Website Updates & Additions
New Web Request System
Please note, we have retired the previous system of submitting Website Requests through email. All requests must be submitted through the ticketing link below.
General Guidelines
Have web content that needs to be created or updated? We can work with you from concept to launch! Follow the relevant link below to get started.
Please note: to create or update a certificate page, degree program page, or calendar event, select "Update a Webpage." For all other new webpage requests, select "New Project Consultation."
Quick Links
- Please review the following table for estimated timelines. The timeline begins when we received all content from you. We can only work with completed content/requests. Keep in mind that these are estimates, and during high volume periods, the timeline may be extended (such as the beginning and end of the semester)
Request Type |
Estimated Timeline |
|---|---|
| Update an existing page | 3-5 business days |
| Update content on multiple webpages | 2-4 weeks |
| Create a new webpage on an existing site (using an existing page layout) | 3-5 weeks |
| Create a new webpage on an existing site (designing a new page layout) | 3-5 weeks |
| Create a new website (GSE IT design and build) | 2-5 months |
| Integrate a new website built by a vendor | 2-3 months (please note, if you want GSE IT to support a vendor-built website, we must be included in the build process with the vendor) |
- For simple edits to a single page, submit your request at least one week in advance of when you would like to see the changes made. Allow more time for more complicated or extensive requests.
- Both the Web Team and the Communications Team will review your request. Within two business days, we will inform you of the status of your request. This will include any questions we may have and/or an expected timeline for completion.
- For more complicated requests, like building a new website, you may be asked to review and complete a User Services Agreement
- All GSE websites are required to follow Penn's Web Accessibility Standards. We may suggest changes to your request to fit the standards. You may be asked to alter PDFs, images, videos, and other materials to comply with these requirements. Read more about Web Accessibility at Penn: For Content Creators.
Web Accessibility
All Penn GSE websites, apps, and digital resources must meet the accessibility standards set forth in the University's web accessibility policy and the Americans with Disabilities Act. These policies and standards and our obligation to meet them are outlined below.
Policy
The University of Pennsylvania’s web accessibility policy states:
Penn websites and content are accessed and used by a wide range of people within the U.S. and around the world. Some users have visual, hearing, or cognitive impairments that create challenges in accessing website content, and require the use of assistive technologies, such as screen readers and text-only browsers. Other users of Penn websites may be using outmoded technology or have very slow connection speeds. As such, it is imperative that Penn ensures its online presence and content remain accessible to the widest array of users.
Legal Obligation
In 2024, the Department of Justice (DOJ) added new requirements to the Americans with Disabilities Act (ADA) acknowledging that the public information ecosystem has gone digital, and that accessibility requirements for public institutions and private institutions receiving public funding must extend to digital spaces.
As an institution that receives public funding and as a higher education institution covered by the Rehabilitation Act of 1974, Penn is legally required to comply with Federal web accessibility regulations. Consequences for not complying with these regulations can include fines issues by the DOJ or lawsuits issued by members of the public.
Our Responsibility
Beyond abiding by the ADA’s legal requirements and University policy, it is the Penn GSE community’s responsibility to ensure our platforms are as welcoming and accommodating to all users as possible, including people with disabilities or impairments. As an institution that supports and advances education for all learners, Penn GSE has a duty to lead in accessibility and set an example for the wider Penn community. In short, it is the right thing to do.
Standards and Requirements
The DOJ and the courts generally hold higher education institutions to the World Wide Web Consortium’s Web Content Accessibility Guidelines (WCAG) 2.2 Level AA standards. The University’s policy also uses these standards. These standards include but are not limited to the following accommodations:
- Alternative (Alt) Text: Descriptive text for all images, charts, and non-text content.
- Multimedia Access: Captions for video content and transcripts for audio content.
- Keyboard Navigation: All interactive elements must work without a mouse.
- Content Structure: Logical heading structures (H1–H6).
- Contrast and Readability: High color contrast (at least 4.5:1) and appropriate font sizes for readability.
- PDF/Document Accessibility: Tagged, fully screen-readable PDFs with a logical reading order and accessible documents in any other format.
Posting Accessible Files to the Web
All files hosted on Penn GSE web properties MUST be accessible according to WCAG 2.2 Level AA standards. IT and MarComms CANNOT publish inaccessible files to Penn GSE websites. It is your responsibility to ensure files meet accessibility standards prior to submitting them for publication.
PDFs in particular are difficult to make accessible. For this reason, we discourage the use of PDFs and encourage you to use the body of your webpage whenever possible. PDFs are not indexed in web searches, are often not properly Penn GSE-branded, and are often out of compliance with accessibility guidelines. If the body of your webpage won't suffice, we can also host your file as an uneditable Word doc. Word docs are much easier to make accessible using Word's built-in Accessibility Checker. If no other options will work and you must post a PDF, please see the below Resources section for guidance on making it accessible.
For the same reason, we strongly advise against posting flow-charts to webpages, regardless of file format. Whether in a PDF or image file type (e.g., jpeg, tiff, png, etc.), flow charts present unique challenges to web accessibility. Consider using a text outline in list format instead.
Review Penn's Web Accessibility Policy
Resources
Please use the resources below for assistance with making your files accessible for public posting.
- WCAG 2.2 Standards
- Accessible Documents guides from Penn Web Accessibility
- CETLI's occasional document accessibility courses
- Video Captioning Guide
- PDF Remediation Guide
- PDF Remediation
- To remediate your PDFs for free, please use the accessible documents guides above to help you remediate your files before submitting them for posting. IT can answer basic questions to troubleshoot issues you may encounter during remediation. To request support, submit a web request. Please note that IT will not remediate your PDF for you.
- To hire Penn-approved PO vendor Tamman, Inc. for PDF remediation or other digital accessibility services, please contact Marty Molloy (mmolloy@tammaninc.com) and Sloan Miller (smiller@tammaninc.com) to request a quote and follow the process for generating a PO. The cost for remediation is covered by your department or program, not by MarComms or IT.
If you require additional assistance or have questions, please submit a web request.
Requests that Include Images
All images used in a website update must meet the following requirements:
- You have permission from the rightsholder to use the images
- You include alt-text for all images in your request
- Images meet Penns Web Accessibility standards
Need a ready and approved image for your webpage? Check out our image repository!
Working with Vendors
If you are engaging an external 3rd party to design and build your web content and plan to eventually transfer support of that content to the GSE Web Services team, you MUST include our team as early as possible. We are happy to work with you and the vendor to ensure an ideal final product that can easily be maintained and supported for the long run. Contact us now to get started.
