Understanding Regulatory and University Requirements
If your unit, department, or division creates, develops, or sends newsletters, informational brochures, or reports that provide information about ¶¶Òõ̽̽’s programs and services, READ THIS!
This Compliance Alert serves as a reminder that notices of non-discrimination, accessibility and privacy must be included on all communications that are public facing or involve interactions with the public. This includes websites, brochures, newsletters, and any other forms of communication that provide information about ¶¶Òõ̽̽’s programs and services. It includes Drupal, SharePoint, or any other platform or tool used to create or host these communications. It does not include general business emails, but it would include listserv notices or notices attached to emails when sent broadly, such as all campus, all college or department, all students, or all faculty, staff, or employees.
Accessibility and Equal Opportunity Language
All communications must include language that ensures compliance with the Americans with Disabilities Act (ADA), the Civil Rights Act of 1964, and other state and federal employment laws. This is to guarantee that our communications are accessible to all individuals, regardless of their abilities, and to promote equal opportunity for everyone. At ¶¶Òõ̽̽, this means that we must include this link on our websites and communications. For websites, the link is hard-coded on templates within the ¶¶Òõ̽̽ instance of Drupal; however, if you have been authorized to use any other platform, you must ensure that this link is included on every page.
/equal-opportunity/americans-disabilities-act-and-reasonable-accommodations
Privacy Language
It is essential to include this language in all communications to comply with laws such as CAN-SPAM, GDPR, and state privacy laws. Ensuring that this link is on your communications helps protect the privacy of our community members and ensures that we are adhering to legal requirements. Two examples of legal requirements are to (i) provide recipients the right to opt out of communications and (ii) to provide contact information for questions, concerns, and to file complaints.
By including this link in the communication, we are satisfying these regulatory requirements. Similar to the Accessibility link, the privacy link is also hard-coded on our Drupal templates but it’s up to you to make sure it is included if you are using another approved web platform or template.
/compliance/website-privacy-policy/terms-use
Bottom Line
- As a recipient of federal funding and for compliance with other regulatory requirements, ¶¶Òõ̽̽ communications must include links to our Accessibility page (which details our accessibility statement) and our Website Privacy Policy (which details how we will use personal data, the rights of individuals, and our responsibilities).
- These links are hard-coded on ¶¶Òõ̽̽’s instance of Drupal and on some other ¶¶Òõ̽̽ templates. However, if you are using something other than ¶¶Òõ̽̽’s instance of Drupal, you must (1) have been approved to use another platform and (2) ensure that these links are present.
This requirement applies to all communications – not just websites. If the communication is something being sent to campus or if you are posting it to a website or listserv, make sure these links are included.
Where Can I Find More Information?
¶¶Òõ̽̽ Policies:
Regulatory References/Citations: