1. Purpose
UiA.no is the main communication platform for UiA, providing important and relevant information to its target audiences. UiA.no should always be user-friendly, up-to-date, and accessible for all intended users to help the university to achieve its strategic goals.
UiA.no aims to
- Contribute to increased student recruitment to UiA.
- Contribute to ensuring that students are supported and looked after.
- Contribute to attracting and retaining talented employees.
- Showcase opportunities for collaboration with UiA in education, research, and innovation.
- Highlight how UiA's research, artistic development work, and innovation contribute to solving societal challenges.
- Contribute to strengthening UiA's reputation as a co-creation university.
2. Target audience
Primary target audiences for the university’s external websites (in order of priority):
- Potential students (including internal recruiting for further studies)
- Current students
- Partners
- Potential employees
- Other community stakeholders
Target audience for English-language pages:
- Potential international students
- Current international students
- Potential international employees
- Current and potential international partners
- Expert committees evaluating UiA's project applications
The primary target audience for the intranet is current employees, both Norwegian and international.
3. Main principles for the UiA.no website
UiA.no should support UiA's strategy and core activities. The goals, priorities, and development of the website are outlined in UiA's action plan for communication.
Additionally, the website must always comply with current legal requirements and guidelines, as specified in the following points.
3.1 Privacy and information security
UiA.no should adhere to the Freedom of Information Act, the Personal Data Act, including the General Data Protection Regulation (GDPR), as well as the Policy on information security and data protection in higher education and research (in Norwegian only).
3.2 Accessibility
Content and functionality on uia.no should always comply with the Regulations on universal design of ICT solutions (in Norwegian only). The website should be regularly updated to meet the current standards of universal design, with regards to content and functionality, ensuring equal accessibility and usability for all users.
UiA follows parts of the WCAG 2.1 standard WCAG 2.1 (in Norwegian only) as recommended by the Authority for universal design of ICT (Uu-tilsynet) and the solution proposals by topic (in Norwegian only). Any violations of the requirements will be recorded and reported in the website accessibility statement.
Therefore, all individuals with editing access on UiA.no must have documented competence in universal design (see section 6).
3.3 Language
The language used on UiA.no should follow the Act relating to Language, the Central Government Communication Policy, and UiA's language policy guidelines (link to be inserted):
- The website should use correct, clear, user-adapted language, based on the principle of plain language (in Norwegian only), with the reader in focus.
- The website should have at least 25% content in Nynorsk (one of the two official written forms of the Norwegian language).
- Norwegian and English content should be published on separate Norwegian and English pages, without mixing them (this is also related to the requirements for universal design).
- To ensure consistent language use on webpages when using English, British English is our standard organisational language.
- All relevant information for students and employees should be available in both Norwegian and English.
3.4 Search engine optimisation
A significant number of website visits are generated by external search engines such as Google. Therefore, we must ensure that users can easily find the most relevant content. This entails ensuring that the content:
- is structured, formatted and constructed correctly and employs clear and concise language with the incorporation of relevant keywords
- has functioning links, as broken links can negatively impact our reputation with search engines and users
- adheres to guidelines for image usage, ensuring that pages load quickly across various browsers and screen sizes
- is unique – meaning it should not be duplicated on other webpages or external sites
3.5 Tracking
Statistics is an essential tool for improving UiA websites and evaluating the effectiveness of marketing on other digital channels.
UiA.no has decided not to use third-party cookies from services such as Facebook, Snapchat, or Google on our website.
While some cookies are necessary for our website to function, we also collect other data that can help us improve the user experience:
- Our publishing solution uses some necessary cookies
- Additionally, we utilise the SiteImprove tool for website analysis. SiteImporve collects statistics about the use of UiA.no. This data does not contain personal information and is only used for website analysis.
UiA.no must provide clear information about its privacy policy and cookie usage in the footer of each webpage.
3.6 Logo, colours and fonts
UiA.no should always follow updated rules for the use of UiA's logo and brand book (insert link).
3.7 Brand personality
UiA has a brand platform that should shine through on the website. Our slogan "Creating knowledge together" should be prominent, by focusing on
- warmth and closeness
- collaboration and interdisciplinary work
- featuring people together
- engaging and inspiring
- a genuine desire to help
4. Organisation and responsibilities
The operation of UiA.no shall be organised according to the line management principle of the Central Government Communication Policy (communications responsibility accompanies the case responsibility).
