Content Owner Roles
You are the expert in your department’s web content.
Updating timely information on the most relevant pages of our departments, divisions, and offices is a shared responsibility for all university Content Owners.
Please watch the Cascade video tutorials for step-by-step instructions on how to edit, create, and maintain content.
Here are the guidelines on how to keep content relevant on the MGA website:
- Review and Update Content by Deadline
- Send Recurring Content to MarComm
- System Maintenance Notices
1. Review and Update Content by Deadline
Starting August 2024, the Office of Marketing and Communications (MarComm) is enforcing the following content deadlines and guidelines to help mga.edu load faster and look fresh for a new generation of cross-device-savvy students.
- Web content that has not been updated in 3 years since the original date of its publication will be deleted.
- Web content that mentions a date older than 2 years as new/relevant will be edited or deleted.
- Web content that’s been unpublished in Cascade but not updated for 1 year since the original date of its un-publication will be deleted.
- If the content is not going to help students now or next year, it should be updated or deleted.
Exception: Outdated content will only remain on the website if:
- It is part of an archive for record-keeping (ex: news archives, policies, catalogs, etc.).
- It is part of a dataset showing a series of data organized by time (ex: Institutional Research, analytics, etc.).
- It is part of a source citation (ex: publication, research, etc.).
- It is the most up-to-date file (image, presentation, template, etc.) available.
Purpose of the Deadline
More files, pages, and content we add, the slower the website gets.
Setting an annual content review to update and delete unused pages and save backups of “unpublished” assets to a SharePoint drive can help Cascade from becoming a catch-all storage for old content.
The majority of old content are forms meant for internal or archival use. These can remain as is. Please make sure there’s no outdated lingo or content that could confuse current users.
The role of the Web Content Manager is to audit and monitor the top-level pages of the MGA website and guide departments, offices, and divisions on ways to improve their website presence and meet their goals.
What goes up must come down...at some point! Outdated content is every department/division/office’s responsibility to update, edit, or delete as appropriate.
What Should I Do?
Spending 15 minutes reviewing your webpages can prevent losing a potential student from a broken link or a frustrating page experience. Do a quick search (Ctrl +F) across your pages and files for outdated years, projects, temporary promotions, and so on.
PDF content will not show up from a Cascade or simple Ctrl + F search. You will have to delete outdated documents and links manually.
If editing or maintaining certain page information is not feasible for your department, please save a backup of the content on SharePoint and delete those pages from Cascade.
How to save (backup) Cascade content:
- Go to https://mymga-my.sharepoint.com/ and log in.
- Upload the files you’d like to back up to OneDrive.
- Share the link with others in your department who need access to the archive.
For more assistance on how to use OneDrive, refer to
https://www.mga.edu/faculty-staff/faculty-staff-tutorials.php
How to Update Content on Cascade (Quick Guide)
- Log into Cascade (You must be on the campus or use a university VPN).
- username: firstname.lastname# (same as MGA login)
- password: your MGA password
- Click on your content folder (ex: marketing-communications) and review for outdated content.
- To edit a webpage, click on the edit button on the top-right menu.
- Click on “Metadata” and set a date in the “Review Date” field. This will remind you to take a look at this content at the set date and prevents outdated content.
- Once all edits are complete, click on “Preview Draft” button.
- Click on “Submit” and click “Check Content & Submit.”
- Check for any typos from the preview (may take a few minutes to load).
- Click on “Publish” from the top-right menu and click on the “Publish” button.
For more instructions on how to use Cascade, refer to the Cascade User Resources.
2. Send Recurring Content to MarComm
The Recurring Required Content List contains all information required by MarComm to conduct timely and relevant promotions. Please make sure to send the following information annually to .
| Content |
Format |
Details Needed |
Department/Office |
Deadline |
| President’s and Dean’s Lists |
Excel Sheet |
Student names grouped by town of residence as listed in their official MGA record |
Office of Technology Resources |
As soon as the list is available after a semester ends |
| Students and Faculty Who Receive Academic Awards at Honors Convocation each spring |
Word document |
Student and faculty names and names of award they received |
Office of Academic Affairs |
Prior to Honors Convocation being held |
| Students who receive student leadership awards at Student Leadership ceremony held at the end of each spring |
Word document |
Student names and names of award they received |
Office of Student Affairs |
Prior to ceremony being held |
3. System Maintenance Notices
To ensure consistent communication, please publish any maintenance information for student-facing web services used within your department/office/division on Cascade. These include but are not limited to:
- Knight Life (Presence)
- SWORDS/Banner
- D2L
- Third-party tools used by students
Here's a maintenance notice template to copy & paste to your student-facing page:
Announcement: [System name] will undergo maintenance starting [Maintenance start date and time] to [Maintenance end date and time] and will be unavailable during this time.
For additional assistance, please send us an email at .
Thank you for your participation and here’s to a modernized, faster MGA website!