Website Oversight & Edits
UTMB websites are a critical operational asset for all areas at our institution. Ultimately, as with other entity-specific resources and tools, the primary responsibility for the oversight, management and content on these sites rests with UTMB’s respective departments and programs, across all mission areas.
The university provides a centralized hosting environment, a web content management/publishing system (Sitefinity), Sitefinity training and associated tools and resources at no cost to university areas.
A centralized Web Services team is here to provide expert support to ensure sites align with university brand standards and other legal requirements and use the latest templates to deliver an optimal experience for site visitors.
Ownership & Regular Maintenance
Each website must have a designated site owner—typically the lead person in the department or program the site represents. The site owner serves as the primary contact and is responsible for overseeing the site's overall direction and content strategy.
Websites should be reviewed at least quarterly to ensure content is accurate and current, with no spelling errors, broken links, or outdated information. Regular maintenance is a shared responsibility between the site owner and the designated content editors.
Content Editors
Site owners are required to identify at least one content editor who will be responsible for routine updates and basic site maintenance, using tools offered in the university’s content management system (Sitefinity).
Common Content Editor Tasks
Content editors must understand the basic concepts of the Sitefinity modules listed below to manage their content:
Content Editor Access
Learn and control who manages a website. The forms below allow you to:
Note: New Sitefinity content editors are required to complete the training listed below.
Content Editor Training
Follow the steps below for content editor training:
Urgent Ad Hoc Edits
If your website does not currently have a content editor, and urgent updates are needed, please follow the steps outlined below to request assistance.
The Web Services team uses a form and automated workflow to efficiently manage and track requests. All project intake is done through this form. Submitting a detailed Word document with your request helps reduce the need for back-and-forth communication and will expedite the completion of the request.
Steps to Request Urgent Edits:
- List the specific URLs of the pages within your site that need updates.
- Describe the changes needed for each page.
- For text edits, include the revised content and highlight what’s changing.
- Screenshots can be used to support the instructions but not to provide new text/details or links.
- Include images or other file types as needed.
- For documents, include SharePoint links from your existing Collaboration folder (ensure appropriate permissions are applied to the links before sharing).
- Please pay close attention to the instructions provided on the form and answer all questions.
- Attach your Word document and any additional files when prompted.
Note: Please ensure content editors are identified and trained as soon as possible to support ongoing site updates. The Web Services team does not have the bandwidth to support day-to-day updates across the enterprise.
New Websites, Major Updates, & Site Redesigns
If you're planning a new project, major site update, or redesign, the centralized Web Services team is here to support you.
Team members will work with you to organize your site content effectively, improve navigation, and ensure your users can find what they need quickly and intuitively.
Getting Started
To get started, please review the items below and submit the project request form that follows:
- Assemble your thoughts and ideas in a Word document and collect links to sample websites that align with your vision.
- Include any text, links, or images you have collected to use on the site.
- Not sure where to start? Share what you can, and we'll help you work through the rest.
- Designate one or two team members to take on lead roles and act as the primary points of contact for Web Services.
- Please pay close attention to the instructions provided on the form and answer all questions.
- Attach your Word document and any additional files when prompted.
Once a project request has been submitted, a Web Services team member will reach out to schedule a project intake meeting to define goals, set timelines, and outline key deliverables.
Stakeholder Expectations
To ensure the success of the website project, active participation from site owners, project leads, content editors, and subject matter experts is essential. These stakeholders provide the critical insight needed to define the target audience, explain the purpose of their program or department, and outline the services offered. Without their direct involvement, the Web Services team cannot accurately determine the appropriate content for the site.
Active and ongoing communication is vital. Prompt responses to questions, feedback requests, and content reviews will help keep the project on track and moving forward efficiently. Stakeholder engagement may include attending regular check-ins (e.g., biweekly meetings for larger sites or 1–2 meetings for smaller ones), reviewing and approving documents, and providing written content, images, and other relevant materials.
Need to Change, Redirect, or Remove a Site URL?
If there is a need to make a change to a site URL, redirect a site, or remove it altogether, the Web Services team can help.
Please gather the following information and submit it via the request form below:
- URL(s)
- Title
- Reason for change
- Deadline/Urgency
Note: If a removal is being requested, site owners/editors may be required to archive/retain content in accordance with records retention guidelines.