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INFORMATION FOR

Web Policies

This section contains information about the policies the School of Medicine and the Office of Communications have in place for all Yale School of Medicine websites.

Beatrix.yale.edu Guidelines for Authorized Use

Beatrix.yale.edu is a web publishing platform that supports the communications functions of Yale schools, departments and other units at the university. If you are editing your web profile, a faculty member's profile, or any other website information in beatrix.yale.edu, you are a web content administrator and as such responsible for content and information that you submit to the platform.

You must abide by these guidelines and all other applicable policies, regulations, and guidelines before publishing content and information through the beatrix.yale.edu platform. Please review these carefully. Uses in contravention of the guidelines may result in suspension or termination of user privileges.

All uses of the beatrix.yale.edu platform are governed by the following university policies, as well as any additional school- or department-specific policies, regulations and guidelines that apply to your use:

The beatrix.yale.edu platform is not available for purposes that do not support university functions and advance the university’s mission. The university expects all web content administrators to comply with privacy, intellectual property, and other applicable laws. In some cases, the Yale School of Medicine Office of Communications may reach out to the appropriate departmental administrator to seek approval before new assets are released and/or remove assets and content that do not comply.

Patient Privacy and HIPAA

The beatrix.yale.edu platform is not approved for Patient Health Information. Do not post identifiable information about patients anywhere in these systems, whether the page has security or not. Please contact the HIPAA office (hipaa@yale.edu) if you have questions about whether your content meets the threshold to be considered PHI. When in doubt, do not publish the content.

Do not publish any images of patients for which you do not have a signed HIPAA media release form. Even when information is not Patient Health Information, individuals have a basic right to privacy, and you should only publish information about or images of an individual with his/her/their consent.

Security

Use of the beatrix.yale.edu platform is only authorized for the handling of low-risk data. Beatrix.yale.edu must not be used in connection with medium- or high-risk data. For more information on data classification, visit the Protect Your Data page on the IT at Yale Cybersecurity website.

While the university’s information security systems are adequate to prevent most attempts at unauthorized access, we cannot secure them against all hacking attempts. In addition to Patient Health Information, do not store or publish any medium- or high-risk data or documents or otherwise sensitive information (e.g., imagery depicting animal research) in the platform.

Copyright

Web content administrators are expected to respect copyright and are responsible for evaluating whether the use of any information or content made available through the platform requires copyright permission.

Please review the Office of the General Counsel’s Copyright Resources and Rights Clearance Guide for Digital Projects for information regarding copyright and other intellectual property issues that may arise in digital contexts.

Do not publish any digital file for which Yale does not have the right to publish or distribute. Among other things, this can be a written document, a person's voice or performance, music played in the background of a video, a photograph, or a company's symbol or trademark.

Trademarks

“Yale” and “Yale University” are trademarks of the university and its logos and colors may only be used for official functions of the university and must adhere to the guidelines of the Office of the University Printer to ensure appropriate alignment with Yale’s visual identity standards. Please review the Yale Identity Web Guidelines and contact the branding team in the Office of Communications with questions. University trademarks may not be used to state or suggest institutional endorsement or sponsorship of non-official functions.

Accessibility

All university websites are required to include a link to the Accessibility Statement Page. All content posted to Yale University websites is required to be accessible to people with disabilities. For more information, visit the Accessibility at Yale website and the Yale School of Medicine Accessibility statement.

Abandoned or Unmaintained Websites

We reserve the right to archive and remove beatrix.yale.edu or other YSM website pages on institutional web servers that have not been edited or updated in four or more years. We reserve the right to archive and remove pages where the official contact person for the page cannot be contacted or has left Yale. The Yale School of Medicine Office of Communications will make reasonable efforts to contact the web content administrators in such cases; however, these apparently abandoned pages may be removed without notice after four years of inactivity.

Removal of Content

We reserve the right to immediately remove any content from any beatrix.yale.edu or YSM website page that is questionable or conflicts with these guidelines when it is brought to our attention.

For More Information

Contact The Yale School of Medicine Office of Communications or email ysm.editor@yale.edu for more information about the beatrix.yale.edu platform, YSM websites, or these guidelines.

By logging into beatrix.yale.edu and using the system, you attest that you have read and understand the beatrix.yale.edu: Guidelines for Authorized Uses and agree to comply with all of the foregoing.

Building and Hosting Websites at YSM

Officially recognized School of Medicine organizations and entities, such as departments, sections, centers, and programs, must use the YSM web template and the school's web content management system for their websites. There are no other approved website building organizations for YSM.

The only websites allowed to use the YSM template are officially recognized and perpetuated YSM organizations and entities, such as departments, sections, centers, programs, labs, and personal faculty websites.

Third level domain requests (example: in medicine.yale.edu, "medicine" is the third level domain) must be reviewed and approved by Yale School of Medicine Office of Communications, ITS leadership, and the Office of General Counsel. These urls are used for servers controlled by Yale only and are not directed to websites outside of Yale. Please contact ysm.editor@yale.edu with your request.

Lab and Faculty Websites Outside YSM Systems

In 2012, the school introduced YSM and YSPH-branded lab website templates in its content management system, a web platform for full-time faculty to create and maintain websites, using all of the functionality and systems created for the school's departmental and organization websites.

Since YSM and YSPH centrally supports and provide these web tools at no individual cost for faculty, it is duplicative work and additional cost for faculty to use outside hosting and/or systems.

Faculty may still choose to build their own websites using an external hosting provider they hire with their own resources. School funds may not be used to build or maintain websites external to the school's systems.

In the event a faculty member has an existing YSM lab site and then builds an external site, the Office of Communications will archive the YSM site. If the new site URL is a .org, a temporary re-direct of the former Yale-hosted URL to the new one may be requested. The redirect will expire after six months. No redirects will be created to a .com URL and we strongly advise against using .com URLs for any university-related work.

In addition, these websites may not:

  • use the Yale University, School of Medicine or School of Public Health name, logo, shield, fonts or branding in any capacity and,
  • use the word "Yale" in the website's URL or website title, or
  • in any way suggest it is an officially sanctioned Yale website.

These rules have been established in order avoid issues that accompany the lack of central governance and oversight of a faculty member's lab site (e.g. HIPAA, accessibility, and other YSM and YSPH-specific policy and legal concerns).

A good example of a site following these guidelines is the Boggon Lab.

Finally, faculty are not permitted to use other Yale content management systems (i.e. Drupal, Wordpress or Commons) in order to avoid brand confusion and duplicative work and cost within Yale recreating functionality that currently exists within school systems.

For questions about this policy, please contact ysm.editor@yale.edu.