Introduction

This document presents the Terms of Service for CAEN Web Publishing. The service is available to eligible Michigan Engineering faculty and groups, offering a WordPress website at no cost. It includes a Michigan Engineering branded site managed by CAEN, featuring a standardized, accessible theme and essential plugins. Comprehensive technical support is provided, including regular maintenance and security updates for the WordPress software. Because CAEN manages the WordPress software and underlying infrastructure, this allows users to focus on content creation without the burden of technical management. These Terms of Service outline the conditions and expectations associated with using the service. 

Content Creation and Modification

Site owners and content editors are responsible for adding and managing their content using the WordPress editor. This includes adding and formatting text, images, links, setting up site navigation menus, and other content as needed to build out their website.

CAEN provides guidance and technical support for using WordPress, as long as requests fall within the standard service scope. If you require more hands-on content assistance, please refer to the following section on Content Migration Support.

Content Migration Support

CAEN will assist with adding website content on your behalf only upon request, and subject to limitations. This includes support such as copying content from an existing website or from files you provide (e.g., Google Docs, PDFs). CAEN will use the text, images, and other supporting content you provide to help create web pages that adhere to U-M branding and accessibility standards; consequently, the final design may differ from your original vision. Under no circumstances will CAEN write new content on behalf of site owners.

This service is available by request only and is subject to CAEN staff schedules and capacity. Turnaround time and service availability depend on the size, structure, and complexity of the content provided. In some cases, e.g. for particularly large sites or during exceptionally busy times, CAEN may not be able to accommodate content migration.

Addition or removal of themes and plugins

CAEN reserves the right to add or remove themes, plugins, or other WordPress tools and features. CAEN will communicate in advance of any major changes that will impact sites in our service. Content editors, site owners, and admins may not add plugins or themes.

Timeline for Site Creation and Edits

Requests for site support, including Content Migration, will be handled on a first-come, first-served basis. The timeline for migrating content into a new or existing site varies based on complexity and content volume, which can be discussed upon request.

Non-U-M Developers and Designers

Site owners may hire software designers and developers to work within the design framework of CAEN Managed WordPress. These developers are bound to the same terms and conditions herein described, including those relating to themes and plugins. CAEN will not provide web development services and will not troubleshoot technical issues on behalf of third-party developers.

Accessibility Requirements

It is the responsibility of every site owner to ensure that the content on their website, including web pages and all digital assets (PDFs, images, videos, etc.) meet University of Michigan accessibility requirements. CAEN regularly tests its themes and plugins to ensure that CAEN Managed WordPress adheres to U-M’s digital accessibility standards. If you encounter an accessibility issue that you are unable to resolve, contact caen@umich.edu.

Password Protected Content

CAEN Managed WordPress does not support password protection for any content. If any portion of your site’s content requires password protection, alternative options such as U-M Google Drive or U-M Dropbox should be used to secure the content, which can then be linked from your WordPress site.

Site Size and Migration

There are no limits to the number of pages you can have on your website. Sites that require 60 or more pages will not be eligible for CAEN’s Content Migration service. Larger sites or those with an exceptionally large number of digital assets, such as images or PDFs, may require additional staffing resources to complete the migration process. For these larger projects, you will need to allocate your own team members or consider hiring external support to assist with the transfer of content. CAEN staff will provide guidance and best practices to help ensure a smooth transition, but the actual migration of a site with extensive content will primarily be managed by your designated resources.

User Management

Site users with the role of “Administrator” may add users to or remove users from the website. Access should be removed promptly when individuals no longer have a business need to maintain site content.

Guidelines for granting site access can be found in our Knowledge Base.

Responsibilities of Site Owners

A Site Owner holds the highest level of decision-making authority for a specific site. This is a long-term role unlikely to change for the lifetime of the site. The site owner and point of contact may be the same person.

Only Site Owners are authorized to:

• Request that their website be deleted
• Request that the hostname/URL of their website be changed

Other Site Owner Responsibilities:

• Assign Points of Contact and additional site editors/admins
• Inform CAEN when a new site owner is taking over
• Maintain eligibility
• Manage user access

Responsibilities of Points of Contact

Site Owners (see above) may designate an alternative point of contact (PoC) for their website if it is someone other than themselves. PoCs act as liaison between CAEN, Site Owners, and other content creators on a given site.

A PoC is the main person who works with CAEN and with whom CAEN communicates most regularly. The people who have this role may change over time. 

PoC Responsibilities include:

• Communicate with CAEN concerning typical changes (content, layout, design, etc.)
• Receive messages about updates CAEN performs
• Request assistance from CAEN 
• Manage user access

Unless they are also the Site Owner, PoCs are not authorized to:

• Request that the website be deleted
• Request that the hostname/URL of the website be changed

Continuity of Service

CAEN Managed WordPress websites will exist as long as the site owner maintains eligibility or until they request a site deletion. In the event that a site owner ceases to have an eligible appointment in Michigan Engineering, it is the responsibility of the site owner (or their unit administrator or IT support personnel on their behalf) to contact CAEN to transfer site ownership to other eligible personnel.

Support

Self-help documentation, email support, and individual/group training sessions are available. CAEN Web Publishing support operates during regular business hours. Support is only available for current users of CAEN Web Publishing.