About the CMS
A CMS, or web content management system, is used to create, edit, manage, and publish digital content on a webpage. Examples of content include text, images, and digital media. NYU uses a web based CMS program called Adobe Experience Manager (AEM, previously known as Adobe CQ) which does not require a user to have knowledge of HTML or CSS scripting. Instead, the program allows users to focus on developing and maintaining content through drag and drop components.
A web content management system (CMS) allows individuals to create, edit, manage, and publish web content in a consistently organized fashion. Adobe Experience Manager (AEM, formerly Adobe CQ) is the NYU CMS. The Digital Communications Group (DigiComm) 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 webpages, as well as for the final review of content posted by their assigned content authors.
Restricted data must not be stored in or posted as content in the CMS (see Electronic Data and System Risk Classification Policy). Protected or Confidential data must not be posted or collected without appropriate security safeguards in place. Please contact firstname.lastname@example.org for any clarification regarding appropriate security safeguards.
Full-time faculty, staff, and enrolled students may be granted access to specific content areas within the NYU website, provided they are affiliated with and receive permission from the unit responsible for editing said content. All CMS account applications are submitted by an authorized content approver and sent to DigiComm for final approval; if an applicant does not meet the eligibility criteria, the application will be rejected.
DigiComm will securely maintain information about all CMS users within the NYU Webmasters Registry.
All Non-NYU affiliates (e.g., consultants) must have their CMS accounts sponsored by the full-time faculty or staff member who is the main content approver for that specific content area. The affiliate must first be assigned an NYU NetID as per the instructions on the NetID Assignment page.
Authorized content approvers submitting CMS account applications on behalf of student employees are directly responsible for any content they create or modify while in the CMS. Students are not eligible for CMS approver accounts; their supervisor is expected to review any work prior to publishing on their behalf. The CMS Training Team must be informed as soon as a student's employment with a particular unit has ended.
Responsibility for Content/ Content Ownership
An authorized 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 they post 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 users 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 (learn more with NYU Library's Handbook for Use of Copyrighted Materials).
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.
Reports regarding inappropriate content may be sent to email@example.com.
Support and Service Availability
Training for CMS users will be provided in person on a limited basis by DigiComm. 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.
DigiComm offers a set of global components that are available to all CMS users for use on 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 reuse, the standard template is required to be the base for any school that wishes to create their own site within the CMS.
Search Engine Indexing
By default, all webpages will be accessible by commercial search engines for indexing.
By default, all webpages will be available on the Internet. However, CMS users will be provided with a utility to restrict access to certain pages if necessary.
The DAM (Digital Asset Manager) will be used to house all digital media (e.g., images, videos, PDFs) that are incorporated into CMS webpages.
Syndication is a publishing format that lets people view headlines of the latest updates from their favorite websites 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 webpage, or explicitly creates a version of the page through the CMS versioning utility, AEM creates and stores a new version of the page's content. If page content is deleted, a CMS user 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 Office of Information Security for the IP information under extraordinary circumstances (e.g., server security violations or possible exposure of protected data), and only with the authorization of the Associate Provost and Chief Information Officer or pursuant to lawful process under the supervision of the University Counsel.
Policy Revision History
Approved: May 14, 2009
Revised: October 20, 2009
Revised: January 29, 2010
Revised: January 6, 2012
Revised: March 29, 2016
Revised: August 1, 2018