The main responsibility for UiA's website lies with the Division of Communication at UiA. All strategic and major functionality changes are made here.
To ensure effective content management on UiA.no and the intranet, the responsibility for maintenance and editing is assigned as follows:
Web team
The web team is responsible for procedures, user guides, guidelines for content and use of different page types, as well as ongoing development of UiA.no. The head of section for web and communication / UiA.no web editor in the Division of Communication leads the web team.
The web team includes key content managers responsible for target groups including prospective students, current students, researchers/partners, and staff (intranet).
The web team is responsible for providing training in the publishing solution and assigning editing access to other staff.
The web team reviews the list of staff with editing access twice a year. Staff who no longer work on the website will lose their editing access.
Website editors
Each faculty and the teacher education unit have dedicated website editors who oversee and ensure that their assigned sites are up-to-date and user-friendly.
Website editors receive training in advanced use of the publishing solution, but must adhere to the structure and layout guidelines established by UiA's web team. They can edit front and landing pages, but should consult with the web team when there is need for changes.
Website editors coordinate and oversee colleagues in their unit with editing access to the website. Website editors who need assistance in updating content can request that colleagues become contributors and report this to the web team.
UiA website editors meet in monthly web editor forums with representatives from the web team.
Content managers
Content managers are responsible for specific sections of a website, such as theme pages, etc.
Content managers cannot change the structure or layout of a website or create front and landing pages, but they can edit the specific pages they are responsible for.
Content managers also oversee other individuals within their unit who have editing access. If they need others to contribute to maintaining information on the pages, they can request that colleagues become writers and report this to the web team.
Writers
Writers can publish articles and events or edit specific content in certain parts of the website. Writers cannot create new landing pages, or change or edit front pages/landing pages.
Writers for research groups
Research group leaders can edit the content for their research group and are responsible for updating the page. The required skill level is lower here, much like editing staff profile pages, so it is sufficient that they are updated on and have been through the editorial guidance for research group pages.
5. Editing access requirements
All individuals who produce content for UiA.no* (publishers) are required to complete the following courses:
- Web publishing in Vortex
- Web accessibility - writer or website editor courses, UiA Competence Portal
- Plain language - The Golden Pen, UiA Competence Portal
- Publishers assigned to work on programme pages / recruitment and marketing content should also possess basic knowledge of search engine optimisation (SEO).
*Research group leaders are exempt from these courses - refer to the description in section 4.
6. Lifespan, deletion and archiving of content
Large amounts of content are stored on UiA's website, and it grows rapidly. This can make it difficult for users to find what they need, and search functionality is weakened when outdated content appears above more current content.
UiA has established clear goals (link) for promoting environmentally friendly operations and reducing our carbon footprint: By 2030, the university aims to achieve carbon-neutral operations and reduce energy usage by 40 per cent. It is worth noting that maintaining large servers to host web content that that receives little or no traffic also contributes to CO2 emissions.
Having effective deletion practices and awareness about content storage is crucial for streamlining our internal and external communication. Nonetheless, UiA.no is a public website that holds value for posterity. UiA must consider the content published on the website on par with other materials. If it has significant documentation or information value and is unique, it should be preserved for future reference.
6.1. Guidelines for archiving and deletion on UiA.no
- Content that is no longer relevant should be deleted from the website. Outdated content is permanently removed, while other content is archived in Public 360, our archival system.
- Examples of content that should be deleted include old webpages replaced by new ones, completed projects, outdated news and events, and older programme pages.
- Events are typically deleted after 6 months, except for major conferences and historically significant events.
- News articles that do not warrant archiving will be deleted after a certain timeframe, which is determined on a case-by-case basis. (For instance, we differentiate between a parking-related article and a new strategic initiative).
- When deleting content, we always consider whether it is appropriate to redirect to newer or related content.
- Some types of outdated content may still hold value for a few years before being deleted or archived. Examples include key information about events and conferences, completed research projects, and noteworthy news items.
- Content with historical value is archived in Public 360. See the guidance for making archival decisions (available on Innaskjærs).
- For deletion procedures, refer to the separate user guide (link).
7. Analysis and evaluation
The web team of the Division of Communication is responsible for regularly analysing metrics and evaluating the website. This includes conducting at least one annual user testing session on uia.no and ongoing smaller-scale testing during website development.
8. Content and priorities
The content on UiA.no is governed by the six goals outlined in section 1. The website's core pages – pages that generate high traffic and pages with key user tasks – are monitored and evaluated regularly through analysis and metrics.
