Approved by University of Miami Information Technology Advisory Committee

June 18, 1998
Revised: November 15, 2006

Table of Contents

Introduction
Section One: Policies Relating to Web Page Content
Section Two: Policies Relating to Official Web Pages
Section Three: Policies Relating to Web Pages for Instruction and Research
Section Four: Policies Relating to Personal Web Pages

Section Five: Policies relating to the collection of data on Web pages

Other Web-Related Documents

Mission, Goals, and Image for University Web Site
Steps to Follow in Publishing an Official or Personal Web Page
Web Page Design Guidelines
Promoting Your Web Pages
Announcements and the Calendar
University of Miami Personal Web Page Agreement
Guidelines for Testing Web Pages

Introduction

This document is intended to inform readers of the policies for creating and maintaining World Wide Web pages at the University of Miami. Some of the policies in this document are more important (e.g., because of potential legal implications.) These policies that absolutely must be followed use the language “must” or “must not.”

The University recognizes three categories of Web pages, each with its own set of policies: 1) Official Web pages provide information relating to an office, department, or other official unit of the University and/or its services or functions. 2) Research and Instructional Web pages, although not technically “official Web pages” of the University, should be consistent with the academic mission of the University. 3) Personal Web pages are Web pages developed by students, faculty, and staff that contain non-official information about the authors, including their backgrounds, interests, and/or opinions. Each category of Web pages has its own set of policies, and readers need to read only the section of this document dealing with Web Page Content plus the section(s) that relate to the types of Web pages for which they have responsibility.

Web pages supporting the mission and activities of student clubs and organizations are considered personal Web pages and must contain a disclaimer to that effect and be stored in the /personal/ directory of a department or at

  * http://www.miami.edu/studorgs/


Resources to help individuals develop Web pages that follow design guidelines are available at

  * http://www.miami.edu/web


In particular, the Site Builder and related tutorial options at this location allow users to create Web pages that follow the University’s design guidelines by merely filling in fields on an input screen—no knowledge of HTML coding is required. Web-related forms and a library of photographs are also maintained at this site.

Section One: Policies Relating to Web Page Content

1.1 Rights and Responsibilities: The University of Miami is committed to intellectual and academic freedom and to protecting the rights of students, faculty, and staff to exercise freedom of expression and free academic inquiry and discovery. Users must in turn respect the rights of other users, respect the integrity of the systems and related physical resources, and observe all relevant policies, laws, regulations, and contractual obligations.

1.2 Use of Copyrighted or Licensed Material: Written permission must be obtained from the copyright holder and kept on file, whenever necessary, for the use of any and all copyrighted materials not belonging to the University of Miami or to a faculty member utilizing his/her own material. Copyright permission may be necessary not only for text but in some instances also for photographs, graphics, audio, video, compiled statistics, graphs, or otherwise, as well as for mirrored web sites. However, copyrighted materials that are in the public domain or that may be used within “fair use” guidelines may be displayed as permitted. Appropriate copyright notices must be prominently displayed as necessary and access to such materials must be limited as required by the conditions of the license for use obtained from the copyright owner. See Section 3.6 and also Business Services section C010 of the University of Miami’s Policies and Procedures Manual for further information relating to “fair use.” Individuals with questions about the use of copyrighted material for official or research/instruction Web pages should contact the University’s General Counsel’s Office.

Individuals and departments creating Web pages must secure rights to all material copyrighted by others, including but not limited to text, images and sounds, before using such material in their Web pages. This requirement does not apply to copyrighted material for which the University has obtained permission for use on the Web. A collection of such material is available at

  * https://www.miami.edu/image-library/


Photographs and images must not be scanned from University of Miami publications (or any other published material) for use on the Web without determining that the University owns or has licensed that photograph or image. The University does not own the rights to all of the photographs or illustrations in its publications. In particular, the University may have licensed a photograph only for use in a single publication or only for use within the United States. Because photography contracts are complex and vary from one publication to another, University ownership must not be assumed. If there is a question, call University Communication at 305-284-5600 for guidance.

1.3 Commercial Use of Web Pages: Material contained on Web pages must not be for business purposes or for financial gain unrelated to academic and research activities traditionally associated with a university unless otherwise approved or permitted by the president’s designee.

