Post-Site Request form text

Guidance for completing the form

Help for: website name

This text will provide the title of your site. If you choose the option to display it there, it will appear in the Header of your site. It will also appear as part of browser tab labels and be used by search engines. For optimal display at a variety of screen resolutions and viewport sizes, choose a short name.

Your site will be provisioned with the website name you supply here but it is possible for this to be changed afterwards in the Site Settings.

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Help for: website domain prefix

Your website will be created with a platform address of <prefix>.web.ox.ac.uk. The prefix needs to be one word with no hyphens, in lower case, using only English alphabet letter and numbers. Once the site is created, the prefix cannot be changed.

This URL is suitable for use as the public address of your website and is the default address for this purpose. It is also possible to add an existing or new custom domain name to the site (e.g. www.<sitedomain>.ox.ac.uk or www.<sitedomain>.org) in addition to the platform address when the site is ready to go-live. Nb: the registration of a sub-domain of '.ox.ac.uk' is subject to University domain policy and approval is not automatic. Using a name with the form <site>.<unit>.ox.ac.uk, e.g. hbot.theology.ox.ac.uk, is often appropriate and is the preferred option.

See Set up a web address for your site for more details.

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Help for: website type

Select the appropriate type from the drop-down. Research projects include cross-department or multi-institution research projects. Non-research teams working cross-department or in partnership with other institutions should select the appropriate specific type. Do not select Other as a default option: this type is intended to cover institutions which do not fit the main categories of the University’s organisational structure (e.g. affiliated institutions); using it inappropriately will cause delay to site creation.

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Help for: website purpose

Brief text explaining why the site is needed. This is useful to help us support your site and will also be included in the email sent to your request Approver.

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Help for: website owner SSO

Enter your SSO ID (Oxford Username). Please note, you cannot enter the SSO ID of a different user: you will be captured in the system as the Site Owner and created with Site Owner rights on the new site when it is setup.

Site Owners are the primary contact person for a site and may be contacted by the Oxford Mosaic or Information Security teams on any important matters affecting the Mosaic service. Site Owners add new users to the website following setup and take ongoing overall responsibility for the site: see the SLA for details of the responsibilities of website owners.

Each site can have only one Site Owner, but it is possible to assign a Site Administrator role to other users. Site Ownership can be transferred to another Site Administrator when you leave the role.

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Help for: website email

This address will be used as the Sender for any emails the Mosaic system sends out on behalf of your website. Typically this means the emails that are sent to new content editors when you add them to the site. You should chose an address which it is appropriate for users to Reply to – i.e. it should be one where the reader of the mailbox will understand what is going on when they see the Reply email.

The email address used can be changed later in the Site Settings.

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Help for: enable oxonly option

Check the box if you want to be able to add pages to your site where the web user will be required to login with their Oxford SSO in order to view the page. This option can also be requested at any time after site creation.

NB: As stated in the Oxford Mosaic Web CMS Platform Terms of Usage, Mosaic is designated to hold Public information only: it is not managed as a repository suitable for storing Internal or Sensitive content. The oxonly option is provided solely to enable customisation of the site navigation experience of users, to help ensure they see only content relevant to them; it is NOT to ‘Secure’ content. Mosaic should only be used to store Public content.

Note that the level of access restriction is at only one level: any member of the University of Oxford (including students) will be able to login to view the page. Mosaic does not provide the granular permissions and security auditing tools used by Intranets. It can, however, be used to create engaging and user-friendly web sites containing public information, providing navigation and signposting to internal information stored in SharePoint.

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Help for: enable external content editors option

Check the box if you want to be able to add content editors to your site who do not belong to the University and so do not have an Oxford SSO ID. This will apply to websites for multi-institution research projects or partnerships.

You DO NOT need to check this option to enable public users to view your website: this is enabled by default.

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Help for: approver name

All requests other than those from student clubs and societies require approval from a Head of Department/Faculty Board Chair/Head of House or Departmental Administrator/Head of Administration and Finance/College Bursar. You should obtain this approval before completing the form; a copy of the form submission will be sent to your nominated approver.

The person who approves your request must belong to the same organisational unit to which you, as Site Owner, belong. Names of Owners and Approvers are held on record and must relate to the same owning organisational unit.

Approval for sub-department and unit requests must come from the main department or unit: heads or administrators of sub-departments or units are not authorised to approve requests.

Requests from Student Clubs or Societies must be approved by the Senior Member associated under the proctorial rules with their society.

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Help for: approver role

Select the appropriate role option from the drop-down list.

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Help for: approver email

Approver’s email address. If s/he has several, give the one appropriate to their role as Approver of this request, e.g. their department address for a Head of Department approving a Department site request.

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List of site pages