Best practices and standards

Keep content useful and current

Websites should help users find accurate information, understand the work being shared, and know what to do next.

Site administrators should:

• Keep pages, posts, people, publications, files, and contact information up to date.
• Remove outdated content that no longer serves the site’s audience.
• Use clear page titles, headings, and links.
• Write in plain, direct language.
• Avoid duplicating content that already lives on an official University website.
• Review the site regularly to make sure it still reflects the current work, team, or purpose.

Follow accessibility standards

Rochester Core provides an accessible foundation, but site administrators are responsible for maintaining accessible content.

Site administrators should:

• Use headings in the correct order.
• Write descriptive link text.
• Add meaningful alternative text for images.
• Avoid using images of text.
• Use tables only for data.
• Make sure uploaded documents are accessible.
• Ensure videos include captions.
• Respond to accessibility issues identified through Siteimprove reports.

For more guidance, review the University’s digital accessibility resources.

Stay aligned with URochester branding

URochester Sites uses a streamlined version of Rochester Core to help each site feel connected to the University while maintaining the right visual hierarchy.

Site administrators should:

• Use the provided Rochester Core templates and components.
• Avoid custom designs, logos, colors, or layouts outside the supported theme.
• Use clear site names that reflect the site’s purpose.
• Keep language and imagery aligned with University standards.
• Request guidance before adding anything that may affect brand, accessibility, or usability.

For logos, colors, voice, photography, and other brand guidance, visit the Brand Center.

Use approved forms and tools

Sites may use approved tools, including Gravity Forms, for general contact and information-gathering needs.

Forms may not collect protected health information, student records, payment information, Social Security numbers, passwords, or other sensitive data unless reviewed and approved through the appropriate University process.

Site administrators should request guidance before creating forms that collect personal, sensitive, or regulated information.

Respond to Siteimprove reports

Sites on URochester Sites receive Siteimprove reporting to help identify accessibility, quality, and content issues.

Site administrators are expected to review these reports and address issues such as:

• Broken links
• Missing or unclear alternative text
• Accessibility errors
• Misspellings
• Outdated or low-quality content
• Documents or media that need attention

These reports are part of the long-term support model and help keep sites healthier over time. Site administrators who need direct access can request Siteimprove access.

Maintain administrator access

Every site needs at least one full-time staff member identified as the site administrator. Site administrators are responsible for making sure the right people have access and required training is completed.

Site administrators should:

• Keep administrator and editor information current.
• Make sure all users complete required training.
• Remove users who no longer need access.
• Identify a backup administrator when possible.
• Contact the URochester Sites team when administrator responsibilities change.

If required training is not completed, editing access may be removed. If a site no longer has trained administrators, the site may be retired and preserved in the backup archive.

Plan for long-term maintenance

URochester Sites is designed to give websites a stronger home, but every site still needs ongoing care.

Site administrators should review their site at least once a year to confirm:

• The site is still needed.
• The content is accurate.
• The listed site administrator is still correct.
• Users and editors are current.
• Forms and files are still appropriate.
• Outdated content has been removed or updated.
• Siteimprove issues have been reviewed.

Questions about standards?

Not sure whether something belongs on your site, whether a form is appropriate, or how to handle an accessibility or content issue? Contact us, and we’ll help route your question.