Requests for new websites and intranets

Governance arrangements ensure adherence to the University’s content strategy. Before starting the formal process, we recommend having a conversation with your local communications team, as they are well placed to help you consider the options available and determine whether a standalone site is the right approach.

Oversight is led by the Oxford Websites and Intranet Governance Group, which is responsible for managing governance policies and making final decisions on website and intranet approvals. Where appropriate, local governance groups may be introduced to support this local decision making. The Oxford-wide group will review University-wide decisions on a termly basis to ensure consistency.  

Please see the website and intranets governance page for more information, including membership and terms of reference. 

This framework outlines the rules and exceptions that govern where and how websites may be created across the University’s web estate. It is designed to ensure a streamlined digital presence, minimise duplication and provide users with a consistent and accessible experience. 

Platform hierarchy and ownership

Wherever possible, content should be published at the highest appropriate level to avoid duplication and maintain clarity.

Oxweb 

The following types of content will typically appear under Oxweb: 

• Public-facing central content for University-wide sections, such as research or information about the University 
• Core admissions and outreach content, including course listings, applications information and offer holder information 
• University news and campaign content 

Content included on Oxweb will have the following URL structure: www.ox.ac.uk/[content]. 

Standalone Fresco sites 

The default location for programmes, institutes and externally facing units is a dedicated subpage(s) within the website of the responsible department. Standalone sites (unitname.ox.ac.uk) should only be approved under the specific and documented conditions below, and our Fresco Site Decision Checklist is available to support your understanding of the criteria.

1. Multi-division or institutional collaborations 
   Projects that involve multiple divisions or institutions should first use existing University channels (Oxweb for campaigns, institution-level programmes or news; divisional sites for subject-based information). A standalone site will only be approved where: 
   1. there is a clearly defined, distinct audience with needs that cannot be met on those channels, and 
   2. the initiative has formal governance and resourcing in place to sustain a site. 
2. There is a defined, specialist audience with unique needs 
   The site must serve a clearly defined group or specific purpose that makes the departmental site unsuitable (eg the project needs to build trust and engagement with communities who may not respond well to institutional or academic branding OR an audience of school-aged children may need a bright, simplified interface with minimal navigation, rich visuals, and gamified or accessible content). This may also include a commercial imperative to reach a very specific external audience, where being a part of a wider site puts commercial commitments at risk.  ‘General public’ is not a sufficient audience definition. 
3. There are formal governance or branding obligations 
   A distinct visual or brand identity is required due to formal agreements with external partners or funders (eg University subsidiaries or commercial units operating under separate governance structures where public perception of independence is necessary). 

The following are not sufficient justification for a standalone website: 

• Content spans both external and internal audiences 
• The project or service previously had a subdomain or standalone site 
• The requester has other similar projects with standalone sites 
• Outreach-focused objectives or deliverables 
• Funder expectation for ‘a web presence’, as this can usually be met with a departmental subpage 
• The project is high profile  
• The requester wishes to use or create a distinct visual identity without clear justification tied to governance, funder obligations or audience need 

Use of alternative CMS platforms 

Use of platforms other than Fresco is only approved in exceptional cases. If you are in a department in the Medical Sciences Division that uses the Haiku CMS system, please contact the MSD Head of Communications before applying.

This ensures content is hosted on a secure and stable platform and that compliance with University policies is upheld.  A request must: 

1. Clearly demonstrate that Fresco cannot meet the required functionality 
2. Demonstrate compliance with University policies or standards on: 
   1. Accessibility regulations 
   2. Security standards, including third-party assessments 
   3. Data protection requirements, such as GDPR and cookie consent 
   4. Visual identity and branding guidelines 

Requests are reviewed by the Oxford Websites and Intranet Governance Group in consultation with divisional Heads of Communications and IT Services. 

• The following are not sufficient justification for using an alternative CMS platform: 
• Preference for a specific platform based on team experience or historical use (eg ‘we've always used WordPress’) 
• Desire for more visual control or design flexibility 
• Belief that Fresco is too limited without documented evidence of missing, required functionality 

Requests for new websites and intranets should follow the process below: 

1. Review the approval criteria: Ensure the request aligns with the guidance above for intranet, Oxweb, standalone Fresco/Mosaic sites or alternate CMS platforms.
2. Secure support: Obtain backing from your Head of Department/Faculty or equivalent and local communications lead for the proposed website (this must be given at departmental level or equivalent, rather than by sub-units). For student clubs and societies, the approver needs to be their registered Senior Member, who must be a member of Congregation.
3. Submit the approval form: Provide a detailed justification and other relevant information through the Self-Service Request Form.
4. Initial review: The local governance group checks the request against the agreed criteria. Proposals that do not meet criteria or involve cross-cutting considerations are escalated to the Oxford-wide group.
5. Decision communication: The requester will be informed of the decision (approved, declined or other). Rejected requests will be given a clear explanation of the decision, a proposed alternative where appropriate, and guidance to address any issues for future requests.
6. Approval: Once the website has been approved, a site will be commissioned (or authorisation given for the use of a third-party web CMS).

Please remember that existing Mosaic websites do not need to complete this process to move to Fresco. These sites will be managed by the Transforming Oxford’s Digital Communications Migration project, and onboarding to Fresco will be managed via the programme.   

Timelines for approval 

• Straightforward decisions with the endorsement of local representatives are typically completed within 2 weeks. 
• Decisions taken by the wider Oxford Websites and Intranet Governance Group, if required, are typically completed within 3 weeks. 

Requests cannot be considered until all information (including departmental approval and proof of acceptance of terms) has been submitted. Once a site is approved, it will be passed to the relevant team for commissioning. 

Appealing a decision 

If your request is denied and you believe there is significant new information or context that may change the Governance Group’s decision, you may submit a single appeal, providing any additional details (e.g. about governance, audience needs or platform suitability) that were not part of your original request. The Governance Group will review again, and submit to the Chair for a final decision if required. 

Website Owners and Editors

Site Owners must be current staff or student members, and all Site Editors must have a University SSO account. Site Owners are responsible for appointing Site Editors and for ensuring that they are aware of and comply with all relevant University regulations and guidance.