communications Council. The Communications Council will serve as the conduit for sharing information between each department/division and the Office of Public Relations,
3. The Web Representative will carry the responsibility of reviewing the pages, gaining proper approval internally for changes from the appropriate dean or department chair, and making changes to their pages.
4. The Vice President of Institutional Advancement and External Affairs, or his/her designee, will approve all changes prior to uploading to the website by the Office of Public Relations.

3.0  Student Organization Web Pages Requirements 

1. Student organization web pages that reside on the University server, or are linked to the University server, are subject to the same requirements detailed above in the general web guidelines.
2. Content for the page or pages will ultimately be the responsibility of the organization’s advisor and the Office of Student Affairs. Organization advisors should seek to work within their respective organizations to ensure that the pages are maintained with accurate information that is not in violation of the general web requirements. Advisors should review the pages often to ensure that information is accurate and not in violation of the general web requirements listed above.
3. The home page of every student organization site must have the name and email address of the web representative and the organization advisor listed.

4.0 Website Review

1. On an annual basis, no later than March 1st of each year, an assessment of the university website will be conducted by the Office of Public Relations in conjunction with the Communications Council. The evaluation will be conducted in order to ensure that information on the website is accurate and up-to-date.

Changes to the website, identified through spot checking by University departments/divisions, will occur on a regular basis. Such changes will be submitted to the Office of Public Relations through the Project Request Form (http://www.langston.edu/project-request-form).

Social media is a great way to connect with Langston University’s (LU’s) constituents, and has become an extended arm of marketing. Though social media is an easy means of communication, it should be part of an overall communications strategy.

The guidelines listed below will inform you of procedures for using social media on behalf of the University.

1. In your capacity at LU, or when posting on behalf of the university, the intellectual property that you create and publish to social media sites (postings, messages, etc.) is the property of Langston University.
2. In your capacity at LU, or when posting on behalf of the university, you are prohibited from posting copyrighted materials.
3. All university, college or department-level social media or networking accounts must be managed by an approved, general e-mail account so dual role or responsibility is shared. No single individual shall be responsible for a social media or networking account.
4. Social media or networking accounts must be established by an Office of Public Relations team member. Facebook pages will be established by an official university page. When the establishment of an official university page is not possible, account originators will establish or grant admin access to a Department of Public Relations team member.
5. All paid placement marketing advertisements placed on social media sites must be developed or approved by LU’s Office of Public Relations prior to implementation.
6. Content must be current, reliable, accurate, and grammatically correct, but may utilize email addresses, social media accounts (@), quick urls, and other generally recognized methods of online communication.
7. If your account remains dormant (no activity or posts) for three months, the account will be deleted.
8. The University has the authority to edit social media content produced on behalf of the university if such content is contrary to the best interests of LU.
9. The University has the authority to discipline an employee who uses LU social media outlets to disclose confidential student information, to impair working relationships at the university, or interfere with the regular working operations of the university. University grievance procedures will apply to such disciplinary action.
10. Social Media training is available if needed. Please contact the Office of Public Relations at lupublicrelations@langston.edu to schedule training.

Learn more about the licensing and trademark for the Langston University Brand at https://clc.com/

Langston University benefits from public recognition of the brand which includes the name, symbols, official logos, colors, likeness, and other identifying marks. The University has registered the names, logos, and trademarks of the University with the Patent and Trademark Office of the United States as well as the Oklahoma Secretary of State.

Products bearing those marks and distributed for resale or used for other promotional purposes are subject to the licensing policies of the University. The University has delegated the responsibility for administration of these policies to the Division of Operations and by extension the Office of Public Relations.

The University’s rights to its marks are governed by federal, state, and common laws. These laws place an obligation on the University to avoid consumer confusion and require that the use of any marks be monitored to avoid losing exclusive control.

The Division of Operations is committed to ensuring:

1. Proper use of those trademarks, service marks, logos, and insignias that have come to be associated with Langston University;
2. Generating income to support and enhance the scholastic missions of Langston University; and
3. Protecting the University’s reputation, good name and image by permitting only appropriate uses and assuring that only quality products bear the institution’s name, initials or marks.

Rules for the use of LU’s trademarks

Departments of the University ordering merchandise from outside vendors bearing a registered (or common law) trademark, trade name, service mark, or logo of Langston University must secure approval in writing from the Division of Operations, specifically the Office of Public Relations. For approval, please send all requests via email to lupublicrelations@langston.edu.

The LU logos are licensed trademarks of the University. Those seeking to reproduce the logos on promotional items, including apparel, must do so through a vendor licensed through our partners at Collegiate Licensing Company. To learn more about requirements of the College Licensing process, please visit https://www.clc.com/. If you would like more information on the licensing process prior to starting the application, please contact information@clc.com.

Student Organizations

Recognized and registered student organizations may use the marks in connection with their mission as a student organization at Langston University for their own internal consumption.

Items bearing the marks of the University that are to be used in fundraising projects will be assessed the appropriate royalty fees. Student groups that are not registered are not permitted to use the marks in connection with their mission as a student organization at Langston University for their own internal consumption.

The Division of Operations has established licensed agreements with a number of suppliers who provide a variety of products. Departments or student organizations seeking a supplier should first review this list to determine if the required items may be obtained from one of the current licensees. Only officially licensed vendors will be approved to produce merchandise bearing the Langston University marks. For a list of licensed vendors, please contact the Office of Public Relations by phone at (405) 466-6049 or via email at lupublicrelations@langston.edu.

Merchandise produced without written authorization may be considered “counterfeit” and subject to all available legal remedies, including seizure of the merchandise, in accordance with the Trademark Anti-Counterfeiting Act, Title 21, Section 1990 of the Oklahoma Statutes.

The marks and name of Langston University (as well as variations and identifiers and expressions such as Langston Lions, LU Lions, Find the Lion In You, Calling All Lions, Your Future Roars, L’s Up, LUMP, Hear the Roar, We Roar, etc.) will not be used in the promotion of alcohol, tobacco, illegal or “recreational” drug products, political campaigns or promotion of political causes, profanity, racist, sexist, hateful, demeaning language or sexual acts. Incorporation of trademarks or copyrights not owned by the University is not permitted, unless written permission for such use is obtained by the Division of Operations/Office of Public Relations from the mark or copyright owner.

The University marks are to be used only in the form registered, including the appropriate trademark designation, and may not be otherwise altered without the expressed authorization of the Division of Operations/Office of Public Relations.

The University marks may not be used to endorse or promote commercial ventures, private promotions, political campaigns, or promotion of political causes, or for organizations and programs not directly sponsored by the University. Special considerations for such use may be made by a formal request to the Division of Operations for approval by the Vice President or his/her designee.

Permission to use the University’s marks to be incorporated into private websites must be granted by the Division of Operations. No objectionable links will be allowed to be placed in the website that contains the University’s marks. A disclaimer must be inserted at the bottom of the opening page of any website containing the University’s marks that there is no official affiliation or endorsement granted by Langston University.