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CMS Terms of Use

Who Needs to Know these Terms of Use

The CQ5 Content Management System (CMS) will be used by authorized members of the NYU community (see section on Eligibility) to manage the web presence of schools and administrative units. Those individuals, the NYU Information Technology (NYU IT) and Web Communications (WebComm) Team who are primarily responsible for the system as a whole, and the members of IT Service Desk who have been granted additional administrative privileges to provide technical assistance, all should be familiar with these Terms of Use.

Statement/Description of the Terms of Use

A Content Management System (CMS) allows individuals to create, edit, manage, and publish Web content in a consistently organized fashion. CQ5 is the NYU CMS. NYU IT provides NYU CMS services in support of administrative, scholarly, and curricular communications conducted by eligible members of the University community. Published Web content pages are, by default, visible to the public.

Individuals, hereafter known as the "content authors", are responsible for the content entered into the CMS repository and displayed on their assigned pages or where referenced elsewhere by another CMS user. Individuals, hereafter known as the "content approvers", are responsible for content published to their live assigned Web pages, as well as for the final review of content posted by their assigned content authors.

Each CMS user must comply with all federal, New York State, local, and other applicable law; all University rules and policies, including the Policy on Responsible Use of NYU Computers and Data, the Responsibilities of All NYU Computer, Data, and Network Users, and the World Wide Web Policies and Procedures, found on the NYU IT Policies & Guidance page; all applicable contracts and licenses; and these Terms of Use which describe rules and settings specific to the NYU CMS Service. NYU reserves the right to change, at any time, at its sole discretion, the provisions of the service and these Terms of Use.

Restricted data must not be stored in or posted as content in the CMS. (See Data Classification Table). Protected or Confidential data must not be posted or collected without appropriate security safeguards in place. Please contact for any clarification regarding appropriate security safeguards.


Full-time faculty and staff, and full-time enrolled students (undergraduate  and/or graduate students who have received approval from the authorized Web content approver for the specific content area on which the student has been contracted to work) may request access to the CMS using an online application. The information in the submitted application will be confirmed by the authorized Web content approver and then sent to NYU IT/WebComm for final approval. If an applicant does not meet the eligibility criteria, the application will be rejected. Once approved, the individual will receive access to and be trained to maintain content on the NYU CMS (with access to the Production environment, Authoring instance only).

Non-NYU affiliates (e.g., Web consultants) must be sponsored for CMS access by the full-time faculty or staff member who is the content approver for the specific content area. The affiliate then must be assigned an NYU NetID, as per the instructions on the New NetID Assignment page. Once the NetID is obtained and the individual is authorized by NYU IT/WebComm, the non-NYU affiliate will be eligible to apply for access using the online form.

NYU IT will securely maintain information about all CMS users within the NYU Webmasters Registry.

Responsibility for Content/Content Ownership

The content approver may designate additional eligible individuals as contributing content authors for their administrative or academic unit. Each content approver and author is responsible for the information he/she posts to the CMS.

All materials entered into the CMS must comply with federal copyright law and NYU's Policy on Photocopying Copyrighted Materials. For further information on CMS use and copyright, visit the Copyright and Fair Use page.

CMS content approvers and content authors are responsible for obtaining all permissions that may be necessary to incorporate works of third parties in their pages. Use of such works may be permitted by principles of fair use, consistent with copyright laws (see, for example, Academic Appointments Policies and NYU Library's Handbook for Use of Copyrighted Materials pages).

Content within the CMS should reflect the positive and respectful learning and working environment of NYU within which basic rules of conduct for the entire University community, as well as the general community, prevail. Such rules of conduct are discussed in the University Policy on Student Conduct, the Faculty Handbook, and the Administrative and Professional Handbook.


NYU does not routinely pre-screen, monitor, or regularly review most posted CMS content. However, NYU reserves the right to remove, at any time, at its sole discretion, any content that it considers to violate these Terms of Use or the terms of any other campus user agreements that may govern use of the campus networks, or that it deems in violation of University policy or local, state, or federal law. NYU reserves the right to review and/or approve content for activation for general Web audience viewing where deemed appropriate and inline with existing University policies and terms of service. Should the University receive reports regarding a Web site on which it is felt that inappropriate content has been posted, NYU will investigate and contact the site's content approver to initially discuss the issue. In exceptional cases, where the content is obviously unacceptable, NYU will immediately remove the content, prior to contacting the site's content owner.

Reports regarding inappropriate content may be sent to

Support and Service Availability

Training for CMS users will be provided in person on a limited basis by NYU IT/WebComm. Primary support for CMS users will be available online. Users also will be encouraged to contact the IT Service Desk by phone to receive additional support.

Availability of the NYU CMS Service may be interrupted for maintenance and other updates during maintenance windows as outlined in the NYU IT Scheduled Maintenance Guidelines.

Service Enhancements

NYU IT/WebComm offers a set of global Components that are available to all content approvers and content authors for use in their pages. We will accept suggestions for additional Components; however, any party who suggests a new Component must relinquish property rights to the Component as the Component must be of value to the global CMS environment and be reusable by other sites on the server.

Features and Defaults

The NYU CMS Service is characterized by a large number of features and defaults, notably:


To maintain consistency and ease of Component development and Component reuse, the global 5-column templates are required to be the base templates for any  School that wishes to create their own site within the CMS.

Search Engine Indexing

By default, all websites will be accessible by commercial search engines for indexing.

Access Restriction

By default, all websites will be available on the Internet. However, CMS users will be provided with a utility to restrict access to areas of their site.


The CMS DAM (Digital Asset Manager) will be used to house media (e.g., images, videos, PDFs) that are incorporated into CMS Web pages.


Syndication is a publishing format that lets people view headlines of the latest updates from their favorite Web sites all from within a single newsreader program. Syndication feeds in RSS XML file formats may be produced from content on selected CMS pages.

Archive and Retention

All content loaded into the CMS is stored in the CMS repository unless explicitly deleted by a CMS user.


Each time a CMS user activates (i.e., "publishes") a Web page, or explicitly creates a version of the page through the CMS versioning utility, CQ creates and stores a new version of the page's content. If page content is deleted, a content author may restore a previously activated (or specific) version. Only 140 versions per page for a maximum of 14 months will be allowed. Versions exceeding these criteria will be deleted in order to maintain system performance.


Access and error logs are maintained for system analysis purposes. The logs record the IP address of the machine from which access is made. The logs may be retrieved and parsed by NYU IT Technology Security Services for the IP information under extraordinary circumstances (for example, server security violations, possible exposure of protected data), and only with the authorization of the Associate Provost and Chief Information Technology Officer or pursuant to lawful process under the supervision of the University Counsel.


Terms of Use are the rules and conditions under which a particular service may be used. They are particular to and set expectations for that service, and typically refer to and rely on conformance with all relevant University policies, unless specifically exempted.


Dates of approval and amendments:

Approved: May 14, 2009

Revised: October 20, 2009

Revised: January 29, 2010

Revised: January 6, 2012

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