8.1 Homepage
Managed by the Division of Communication in line with the website's goals and UiA's strategic guidelines. It is designed using versatile elements.
The focus on the Norwegian and English pages differs slightly to cater to the target audiences.
The primary target audience is potential students, and the homepage design should reflect this at all times. It is crucial to create a positive first impression and make sure they quickly find the information they seek. They are often new users to the website, and surveys have shown that many amongst this target group have limited prior knowledge about UiA.
8.2. Studies
Consists of an overview of UiA's various study programmes and information for students about everything related to studying and preparing for employment. The main target audiences are potential students, applicants, and current students.
This should help achieve website goals 1 and 2.
8.3 Student life
Contains information about life as a student, related to student activities, welfare services, the student towns, as well as tips from current students, and more. Target audiences are potential and new students, but the content can also be useful for current students.
This should help achieve website goals 1 and 2.
8.4 Research
UiA.no/research should disseminate and inform about UiA's research, the various initiatives, projects, centres, and research groups - and present results in a clear and comprehensible manner.
This should help achieve website goal 5 - showcasing how UiA's research, artistic development work, and innovation help solve societal challenges.
8.5 Collaboration
In line with UiA's strategy, vision and brand platform, the website should clearly convey that UiA is the co-creation university and what this entails.
This message should be communicated through the main page for collaboration, in news articles and research dissemination, on job and career pages and the faculties' websites, it must be clearly stated how different actors can collaborate with UiA and what this means for the target groups.
This should contribute to achieving the website's goals 4 and 6.
8.6 Articles
News at UiA: General and strategically important news about UiA's operations, organisation, and priorities is located under the "About UiA" section of the website and is highlighted when needed. News from the faculties that may be relevant to larger audiences and UiA's operations can also be featured here.
Research news: Updates on the latest research developments, current research, and initatives is located under "Research".
Student stories: Timeless and timely stories that provide insights into student life and are relevant to potential and current students. This section is located under "Student life" and is highlighted where appropriate, such as in campaigns or other strategic messaging. To keep the information relevant to potential students, time-dependent stories will be taken down after a certain period to avoid outdated content.
Career interviews: Interviews with and news stories about former students and their employment or practice pleacements experiences, and what their education has meant to them. This section is located under "Job and career".
9. Images on UiA.no
When using photos on UiA.no, it's important to follow UiA's rules and guidelines for images and photos (link). Additionally, images should strive to follow UiA's branding platform, which focuses on the following:
Co-creation/interaction: The emphasis is on people doing things together, with the photo showing active interaction between those involved.
Diversity: A series of images should aim to include people of different ages, genders, cultures, and backgrounds. The same goes for other photo shoots, as much as possible while still being realistic.
Closeness: The images should strive to show people in close proximity to each other and capture the situation up close.
Authenticity: Images should look like real situations from the actual geographical locations.
Warmth: Warm tones in images (and editing) should be preffered where natural.
All website publishers must comply with the image sizes and placement guide (insert link) provided by UiA.
10. Videos
The publishing solution Vortex offers a good and user-friendly way to upload and display videos on the website. We recommend that all videos be uploaded to Vortex and embedded on the website from there. This allows us to have full ownership of the video and complete control over the content and its context.
Before uploading, it is important to compress large video files. Heavy files can cause long loading times on the website. This is bad for users, the climate, and for ranking in search engines (see instructions on video compression, in Norwegian).
If it is not possible to upload the original video file, videos from UiA's YouTube channel can be used as an alternative. Please follow the instructions on how to do this (insert link).
UiA's video service, Panopto, is primarily used as a video library and for teaching material. The user-friendliness of embedded Panopto videos on the website is limited, and therefore, it is not recommended to embed Panopto videos on UiA.no. However, they may be used on UiA's intranet if deemed necessary.
11. Files/documents
In line with the recommendation from the Authority for universal design of ICT (Uu-tilsynet), uploading of files and documents, such as PDFs, should be limited on UiA.no.
It is possible to publish a few business-critical documents/files. This will only be content that cannot be placed in other existing solutions/systems or turned into websites.
The owner of the document is responsible for universal design of the document, while the Division of Communication / website editors will be responsible for publishing it on the website. See guidance from Uu-tilsynet (in Norwegian only).
12. Questions / feedback?
Please contact us:
- kristin.m.skaar@uia.no
- Phone
- +47 38 14 12 30