SOP for Website Content Updates and Submissions

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Effective Date: July 2025
Department: Communications & Marketing

Purpose

This SOP outlines the required steps, approval process, and content standards for submitting website updates to the Voorhees University Communications Department. It ensures the university website remains accurate, consistent, user-focused, and aligned with the institutional brand and messaging.

Scope

This procedure applies to all Voorhees University faculty, staff, administrators, departments, and affiliated partners seeking to update or add content to the official university website.

Website Content Submission Guidelines

Eligible Updates Include:

Departmental contact changes
Program descriptions
Faculty/staff listings
Upcoming events
Policy updates
New pages or sections
Announcements, achievements, or student/faculty spotlights
Academic calendar or catalog updates

Required Submission Information

Please include the following with your request:

- Page Title/Section:
  URL or title of the page to be updated.
- Type of Request:
  New content, content edit, image replacement, document upload, page removal, etc.
- Requested Changes:
  Provide exact text or detailed edits in a Word or Google Doc. Highlight new or changed sections.
- Purpose & Audience:
  Explain who the content is for (e.g., prospective students, current students, faculty) and its objective.
- Attachments:
  Include any high-resolution images, PDFs, or documents relevant to the update.
- Requested Publish Date:
  Indicate if this is time-sensitive or part of a scheduled campaign.
- Approval Status:
  Confirm that VP or department head has reviewed and approved the content.

Formatting and Style Guidelines

To ensure consistency with the Voorhees University brand, all submitted content must follow these style standards:

Use formal but accessible language
Avoid jargon and abbreviations unless defined
Spell out Voorhees University in the first reference; use “the University” thereafter
Use active voice and student-centered framing where applicable
Ensure all dates are formatted as Month Day, Year (e.g., September 2, 2025)
Confirm all hyperlinks are accurate and functional
Submit bios in third person
Submit photos in .JPG or .PNG format with alt text and captions

Approval Process

Initial Submission
All requests must be submitted using the Website Update Request Form
Subject Line: Website Content Request
Department/VP Review
Content must be approved by the requesting department’s Vice President or Director prior to submission.
Communications Review
The Communications Team will:
- Verify branding, tone, and accuracy
- Ensure compliance with ADA and accessibility standards
- Provide edits if necessary
Technical Implementation
Approved content will be queued for web update.
Updates will typically be completed within 7–10 business days, depending on complexity.
Confirmation
A confirmation email will be sent to the requestor with a live link or screenshot after the update is published.

Urgent Requests

Emergency website updates (e.g., campus closures, alerts) must be coordinated directly with the Office of Communications and approved by university leadership. These will be prioritized and posted as needed.

Contact Information

For questions, submission help, or urgent requests:
Office of Communications Web Services: Website Update Request Form

Notes

Not all requests will result in web publication; the Communications Department reserves editorial discretion.
Routine updates (directory listings, typos, minor edits) may be processed more quickly.
Outdated or low-traffic content may be recommended for removal or consolidation.