Web Content Request Process - Walla Walla Community College

Purpose

This guide describes exactly how to get content added or updated on the WWCC website. It is intended for department Content Owners and Web Content Coordinators. Follow these steps every time you need a web change — from identifying the need, to seeing it live on the site.

Before You Start: Getting Set Up

Before any web requests can be submitted, the following setup steps must be completed. This is a one-time setup per department.

#	Action	Details
1	Content Owner appoints Coordinator(s)	Choose 1–2 full-time employees. The Content Owner can also serve as Coordinator.
2	Content Owner submits Coordinator names	Use the Web Coordinator Registration Form to register names with Marketing & Communications.
3	Content Owner notifies the Coordinator	Inform the employee of their role and share this process guide with them.
4	Content Owner informs their team	Let all department staff know that web requests go through the Coordinator only.
5	Coordinator bookmarks the request form	Save the Web Edit Request Form link for easy access.

When a Coordinator leaves WWCC or changes roles, the Content Owner must immediately submit an update via the Web Coordinator Update Form so access and records stay current.

The Golden Rule

All web edit requests must be submitted by the authorized Web Content Coordinator via the Web Edit Request Form. Requests submitted directly to Marketing & Communications or the Webmaster will not be processed.

Content Owner

Appoints coordinators. Accountable for all department content accuracy, copyright, and ADA compliance.

Web Content Coordinator

The only person who submits web requests on behalf of the department. Reviews content before submitting. Tracks request status.

Marketing & Communications / Webmaster

Reviews submissions, ensures brand and accessibility compliance, publishes approved changes, and notifies coordinators when done.

Step-by-Step Written Guide

Each step explained in detail — what to do, who is responsible, and what to watch out for.

Identify a Website Update Need

Anyone in your department can notice that a web change is needed. Common triggers include:

A program, service, or contact detail has changed
A document needs to be swapped out or added
A new page or section is needed
A link is broken or outdated
Content has not been reviewed in 12+ months

The person who notices the issue should bring it to their department’s Web Content Coordinator—not contact Marketing & Communications directly.

Contact Your Web Content Coordinator

When flagging a change to your Coordinator, provide as much detail as you can upfront:

The URL or name of the page that needs to change
Exactly what needs to be added, updated, or removed
The new text, image files, or documents (if applicable)
Any deadline for the change

Coordinator Reviews Content Before Submitting

The Coordinator is the quality checkpoint before anything goes to Marketing & Communications. Use this checklist before every submission:

Checklist Item	Why It Matters	What to Do If Not Met
Accurate & current	Outdated info erodes trust	Verify with the subject matter expert
No grammar or spelling errors	Reflects on the college	Proofread or use grammar tools
Follows WWCC brand & writing style	Consistency across the site	Review the WWCC Style Guide
Images: high-quality, uncropped, copyright-free	Legal risk + visual quality	Use WWCC-licensed images or get written permission
Videos: closed captions + transcript	ADA/Section 508 compliance	Request captioning before submitting
Documents: include accessibility statement	Legal requirement	Use the WWCC accessible document template
No copyright violations	Legal liability	Do not copy text or images from other websites

Submit the Web Edit Request Form

Once the content passes the checklist, the Coordinator submits the Web Edit Request Form. Tips for a smooth submission:

Use the official Web Edit Request Form — do not email the web team directly
Include the full URL of the page to be changed
Paste in the exact new text (do not say “update the text” — provide the text itself)
Attach all images and documents to the form
If images replace existing ones, note which image to remove
Include a realistic deadline if one applies

Marketing & Communications / Webmaster Reviews the Request

The web team reviews every submission before publishing. They check for WWCC brand and design standards, accessibility compliance, appropriate writing style and tone, and technical compatibility with the website.

Change Is Published

Once approved, Marketing & Communications publishes the change to the live WWCC website. The Coordinator will receive an email notification when complete. Standard turnaround time is 3–5 business days. Complex new pages or redesigns may take longer.

Coordinator Verifies the Published Change

After receiving the completion notice, the Coordinator should:

Visit the live page and confirm the change looks correct
Check any links that were added or modified
Confirm documents open properly
Notify Marketing & Communications immediately if anything appears incorrect

Quick Reference

Situation	What to Do
You need a change on your department’s web page	Contact your Web Content Coordinator
You ARE the Coordinator and have a request ready	Submit the Web Edit Request Form
Your Coordinator has left or changed roles	Content Owner submits the Web Coordinator Update Form immediately
Marketing & Comms asks for more info	Respond promptly to avoid delays
You receive a completion notice	Verify the live page and report any issues
Your request is declined or revised	Review the feedback from Marketing & Comms and resubmit
You’re not sure who your Coordinator is	Ask your department Content Owner (director or manager)

Contact & Resources

Web Edit Request Form Web Coordinator Update Form WWCC Brand & Writing Style Guide Accessible Document Template (coming soon) Email Marketing & Communications