1.4 Content: Certain laws and University policy prohibit the publication of certain categories of material. Web pages (official, research/instruction, or personal) linked from the University of Miami site or stored on a server connected to the University network must comply with applicable laws and with University policies and regulations. The following must not be included in official, research/instruction, or personal Web pages themselves, or in Web pages accessed via direct links from official Web pages:

ø copyrightable or licensed materials for which the necessary permissions for use have not been obtained (see 1.2)

ø material for commercial gain unrelated to the University (see 1.3)

ø material that could lead to illegal activities (unless used in an appropriate academic context)

ø material or speech that is unlawful (unless used in an appropriate academic context)

ø material that is intended to damage, to interfere with, or place an excessive load on a computer system or network

1.5 Advertising, Sponsorships, and Links to Outside Sites: The University of Miami is the sole and exclusive owner of its official Web pages. Any advertising, sponsorship acknowledgements, and links to outside commercial sites appearing on University-related Web pages must be approved by the provost or his/her designee. No unit or person is authorized to establish such advertising, sponsorship acknowledgements, or links to outside Web sites (either in return for any form of compensation or not) without prior approval of the provost or his/her designee. Unless otherwise agreed to by the provost’s designee or required by agreement or affiliation between the University and a third party, any revenue from such images or links will be allocated as determined by the provost’s designee. Images and text used for advertising or sponsorship and links to commercial sites must not in any way imply that the University is endorsing a product or company. Following approval by the provost’s designee and prior to commencement of an agreement, all Web-based advertising and sponsorship acknowledgements must have a written contract approved by Business Services and Information Technology. If any revenue is involved, the Controller’s Office must be notified for potential tracking in relation to Unrelated Business Income Tax. In addition, if revenue from a sponsorship or other gift or grant is involved, University Advancement must be notified so that the income can be recorded on the University’s gift system, and the receiving department should acknowledge all gifts according to policy. Information links to outside sites that are established for the sole purpose of providing a service to audiences are not included in this policy unless they are associated with revenue or other forms of compensation, they direct visitors to the site for commercial purposes, and/or they are intended for advertising purposes.

1.6 Enforcement: The University reserves the right, using its sole discretion, to remove from its servers or disconnect from its network any material or Web pages that the University is either made aware of or becomes aware of being or potentially being in violation of University policies or of applicable laws. The university webmaster is responsible for protecting both the system and users from abuses of these policies and laws. Pursuant to this duty, the webmaster may informally and/or formally communicate with offending parties and give instructions as to necessary steps to be taken to correct such violations. In certain cases the University may temporarily or permanently deactivate a Web page. Questions about whether material on a Web page violates applicable policies or laws will be referred to a committee that includes representation from the General Counsel’s Office and from the faculty. Any enforcement of policies will be made pursuant to appropriate administrative procedures applicable to the offending party.

Section Two: Policies Relating to Official Web Pages

2.1 Official Web pages provide information relating to an office, department, or other official unit of the University and/or its services or functions. The content of official University of Miami Web pages and pages linked to them should be consistent with the nature and purpose of the department, office, or program maintaining the page(s), and with the priorities, mission, goals, and image of the University, available at


  * http://www.miami.edu/UMH/CDA/UMH_Main/
    1,1770,2509-1;1268-3,00.html

2.2 Responsibility: Academic and administrative units are responsible for the content, links, and images on official Web pages that contain information about their areas and must have a designated individual responsible for ensuring that official Web pages are consistent with University policies and with applicable laws. The information presented on official Web pages should be consistent with the University’s mission and standards. Each department should decide whether or not to link to any given research/instruction page from its official Web page. In addition each department should determine whether to allow links to the personal Web pages of faculty, staff, and students, and, if allowed, the responsible department designee must ensure that a University of Miami Personal Web Page Agreement is on file for each personal page on the departmental server and that appropriate disclaimers are included on the menu providing links to personal pages. Departmental servers (other than UMSIS) that accommodate personal Web pages must have a directory named “/personal/” where all personal Web pages on that server are stored. It is the responsibility of the department designee to remove irrelevant content or links. For example, including or linking to an electronic games gallery would be inappropriate for official University Web pages. The department designee should also make efforts to keep information and links current.

2.3 Compliance with Policies: All official Web pages must comply with the “Policies Relating to Official Web Pages” (Section 2), “Policies Relating to Web Page Content” (Section 1), University policies relating to computer use found in the IT (Information Technology sections A040, A045, A046, A047, A050, and A055 of the University of Miami Policies and Procedures Manual, which deal with software copyright protection, computer access and confidentiality, and use of computer systems and networks), and any relevant department, school, or college policies.

2.4 Copyright statement: The contents of all official Web pages are copyrighted by and are the property of the University of Miami. Each official Web page must include the following:

  * Copyright xxxx (year), University of Miami. All Rights Reserved.


