Policy UL-AD19 Libraries Content Management System

Main Policy Content


  • Purpose
  • Policy
  • Web Content
    • Web Content Included in the CMS
    • Content Reuse
    • Digital Assets
    • Mashups
    • Web Content Exceptions
    • Requests for Additional Functionality or Design Elements
  • Standards and Guidelines
    • Web Content
    • Accounts


  • To identify material that will be published in the Libraries Web Content Management System (CMS).
  • To identify special purpose sites that will be published in the CMS but with unique design templates.
  • To identify types of Web content that will be supported by the University Libraries IT units but served outside of the CMS.
  • To identify approval paths and conditions for change requests to CMS template design and/or functionality.
  • To define CMS accounts.


The University Libraries are committed to

  • ensuring cohesiveness and consistency across all of the pages on the Libraries' website
  • efficiency through content reuse
  • collaboration among content authors
  • centralization of information

through the use of the CMS. In order to accomplish this objective the following guidelines apply.


Web Content Included in the CMS:

All Web content of the following library areas will be served through the CMS using standard templates at the appropriate hierarchical level.

  • All University Park locations, libraries, departments, units, administrative support offices.
  • University Libraries’ committees, taskforces, groups, etc.
  • Hershey, Dickinson, and the Penn State Press on an elective basis.
  • Guides (research and course guides), help pages, tutorials, etc.
  • Entry points to digital collections including those on Olive,CONTENTdm, etc.

Content Reuse

  • All content is expected to be referenced and reused through authoring tools within the CMS rather than being recreated in multiple places within the site.

Digital Assets

All digital assets must be stored in the DAM and will be reusable throughout the site. Examples include but are not limited to:

  • Word documents, PowerPoint files, Spreadsheets, PDF documents, multimedia files, images, etc.,

Exception: Large multimedia files are optimally served from the University streaming server rather than from within the CMS. Links to files on the streaming server should be made from CMS content.

Special Purpose Sites

  • Special purpose sites requiring unique or modified design templates and/or functionally will be provided within the CMS.
  • All special purpose sites must be requested through the IT Project Request process.
  • Approval and project prioritization will be made by Web Heads in consultation with I-Tech Discovery, Access, and Web Services
  • Design templates and CMS space will be provided for approved sites
  • DNS names, if required, must also be requested and approved.
  • Special purpose sites must comply with all other policies and guidelines for University and Library web sites.


Mashups of data, content, etc. from other content providers that are served from within the CMS must comply with all University and Library web guidelines and standards.

Web Content Exceptions

The following stand-alone static sites were initially excluded from migration into the CMS and may continue to reside on library webservers outside of the CMS. (Note: This decision will be revisited yearly). These sites must comply with University and Library web standards and accessibility policies. :

Alumni Library, Nabokov, Locke

  • Third party interfaces provided by vendors or through software that cannot be incorporated into the CMS or the library template.

Requests for additional functionality or design elements

In order to ensure cohesiveness and consistency across all Libraries Web pages within the CMS, requests for additional functionality and/or design elements will be submitted to the Manager, Discovery, Access, and Web Services in I-Tech for consideration and approval. If development is required, the Manager, Discovery, Access, and Web Services in I-Tech will consult with Web Heads for approval and prioritization.

  • Changes that fall under this guideline include:
  • Changes to links for system-wide services on standard templates
  • Changes to the library home page or any second level page
  • Design changes on secondary pages (e.g., library or unit, guides, etc.)
  • Additional functionality including dynamic elements, etc.


Web Content

All web content within the libraries.psu.edu domain must comply with University and Library web and accessibility policies including but not limited to AD 54, AD69 and UL-AD15 Web Accessibility.

Additionally, web content authored within the CMS must adhere to the Libraries’ Web Standards and Guidelines.


CMS Account Guidelines will be followed for requesting, granting and terminating CMS publisher and author accounts.

Effective Date: October 2007
Date Approved: September 17, 2007 (Dean's Library Council)

Revision History (and effective dates):

  • October 8, 2012 - Revised to rinclude references to new and updated accessibility porlicies (UL-15, AD69, reflect current Web environment, and update account guidelines.
  • June 9, 2010 - Clarification of policy statement, minor change to list of elective sites, and clarification of tutorials as tutorials and learning objects
  • May 11, 2009 - Addition of section on standards and guidelines and link to Web Steering Standards and Guidelines document
  • September 17, 2007 - New policy

Last Review Date: September 2012


UL-AD15 Web Accessibility

University Policy AD69 Accessibility of Penn State Web Pages

University Policy AD54 Web Page Design and Image