Academic Program Website Creation and Review (ACAD 100-011)

1.0 Purpose

The purpose of this policy is to establish a structured process for adding, updating, and reviewing academic website content to ensure that it is accurate, current, and compliant with accreditation/external standards and federal and state regulations. This policy aims to support the college's commitment to transparency, quality, and alignment with institutional goals and standards. Regular content review will also ensure that the website effectively serves as a reliable resource for prospective and current students, faculty, staff, and other stakeholders.

2.0 Definitions

Accreditation Standards - Guidelines and criteria established by accreditation bodies to ensure that educational institutions maintain high-quality programs and services that meet specific academic, administrative, and operational standards.

Content Review - The process of evaluating and verifying the accuracy, relevance, and compliance of the content on the college's website.

Higher Learning Commission (HLC) - A regional accrediting agency that evaluates and accredits colleges and universities in the United States. This is the institution’s accrediting agency.

Stakeholders - Individuals or groups that are impacted by or have an interest in the content and services provided by the college website, including students, faculty, staff, prospective students, parents, and accreditation bodies.

Team Dynamix (TDX) - The institution’s service management provider and ticketing system.

Website Content -  All text, images, videos, downloadable documents, and interactive elements on the college’s official website and my.baker portal, including academic information, program details, student services, admissions, faculty and staff information, and institutional announcements.

3.0 Scope

This policy applies to all academic program-related content on Baker College’s website. The policy outlines the processes for ensuring that website content meets accreditation standards and federal/state regulations and aligns with the college's strategic objectives.

4.0 Policy Statement

The college is committed to maintaining an accurate, accessible, and up-to-date website that supports the needs of its community and meets accreditation requirements and federal/state regulations. Academic content will be reviewed at each catalog release and ongoing as necessary. All website content must adhere to institutional branding, accessibility guidelines, and legal requirements, and it must be regularly reviewed and updated by the appropriate departments. Additionally, statistics or data represented on the website must be reviewed for accuracy following our Verification of Publically Shared Data Policy. This policy establishes the process for validating data prior to publication.

5.0 Procedures

Content Updates

• As part of the Biannual Catalog Development process, MarComm will send a communication to the Deans requesting a review of all the content and links on each program page using the staged page links. The communication will include a spreadsheet with the links and review progress tracking for each program.
• Program page details that need updating will be listed on the academic program page corrections template, located in the tracking spreadsheet. 
• The Vice President for Academic Affairs will review the changes before submitting.
• The template with updates will be submitted by the Dean via the TDX website update ticket.
• If the content includes statistics or data, it must be reviewed for accuracy following the Verification of Publically Shared Data Policy. This policy establishes the process for validating data prior to publication.
• MarComm will publish the updated content and add a last review date on every program page when published.

Content Creation/Updates Outside of Catalog Release

• If content needs to be added or updated outside of the catalog release dates, Deans, in collaboration with Program Directors, will submit the TDX website update ticket.
• The Vice President of Academic Affairs will be alerted when a new ticket has been submitted and will review the content.
• Once reviewed and approved, MarComm will publish the updated content and update the last review date.
• If the content includes statistics or data, it must be reviewed for accuracy following the Verification of Publically Shared Data Policy. This policy establishes the process for validating data prior to publication.
• Outside of the catalog release review process, it is the responsibility of Program Directors and Deans to frequently monitor changes and updates as it relates to accreditation standards, external compliance changes, internal changes, etc. and submit a TDX update ticket as needed. It is the responsibility of the Higher Learning Commission (HLC) Accreditation Liaison Officer to frequently monitor HLC changes and updates and ensure those are reflected on the website.

Accreditation Compliance

• All content related to academic programs, degrees, admissions, and institutional policies must align with the accreditation requirements of the college’s accrediting bodies.
• The Higher Learning Commission (HLC) Accreditation Liaison Officer (ALO) is responsible for ensuring all website content meets HLC requirements and standards.
• The content review process will include a cross-check with accreditation standards to ensure that all published information supports the college’s continued accreditation status.

Audit and Reporting

• The college will maintain a record of all content updates, including review dates, the department responsible, and any changes made to ensure an accurate record.

6.0 Responsibilities

Dean

Part of the initial review team to ensure compliance with accreditation requirements, institutional policies, and legal and ethical guidelines. Part of the formal approval process for content publication.

Marketing & Communications

Collaborates with program directors and Deans on the formatting of content and images and ensures standardization and consistency with website guidelines. Responsible for collaborating with program directors and deans to complete the reviews and necessary edits and publishing approved content. 

Program Director/Department Chair

Reviews accreditation standards and creates web content that aligns with the program objectives and accreditation standards. References current accreditation standards during content creation. Shares updates from accrediting bodies with Deans and MarComm and Enrolment Management teams. 

Vice President for Academic Affairs

Provides oversight for the policy and creates the procedure with timelines for review. Part of the initial review and final approval process. Ensures Higher Learning Commission policies and requirements are met.

7.0 Citations & Related Information

Document A: Federal Student Aid Handbook (Volume 2, Chapters 2 and 6)

Document B: HLC Requirements and Policies