This statement must serve as a link to copyright and disclaimer information. For most official pages (see below for exceptions), the copyright statement would link to the following information:

  * Copyright xxxx (year), University of Miami. All Rights Reserved. No material from this Web site may be copied, reproduced, re-published, uploaded, posted, transmitted, or distributed in any way except that you may download one copy of the materials on any single computer for non-commercial, personal, or educational purposes only, provided that you (1) do not modify such information and (2) include both this notice and any copyright notice originally included with such information. If material is used for other purposes, you must obtain permission from the University of Miami to use the copyrighted material prior to its use.


A copy of this information is available at

  * http://www.miami.edu/UMH/legal


In certain instances a department or unit may choose to allow the contents of a specific official Web page to be downloaded for uses other than for personal, non-commercial purposes. In such a case, a copyright notice should be placed on that Web page only that allows the downloading of such content by the user. The contents of a Web page to be downloaded should be limited to content developed by the University of Miami and of which the University is the copyright owner. In such cases the copyright statement would link to the following:

  * Copyright xxxx (year), University of Miami. All Rights Reserved. Material from only this Web page may be downloaded for uses other than non-commercial, personal, or educational purposes provided that you (1) do not modify such information and (2) include both this notice and any copyright notice originally included with such information.


A copy of this information is available at

  * http://www.miami.edu/UMH/legal/


2.5 Location: All official Web pages for the University must reside on a server administered by a department or office of the University of Miami.

2.6 Design: In order to maintain a uniform appearance for the University Web site, administrative units must follow the “Design Guidelines” located at

  * http://www.miami.edu/UMH/CDA/UMH_Main/1,1770,2509-1;1267-3,00.html


Academic units are strongly encouraged but not required to follow the “Design Guidelines.” Although webmasters for academic sites will promote the unique missions and messages of those academic units, they are urged to use the official templates or to incorporate elements from the official design. In particular, creators of academic sites are urged to include the following:

  * University logo


  * announcement boxes


  * links to the home page (and/or the Faculty/Staff Resources page, which was designed as the University’s “internal home page”)


  * the tool bar or its components (the calendar, the search engine, directories, UM News, and a link to the home page) and footer elements (mailing address and phone number and e-mail addresses for contacts in addition to the copyright statement and link).


Resources to help individuals develop Web pages that follow design guidelines are available at

  * http://www.miami.edu/web


In particular, the Site Builder and related tutorial options at this location allow users to create Web pages that follow the University’s design guidelines by merely filling in fields on an input screen—no knowledge of HTML coding is required. Web-related forms and a library of photographs are also maintained at this site.

Section Three: Policies Relating to Research and Instruction Web Pages

3.1 Web pages relating to research and instruction, although not technically “official Web pages” of the University, must be consistent with the academic mission of the University.

3.2 Responsibility: The principal investigator or instructor developing the Web page, rather than the department, has responsibility for contents, links, images, and adherence to policies.

3.3 Compliance with Policies: All research and instructional Web pages must comply with the “Policies Relating to Research and Instructional Web Pages” (Section 3), “Policies Relating to Web Page Content” (Section 1), University policies relating to computer use (Finance sections F040, F045, and F046 of the University of Miami Policies and Procedures Manual, which deal with software copyright protection, computer access and confidentiality, and use of computer systems and networks, respectively), and any relevant department, school, or college policies. Instructors must not publish any information about their students that might violate the Family Educational Rights and Privacy Act.

3.4 Copyright for Material Developed at the University of Miami: Web pages developed at the University of Miami that relate to research and instruction must contain an appropriate copyright notice if necessary. Ownership of copyrights for Web pages dealing with research depends on the conditions of the research grant and on arrangements made with other researchers involved. Syllabi and course material should contain a copyright notice for the instructor developing the course similar to the following:

Copyright xxxx (year), Dr. John Doe. All Rights Reserved

3.5 Use of Material Copyrighted by Others: The University of Miami has developed policies regarding the copying for student use of materials copyrighted by third parties (see Business Services section C010 of the University of Miami’s Policies and Procedures Manual). These policies set out clear guidelines by which instructors must abide should they choose to provide such materials as part of their classes, and any provision of copyrighted materials on a Web page or otherwise must follow these policies and procedures exactly. In instances where the use of copyrighted materials would not fall within the guidelines as outlined in the University policy for “fair use” (see Section 3.6, below) and the material does not fall within the public domain, the instructor must obtain written permission to use such material from the copyright owner and keep it on file. Access to such materials must be limited as permitted by the conditions of the license for use obtained from the copyright owner. Instructors must be in full compliance with University policy, regardless of how such course materials are presented, and appropriate copyright notices must be prominently displayed as necessary. Individuals with questions about the use of copyrighted material should contact the University’s General Counsel’s Office.

