Domain name procedure

Procedure

Intent

This procedure provides information about establishing domain names for new non-RMIT hosted websites that require a subdomain or new domain.

Scope

This procedure applies to all staff who manage domain names in relation to an authorised RMIT website.

Exclusions

This procedure does not apply to:

Procedure steps and actions

Procedure (including Key Points)

Responsibility

Timeline

  • Website Owner
  • Digital and Customer Experience Strategy
  • Information Technology Services (ITS)

All actions must be performed prior to creating any external website or sub-domain that relates to RMIT.

Creating domains

1. Plan

Domain names are created to support new authorised websites, including:

  • Main websites
  • Related websites for RMIT sub-businesses (e.g. related entities)
  • Connected websites, including web applications

The approval of new domain name is closely related to the information provided in your related New Website Proposal. The Content Owner first assesses the content and verifies that it should not or cannot be hosted on an existing domain.


Content Owner

2. Submit request

The website owner submits the domain request Director, Digital and Customer Experience Strategy (DIGITAL AND CUSTOMER EXPERIENCE STRATEGY) using the New Website Proposal (DOC, 68kb, 4p) which includes the proposed non-RMIT hosted website URL or the sub-domain name.

When proposing a name for the domain or sub-domain, apply the following standards:

  • Ensure the name reflects the primary focus of the website’s content or functionality.
  • Relate the domain name to the name of the website.
  • Avoid strings of letters and numbers that are meaningless for the user. Instead, use a worded URL.
  • Avoid acronyms and industry or marketing jargon. Use everyday words that users will understand.

Content Owner

3. Review and approvals

For new domain names, Digital and Customer Experience Strategy reviews the New Website Proposal. For new sub-domains, Digital and Customer Experience Strategy and ITS jointly review the proposal.

The proposal is reviewed based on the criteria within the New Website Proposal Template. See the New Websites Policyfor more information on approvals.


Digital and Customer Experience Strategy

4. Registration

After the website and associated domain is approved, the following is done:

  • The website owner is responsible for registering or renewing the authorised non-RMIT hosted website domain and informing Digital and Customer Experience Strategy of any changes to the non-RMIT hosted website domain’s registration status.
  • ITS is responsible for creating a new sub-domain on the RMIT server.
  • An authorised non-RMIT hosted website should be linked to an RMIT-hosted landing page to ensure that the non-RMIT hosted website is searchable and connected to the main RMIT website.
    • Website owners can contact Digital and Customer Experience Strategy for advice on linking a non-RMIT hosted website to the main RMIT website.

Website owner


ITS


Digital and Customer Experience Strategy


Ongoing

5. Maintaining

The website owner is responsible for ensuring that the content on all authorised domains and sub-domains is established and maintained in accordance with the New Websites Policy. In addition:

  • Digital and Customer Experience Strategy maintains a list of all website owners and URLs of authorised non-RMIT hosted website domains and sub-domains.
  • Digital and Customer Experience Strategy periodically reviews all authorised non-RMIT hosted website domains and sub-domains to monitor whether they comply with RMIT policy.

Website Owner


Ongoing

Deleting domains

A domain name may be deleted if:

  • a website is being deleted or archived
  • the domain no longer forms part of RMIT’s domain optimisation strategy

Digital and Customer Experience Strategy will consult with Content Owners in accordance with the Deleting Websites Procedure.


Digital and Customer Experience Strategy

[Next: Supporting documents and information]