Digital Platform & Content

Policy

Digital Platform & Content- Policy.pdf

Purpose

Minnesota State University, Mankato creates, manages, and maintains digital content across multiple platforms to support its academic, operational, and outreach mission.
This policy establishes expectations for the creation, governance, and maintenance of University digital content and digital platforms, ensuring that all materials reflect institutional standards for accuracy, accessibility, security, and brand identity.

Scope

This policy applies to all who create, publish, or manage digital content on behalf of the University, including but not limited to content on web, mobile, video, email, digital signage, and social media platforms.
Only formally recognized University entities and approved partners may represent the University, use University branding, or host content or digital platforms on University-managed systems. Individuals or groups without formal recognition must request approval to do so.

Policy Statement

Official University digital platforms are owned, managed, or contractually supported by the University for delivering official content (e.g., D2L Brightspace, mnsu.edu, Maverick One Stop, The Fountain, MavLife, official social media accounts, digital signage, email communications).
All official University digital platforms and content shared on those platforms must:

Be consistent with the University’s mission, values, and brand standards.

• Comply with all applicable laws, regulations, and system policies.
• Be accurate, current, and relevant to its intended audience.
• Be hosted and managed within University-approved systems unless an approved exception exists.

Governance

University Marketing and Communications (UMC) and Information Technology Solutions (ITS) jointly act as liaisons to the University community to ensure that digital platforms reflect the University’s brand, meet technical and security standards, and provide an accessible experience for all users. This group may engage others in this work through sub-committees and consultation as needed.
UMC leads brand standards, editorial style, content strategy, and the accessibility of content. ITS leads technical infrastructure, system security, and accessibility at the platform and technology level, ensuring systems and tools support compliance and inclusive access. While academic content should align with the University’s mission, vision, and values and comply with the Digital Accessibility Policy, it remains under the purview of academic freedom and instructional autonomy.

Hosting, Security, and Creation of Digital Platforms

All official University digital content and platforms must be hosted within University-supported systems or on third-party platforms that have been formally reviewed and approved for University use. Content may not be hosted outside of approved University platforms.
Use of external or vendor-managed platforms, including social media, must follow University brand, accessibility, security, and content standards. Requests for new digital platforms or tools must follow University review and approval processes administered by UMC and ITS. Units operating under established governance frameworks defined by Minnesota State Board policy or collective bargaining agreements may meet these requirements through their existing review processes, provided those processes address institutional standards for accessibility, security, and brand alignment, in coordination with ITS for data security as appropriate.

Accessibility and Compliance

All University digital content must comply with university policies and applicable federal and state laws and standards including but limited to:

• Americans with Disabilities Act (ADA)
• CAN-SPAM (email communications)
• Copyright and intellectual property law
• FERPA
• HIPAA (where applicable)
• Minnesota State Board Policies 5.22 and 5.23
• Minnesota State University, Mankato Brand and Editorial Standards (Brand Hub)
• Minnesota State University, Mankato Data Security and Privacy Standards
• PCI DSS (where applicable)
• Rehabilitation Act, Section 504 and Section 508
• W3C standards
• Web Content Accessibility Guidelines (WCAG) 2.1 AA or successor standards
• Web Content Accessibility Guidelines (WCAG) 2.1 AA or successor standards

Brand and Identity

All University digital content must align with official brand, editorial, and visual identity standards. Use of the University name, logos, colors, or marks must comply with official brand and trademark guidelines.

Accuracy and Maintenance

Each University area is responsible for providing accurate and up-to-date digital content in compliance with this policy.

Prohibited Content

The following content and code may not be published, hosted, or distributed on University-managed digital platforms. Content is prohibited when it:

• Uses copyrighted, licensed, or proprietary materials without appropriate authorization or in violation of the law
• Promotes or advertises external businesses or services without an approved partnership
• Is created for personal gain or unrelated commercial activity
• Presents unlawful, partisan, or controversial material in a manner that violates University standards or implies institutional endorsement, unless clearly used as academic material
• Misrepresents or implies unauthorized University endorsement
• Conflicts with University mission, vision, and values
• Links to external sites inconsistent with accessibility, security, accuracy, or University values
• Interferes with or degrades University systems
• Includes unsupported, outdated, or end-of-life software components
• Uses insecure development or coding practices
• Contains known vulnerabilities such as injection attacks, XSS, or insecure deserialization

Social Media Accounts

Any University social media account representing the University must:

• Use University branding and naming standards
• Be coordinated through UMC prior to launch.
• Maintain professionalism, inclusivity, accuracy, and accessibility
• Follow digital accessibility expectations for images, videos, and posts.