3.6 “Fair Use” of Copyrighted Material: If the use of copyrighted material falls within “fair use” guidelines, these materials may be used without securing releases. A use is generally considered to be a “fair use” when used in teaching, scholarship, or research (1) if such use is not commercial in nature or is for a non-profit educational purpose, (2) if such use does not affect the potential market for the copyrighted work, and (3) the portion used in relation to the whole of the copyrighted work is not significant. University guidelines regarding “fair use” are more clearly outlined in Business Services section C010 of the University of Miami’s Policies and Procedures Manual. Any provision of copyrighted materials on a Web page or otherwise must follow these policies and procedures exactly. Furthermore, access provided to material that falls within “fair use” guidelines must be limited exclusively to students participating in the course, the material must be password protected, “fair use” materials must be removed from the server at the end of the course, and the page must include the following statement:

Students are permitted to print only a single copy of this material for their own use for educational purposes.

Individuals with questions about “fair use” should contact the University’s General Counsel’s Office.

3.7 Disclaimer: Syllabi should contain the following disclaimer (or similar language) on the Web page:

  * The material in this syllabus was accurate at the time of publication but is subject to change.


3.8 Location: Web pages relating to research or instruction may reside on any server.

3.9 Design: Although Web pages related to research and instruction may follow official design guidelines or incorporate aspects of the official design, they are not required to do so.

Section Four: Policies Relating to Personal Web Pages

4.1 Personal Web Pages: Personal Web pages are Web pages developed by students, faculty, and staff that contain non-official information about the authors, including their backgrounds, interests, and/or opinions. Although the University allows personal Web pages, they are not considered official Web pages of the University.

4.2 Responsibilities: A personal Web page is the responsibility of its author rather than the University. Each department should determine whether to allow links to the personal Web pages of faculty, staff, and students, and, if allowed, the responsible department designee must ensure that a University of Miami Personal Web Page Agreement is on file for each personal page on the departmental server and that appropriate disclaimers are included on the menu providing links to personal pages. Departmental servers (other than UMSIS) that accommodate personal Web pages must have a directory named “/personal/” where all personal Web pages on that server are stored.

4.3 Compliance with Policies: All personal Web pages must comply with the “Policies Relating to Personal Web Pages” (Section 4), “Policies Relating to Web Page Content” (Section 1), University policies relating to computer use (Finance sections F040, F045, and F046 of the University of Miami Policies and Procedures Manual, which deal with software copyright protection, computer access and confidentiality, and use of computer systems and networks, respectively), and any relevant department, school, or college policies. Individuals must not publish any information about others that might violate the Family Educational Rights and Privacy Act or any other law that pertains to dissemination of information that would apply to the University. Before a link will be made from the University site to a personal Web page or before such a page is housed on a server connected to the University network, the author must indicate that his/her personal Web page is in compliance with these policies by signing and submitting the University of Miami Personal Web Page Agreement available at

  * http://www.miami.edu/UMH/CDA/UMH_Main/1,1770,2509-1;3291-3,00.html


4.4 Disclaimer for Personal Web Pages: The following disclaimer must appear explicitly (not just via a link) on each personal Web page that is stored on a server connected to the University network:

  * This personal Web page is not an official University of Miami Web page. See disclaimer.


where “See disclaimer” is a link to the following statement:

The University of Miami provides personal Web pages for students, faculty, and staff as a forum for self expression. The contents of both the Web pages themselves and/or of material accessed via links to other pages may contain material that some may find offensive. The views and opinions expressed I n the pages below are those of the page authors only. The University accepts no responsibility for the contents of these pages.

The content of such pages is not in any way an official publication of the University. Neither the contents of the pages nor the linked pages have been reviewed or endorsed by the University of Miami. If you believe that you might be offended by the contents of the pages, you should not access personal Web pages.

