Website Editor and Access

Casper College’s website is one of our most visible communications channels. Website editor access is granted to trained employees so program and service information can be kept accurate, current, and accessible. Editors are responsible for following Casper College brand, writing, and accessibility standards every time they publish.

Important: Site layouts originate from a library of approved templates, with typography and many styling rules controlled through the website’s CSS. Editors should work within the WordPress content tools rather than trying to “design around” templates.

Who should request editor access

Website editor access is intended for employees who:

• Maintain information that changes regularly (program details, requirements, schedules, contacts, deadlines)
• Can commit to training and ongoing compliance (especially accessibility)
• Have an assigned page set (subject/program area) where they are the content owner

If you update content only occasionally, submit website updates through Project Center rather than maintaining editor access.

How to request WordPress access

Step 1: Submit a website request:

Submit a website ticket requesting WordPress editor access. Include:

• Your name, title, and department
• The specific pages/sections you need access to (URLs if possible)
• Your supervisor’s approval (or indicate who will approve)
• Confirmation you will complete required training

Step 2: Complete required training:

Access is granted after training is completed and your assigned page scope is confirmed.

Step 3: Access is limited to your subject/program pages:

Editors receive access only to the pages they own and maintain.

Training requirements

Training is designed to ensure quality, consistency, and compliance. At minimum, training covers:

• Editing within approved templates (what you can/can’t change)
• Web writing for clarity and scannability
• Accessibility fundamentals (headings, link text, alt text, color contrast)
• Image use and basic media standards
• When to request review or escalate sensitive topics

Editor responsibilities

1) Accessibility is required for every update

The Brand Standards state that all web pages will conform to accessibility standards required under Section 508 and WCAG Level AA, and that Casper College uses the WebAIM Contrast Checker as a guide for acceptable color combinations.

Minimum accessibility rules editors must follow:

• Headings: Use headings (H2, H3, etc.) in the correct order. Do not use headings just to change font size/appearance.
• Links: Use clear, meaningful link text; avoid “click here.”
• Lists: Use lists properly; don’t use lists for layout/formatting.
• Color contrast: Ensure readable contrast between text/background; check uncertain combinations with WebAIM.
• Color-only meaning: If color is used to convey information, provide the information another way too.
• Flashing/blinking: Avoid blinking/flicker; it can trigger seizures for some users.

See: Accessibility

2) Accuracy and currency

Editors are responsible for keeping their pages accurate and current, including:

• Program/service descriptions, requirements, deadlines, contacts
• Working links (no broken links or outdated URLs)
• Removing outdated dates, staff names, and old announcements

3) Writing style and readability

The Brand Standards recommend breaking large blocks into smaller sections and defining acronyms/abbreviations at first use.

They also note that Casper College website content follows AP style and refers editors to the Casper College Style Guide for local standards.

WordPress editing standards

Do:

• Use headings, short paragraphs, and bullets to help users scan
• Put key actions near the top (Apply, Request Info, Register, Contact)
• Keep navigation and formatting consistent across pages
• Use descriptive filenames and meaningful link labels (helps users and accessibility)

Don’t:

• Don’t use tables to create layout; use approved blocks/styles instead
• Don’t add “workarounds” that break template structure or create inconsistent formatting
• Don’t publish documents that are hard to read or inaccessible when a webpage would work better

Images and media

Editors must ensure:

• Images are appropriate, high quality, and do not introduce accessibility barriers
• Alt text is included for meaningful images (and decorative images are treated appropriately)
• You have rights/permission to use the image (college-owned, properly licensed, or approved)

See: Project Center if you need photo/video support.?

When a review is required

Request review before publishing if the change is:

• High visibility (homepage features, recruitment priority pages, major announcements)
• Sensitive, policy-related, reputational, or likely to generate media attention
• A structural change (new page architecture, major rewrite, major navigation changes)
• A new initiative that requires coordinated messaging across channels

External sites and microsites

The Brand Standards note that Strategic Communications and Marketing manages and supports certain official Casper College external sites, and that no other externally facing websites may use the Casper College name or trademark without approval.

If you are considering a standalone site, microsite, or externally hosted page for your program, submit a request for consultation before starting.

Ongoing expectations

To maintain editor access, editors must:

• Follow standards consistently (especially accessibility)
• Participate in refresher training as needed
• Respond to correction requests in a reasonable timeframe

Repeated noncompliance (especially accessibility issues) may result in access being limited or removed until retraining is completed.

Before you publish: editor checklist

• Is the information accurate (dates, deadlines, contacts, requirements)?
• Did I use headings in the correct order?
• Are links descriptive (not “click here”)?
• Did I add alt text to meaningful images?
• Is contrast readable (use WebAIM if unsure)?
• Did I avoid using tables for layout?
• Is this sensitive/high-visibility and needs review first?