Some Ohio State Websites are built on shared templates using CMS Platforms such as WordPress or Drupal. These websites use one core of shared code to theme and provide functionality for many websites. This framework is for how these types of templates are to be approved and managed in inventory.
| Testing of Template | Approval | Training | Content Creation | Scanning |
|---|---|---|---|---|
| MDAS Developer Checklist AND Full Manual Test by OSU ADA Certified Evaluator | Plan including required training, content creation, and scanning guidelines submitted for approval. ADA DAC office approval of Shared Template stored in inventory | All Content Editors required to receive web content accessibility training. | New content checked with either embedded or online accessibility checker. Dynamic content, media, and documents all reviewed for accessibility. | New websites on the template scanned and remediated before launch. Monthly or Quarterly automated scans of content, with documented remediation. |
Manual review of the template
A sample site or collection of sites containing all existing plugins, content types and page layouts available to the template will be given a Full Manual Evaluation, all serious and critical issues must be remediated so that the template meets the OSU Minimum Digital Accessibility Standard (MDAS).
- Additions and Plugins: Any changes to the template or new features developed after the initial manual review must be given their own Manual Evaluation, must meet the MDAS Standard and the report for these features kept with the documentation for the template available for audit.
- Deviations from the template: Websites that are based on the shared template, but have significant deviations and custom development should be treated as individual applications and given their own full manual evaluation.
- Major Updates: Just like any application major updates or retheme efforts to the approved template should proceed with a fresh manual evaluation. All evaluations must be kept on file in the online inventory system.
When developing updates, additions and deviations to the platform these changes and evaluations must be documented by completing a copy of the Site Change Form (SCF) and storing it in the inventory of the parent website.
Launching new websites using the template
Websites using an approved template should receive a content scan using a tool such as PopeTech once initial content has been added but before the website launches. A copy of this prelaunch scan report along with any remediation notes should be kept in the inventory documents for the individual website.
In order to be marked compliant child websites of the shared template must have scanned, remediated their content and posted documentation of the remediation to the child site in the inventory.
When launching or retiring websites from the platform a Site Change Form (SCF) should be completed and stored in the inventory.
Content editor training
Departments must have a documented process insuring that anyone given access to edit websites is assigned and completes the Authoring Accessible Web Content curriculum in BuckeyeLearn.
Content management
- Scans of new and updated content: Either by the integration of an accessibility checker into the CMS (such as Editoria11y) or by a requirement that editors use an online checker such as Sa11y, WAVE or PopeTech content editors must be required to run a check on content they add or edit.
- Management of dynamic content: Where possible the content framework should restrict content editors from adding custom CSS, JavaScript, Frames or other embedded interfaces.
- Compliant Multimedia and Documents: Where possible the content framework should enforce the compliance of multimedia and documents, this can be things such as a required field for the addition of a Transcript. Where not possible there must be a field in the content where the user asserts that they are familiar with the requirements for documents and multimedia (with a link to documentation on these standards) and that they have performed the required checks or provided the appropriate material for the media they have added.
- Alternatively, if the field is infeasible due to technical limitations, the unit must have a well-documented process in place that includes an assertion check of the accessibility of all multimedia and documents added to the website and records of these assertions must be maintained.
In an assertion check a user must sign in a trackable method (ie; logging in to an online survey or a comment on the revision within the CMS itself) that any multimedia or documents added have been reviewed to meet MDAS Standards.
- Alternatively, if the field is infeasible due to technical limitations, the unit must have a well-documented process in place that includes an assertion check of the accessibility of all multimedia and documents added to the website and records of these assertions must be maintained.
Regular content scanning and remediation
Websites on a shared template must complete a regular accessibility scan of their content remediating any issues found. This can be done with PopeTech on one of the two below schedules.
- Monthly: Websites scanned monthly must complete their remediation of any found issues in 15 business days. Documentation of issues found and their remediation should be retained by the unit for possible audit.
- Quarterly: If a unit has a website that is rarely updated and they choose to do content scans quarterly, they must remediate any issues found in 10 business days.
Submitting the Shared CMS Template QA Plan for approval
To submit a template for approval compose a document with the following and send it to accessibility@osu.edu with the subject line “Shared CMS Template QA Plan Approval”:
- Title of the Template
- Unit
- Primary Technical Contact for the template
- Accessibility Coordinator of the unit
- Brief description of the scope of the templates use.
- The CI Code for the parent site in MyRME
- The manual evaluation documentation for the template must be provided either as an attachment to the plan or stored in the identified Parent website in MyRME.
- A description of the process that will be followed when updating or developing new additions to the shared template.
- A description of the process that will be followed for websites that contain elements of the framework but have site specific deviations.
- A description of the process that will be followed when launching new websites or retiring existing websites that use the shared template.
- A description of the unit process to ensure content editors will receive training before being given access to edit a template website.
- A description of how dynamic content that has not undergone a full manual evaluation will be restricted from being added to the site by content editors.
- The unit process for handing the evaluation of documents and compliance of media that is being posted.
- A description of how content will be checked by editors when creating new content.
- A description of how often regular content scans will be executed, and their results distributed, as well as how remediation will be tracked. See the standard template documentation for information on regular scanning options.
Once your submission has been reviewed, the ADA DAC office will get back to you with approval or further questions. No websites should be launched on the template before this approval is received. The approval email must be attached to the parent website in MyRME (see next section). Follow file-naming convention guidelines when uploading the attachment.
A sample of a plan fulfilling the outlined requirements from this page is available here. This plan is just a sample of how these requirements could be fulfilled and how to structure the plan. Unit plans may vary. An empty version of this plan to use as a template is also available but not required.
Migrating or upgrading existing websites
If websites already exist on a platform seeking approval or if there is a group of existing sites that will be migrating onto the platform directly after approval, the process for confirming the compliance of these websites must be outlined in the plan submitted. See this document for information on what should be included for these environments.
Managing inventory for websites built on shared templates
A parent website should be chosen for the template. Often this is a primary site for the unit but it is up to the unit to determine the appropriate website for each template. Within the MyRME entry for the parent website all documentation should be attached.
- Manual Evaluations for the template and any modules/plugins, this file should follow the naming conventions outlined in the Accessible Public Website Inventory Project.
- Approval documentation from the ADA office
- Dated copies of the Site Change Form (SCF)
Websites within the MyRME are identified by a field called “CI Code,” this code is provided in the weekly inventory file, the DAS team can also help locate it, contact das@osu.edu for assistance.
Enter the CI Code for the parent website in the “Unit Template” field for each child website. To be marked Framework Compliant, each child site must also include the original content scan from when it was launched/migrated into the template documenting the remediation of any issues found.