The text for this personal Web page disclaimer is available at

  * http://www.miami.edu/UMH/CDA/UMH_Main/1,1770,2509-1;3199-3,00.html


and the link for “See disclaimer” should point to

  * http://www.miami.edu/UMH/CDA/UMH_Main/1,1770,2509-1;3200-3,00.html


4.5 Advertising:A personal Web page must not contain advertising or links that have been created for the purposes of generating revenue for the owner of the personal page or creating commercial advantage for a site in which the owner of the personal page has a commercial connection. An exception is Web pages for student publications that solicit advertising or underwriting through other media. If student media Web sites include revenue-generating logos or links on their Web sites, they must follow policies in section 1.5.

4.6 Location: Departmental servers (other than UMSIS) that accommodate personal Web pages must have a directory named “/personal/” where all personal Web pages on that server are stored. Student personal web pages may also be stored on the UMSIS site. By June 1, 1999, all personal Web pages for faculty, staff, and/or students that are stored on any server (other than UMSIS) connected to the University network must contain “/personal/” as part of the URL.

4.7 Access to Personal Web Pages: Links from official University Web pages to personal Web pages for students must not be included on any pages except the University’s directory for personal Web pages (accessed via the Directories option on the Tool Bar) and/or a personal Web page directory maintained by the student’s school or department. In addition to access via personal Web page directories, personal Web pages for faculty and staff (but not for students) may also be accessed via embedded links on official Web pages. Each directory for personal Web pages must contain the following disclaimer:

  * The links from this page are to personal Web pages of University students, faculty, and staff and provide a forum for self expression. The contents of both the Web pages themselves and/or of material accessed via links to other pages may contain material that some may find offensive. The views and opinions expressed in the pages below are those of the page authors only. The University accepts no responsibility for the contents of these pages.


The content of such pages is not in any way an official publication of the University. Neither the contents of the pages nor the linked pages have been reviewed or endorsed by the University of Miami. If you believe that you might be offended by the contents of the pages, you should not continue.

Please select the desired action below:

Go back to University Home Page.

Go on to individual pages, which can be accessed by selecting the letter below that corresponds to the first letter of the individual’s last name.

A|B|C|D|E|F|G|H|I|J|K|L|M|N|O|P|Q|R|S|T|U|V|W|X|Y|Z

The text for this personal Web page menu is available at

  * http://www.miami.edu/UMH/CDA/UMH_Main/1,1770,2509-1;3278-3,00.html


4.8 Design: There are no design guidelines for personal Web pages, but the appearance of personal Web pages must differ substantially from that of official Web pages. Furthermore, personal Web pages must not include the University of Miami logo.

4.9 Departure from the University: System administrators who are responsible for servers containing “personal” directories are authorized to remove any and all personal Web pages of faculty and staff whose employment has been terminated. Such Web pages should be removed within a year of termination. Personal Web pages for students should be reviewed when the student graduates, permanently withdraws, or is not enrolled for two consecutive semesters (excluding official leaves of absence).

Section Five:  Policies relating to the collection of data on Web pages

5.1   Compliance with policy:  All Official Web pages and Research Web pages as defined in the World Wide Web Policies located at https://umshare.miami.edu/web/wda/web/policies.html, must comply with sections 5.2-5.9 of the “Policies relating to the collection of data on Web pages.  All Instructional Web Pages as defined in the World Wide Web Policies must comply with section 5.10. Personal Web pages must not include the University’s Privacy Statement.

5.2   Responsibility:  Each Official or Research Web site must include a link to the privacy statement on the home page, although a link from every page on the site is preferred. The home page of a Web site is defined as the starting point of a segment of the university’s Web site that contains content about a specific school, division, or department of the university, and/or has a different design from the University’s home page.  A site-specific version of the privacy statement is needed if the site collects information of any kind from a user. The site administrator must ensure that contact information on the Web site’s privacy statement is checked every six months for accuracy.  If the site administrator does not utilize the tools provided for providing the privacy statement, the site administrator is responsible for making sure the latest version of the privacy statement is displayed on the site.

5.3   Information collected by technology:  Any Web site that collects information without the express permission of the user (e.g., for basic server logs including IP address and object requested) must follow the guidelines included in the statement.  User information can be used only to diagnose problems with the server, for general server administration, or for broad demographic descriptions of usage of the site.

5.4   Information provided explicitly by the user:  Any Official or Research Web site that collects information directly from the user (e.g., through a form, survey), including an e-mail link, must make explicitly clear, at the point where information is collected, who is collecting the information.  In addition, each page that collects personal information, with the exception of mailto links and links to feedback forms, must contain a statement prior to collecting such information that directs the user to the section of a site-specific privacy statement page entitled “Information You Provide.” The statement should say, “Please review our privacy policy relating to information we collect [embedded link] before proceeding.” (or, alternatively, “Please review our privacy policy relating to information we collect [embedded link], choice/opt-out [embedded link], and correction/updating of personal information [embedded link] before proceeding.”). The site administrator must agree to follow the guidelines included in the statement.  The information collected must be used only in the manner expressly mentioned on the page where the user is asked to provide the information.  Site administrators must provide a way for the user to opt out of any mailing list.