Accounts that do not meet policy requirements may be required to remove or adjust University branding.

Compliance and Enforcement

UMC and ITS may review University digital platforms to ensure compliance with this policy. Violations may require corrective action including but not limited to content removal, or referral to the appropriate Vice President.
The University reserves the right to suspend, migrate, or remove any externally hosted website that fails to maintain compliance, security, or accessibility standards, or poses reputational risk.

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History of Revisions

• Effective Date of Last Review: August 1, 2026
• Date of Last Review: September 2025
• Revisions Made:
  
  • 2025: Modernized policy language and expanded the scope to include all University digital platforms, not just websites. Clarified expectations for governance, accuracy, brand alignment, and approved hosting of digital content.

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Procedure

Digital Platform & Content- Procedure.pdf

Purpose

These procedures outline how University digital content is developed, maintained, and governed across all official platforms.
They ensure that all content reflects University standards for quality, accessibility, security, and brand alignment while remaining accurate and relevant to its intended audience.

Platform Responsibility

All University digital platforms (e.g. websites, learning management systems, mobile apps, intranets, official social media channels) follow governance, accessibility, and content standards.

Content Responsibility

Content authors are responsible for ensuring their content complies with policy requirements. Content concerns or disputes will be reviewed by University Marketing & Communications (UMC) and Information Technology Solutions (ITS), which may engage additional stakeholders through subcommittees or consultation as appropriate.

Roles

• University Marketing and Communications (UMC) UMC leads University-wide digital content strategy and is responsible for ensuring brand integrity, editorial quality, and accessibility within content. This includes:
  • Establishing and maintaining brand and editorial standards.
  • Providing guidance on content structure, voice, and clarity.
  • Ensuring content is created and maintained in an accessible manner in alignment with institutional accessibility expectations.
• Information Technology Solutions (ITS) ITS leads the technical environment that supports University digital content and is responsible for accessibility, security, and infrastructure at the system and platform level. This includes:
  • Managing and securing the technical infrastructure that hosts University digital content.
  • Ensuring platforms, tools, and systems meet accessibility compliance requirements.
  • Overseeing system security, data protection, and technical standards that support reliable and inclusive access.
• Content Liaisons (Designated by Area Leadership) Areas contributing content to University-managed platforms must designate a professional staff or faculty member as a Content Liaison to coordinate content activities and support University content standards.

Exceptions for Independent or Externally Hosted Sites

All official University digital platforms must be created, hosted, and maintained through University-managed systems.

Departments, colleges, or units may not independently create or host websites or applications outside University-supported environments.

In limited cases where a unique technical, contractual, or business need cannot be met within existing University systems, a request for exception may be submitted to the UMC and ITS for review.

Requests must include:

• A clear, documented business or functional need that cannot be met within University infrastructure.
• Details on how University brand, accessibility, and security standards will be upheld.
• Identification of a University sponsor (VP of the division or designee) responsible for the site’s compliance and maintenance.
• An approved contract or agreement meeting University and Minnesota State data-security and accessibility requirements.
• A plan for ongoing maintenance and a defined review or end-of-life process.

Examples of potential exceptions include:

• University-affiliated operations that serve external clients or generate revenue (e.g., auxiliary or retail services using third-party systems).
• Partnerships or grant-funded initiatives requiring a distinct external presence or vendor platform.
• Vendor-dependent systems that provide technical or compliance capabilities unavailable within University-managed environments.

Compliance and Remediation

Digital content that violates University policy, accessibility laws, or security standards must be corrected promptly. Individuals or units may request review of compliance decisions through UMC or ITS, with escalation to the appropriate Vice President as needed.

Those who do not take corrective action after notice may be referred to their Vice President for follow-up. The University reserves the right to take immediate action to remediate or remove content that violates University policy or federal, state, or local laws.

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History of Revisions

• Effective Date of Last Review: August 1, 2026
• Date of Last Review: September 2025
• Revisions Made:
  
  • 2025: Procedure name was changed from Electronic Communications Publishing to Digital Platform & Content
• References:
  
  • University Web and Digital Content Policy
  • Digital Accessibility Policy
  • Minnesota State Board Policies 5.22 and 5.23
  • Brand and Editorial Standards Guide
  • Data Security and Privacy Standards

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Rationale