5.5   External links on the Web site:  It is recommended that each page on an Official or Research Web site that contains links to non-University of Miami Web sites include a link to the section of the privacy statement page entitled “Links Contained on Our Websites.”

5.6   Public forums:  Each page on an Official or Research Web site that includes the use of forums, message boards, and/or news groups must contain a statement prior to collecting such information that directs the user to the section of a site-specific privacy statement page entitled “Public Forums.” The statement should say, “Please review our privacy policy relating to public forums [embedded link] before proceeding.”

5.7   Collecting information from children:  Each page on an Official, Research, or Instructional Web site that is made for children under 13 years of age must   contain a statement prior to collecting personal information from children that directs the user to the section of a site-specific privacy statement page entitled “Children’s Guidelines.”  The statement should say, “The University of Miami does not knowingly collect online contact information from children under 13 years of age without prior parental consent or parental notification. A complete privacy statement [embedded link] is available.” Site administrators must not request information from children less than 13 years of age without prior parental consent or parental notification.  Site administrators must not entice children less than 13 years of age with games or prizes in order to collect personal information.  If parental consent is not possible, information collected from children less than 13 years of age must be used only to directly respond to the child’s request. 

5.8   Choice/Opt-Out:  Each page of an Official or Research Web site that collects personal information, with the exception of mailto links and links to feedback forms, must contain a statement prior to collecting such information that directs the user to the section of a site-specific privacy statement page entitled “Choice/Opt-Out.” The statement should say, “Please review our privacy policy relating to Choice/Opt-Out [embedded link] before proceeding.” (or, alternatively, “Please review our privacy policy relating to information we collect [embedded link], choice/opt-out [embedded link], and correction/updating of personal information [embedded link] before proceeding.”). The site must provide a way for the user to be removed from the mailing list.  If the site administrator is contacted by the University Webmaster with a request from a user to be removed from a mailing list, the site administrator must make every effort to remove the user from the list as soon as possible.

5.9   Correct/Update:  Each page of an Official or Research Web site that collects personal information, with the exception of mailto links and links to feedback forms, must contain a statement prior to collecting such information that directs the user to the section of a site-specific privacy statement page entitled “Correct/Update.” The statement should say, “Please review our privacy policy relating to Correction/Updating of Personal Information [embedded link] before proceeding.” (or alternatively, “Please review our privacy policy relating to information we collect [embedded link], choice/opt-out [embedded link], and correction/updating of personal information [embedded link] before proceeding.”). Such sites must provide a way for the user to update this information.  If the site administrator is contacted by the University Webmaster with a request from a user to change information being stored by that area, the site administrator must make every effort to update the information as soon as possible. 

5.10Instructional Web Pages.  All Instructional Web sites must include a link to the privacy statement for Instructional Web pages on the home page, although a link from every page on the site is preferred. Links to the privacy statement on pages where information is collected are strongly recommended.  The site must make explicitly clear at the point where information is collected who is collecting the information. Everyone with access to information on the site must follow the policy statement. The policy must include the following sections:

  * Information We Collect: Describes what information is collected automatically. Includes information on log files and access statistics as well as an explanation of how (if) cookies are used. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * Information You Provide: Describes who has access to personal information that users submit, how the information will and won’t be used, and how long it will be kept. Includes relevant details on discussion boards, chat sessions, e-mail generated, on-line assessments, and any other communications. Refer to http://www.miami.edu/bb/privacy/  for sample language that can be adapted to describe other instructional sites.
  * Links Contained on Our Websites: Warns of the existence of links to external sites and disclaims responsibility for privacy on those sites. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * Public Forums: Reminds users that information posted on the system may be available to other users on the system. Differentiates between users who are taking the same course and those who are not. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * Children’s Guidelines: Lists policies related to sites that are attempting to collect information from children. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * Choice/Opt-Out: Provides information on what communications a user can opt out of receiving, and how to do so. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * Correct/Update: Details the procedures that can be used to correct or modify information previously provided. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.
  * How to Contact Us: Provides contact information for the Instructional Web site. Refer to http://www.miami.edu/bb/privacy/ for sample language that can be adapted to describe other instructional sites.