Website Roles & Permissions

Georgia Southern University uses defined WordPress roles and permissions to support safe, consistent and well-managed website updates. These roles help ensure that web content remains accurate, accessible, on brand and aligned with University web governance standards.

The University Web Team, housed in University Communications and Marketing, manages Georgia Southern’s Content Management System and provides WordPress training and access. The Web Team also reserves final authority over web assets, user experience, navigation, SEO, domain and subdomain management and website architecture. 

Why Roles & Permissions Matter

Georgia Southern’s website includes thousands of pages across colleges, departments, offices and other units. WordPress roles help ensure that users have the right level of access for their responsibilities without creating unnecessary risk for the website.

Tiered permissions help:

• Protect the integrity of the University website
• Reduce accidental changes to pages, navigation or media
• Support consistent training and accountability
• Keep content accurate, accessible and up to date
• Limit access to advanced tools and settings
• Maintain a consistent Georgia Southern user experience

Content Managers

Each college, department or office is responsible for identifying content managers who help maintain web content for their area. Content managers are responsible for keeping assigned content accurate, relevant and timely.

Content managers should have strong writing skills, a basic understanding of multimedia, familiarity with web accessibility guidelines, knowledge of Georgia Southern brand guidelines and the ability to regularly review and maintain assigned web content.

University Communications and Marketing provides support and training for content managers and may assist with web edits, but departments and units should not rely on the Web Team for routine day-to-day maintenance.

WordPress Roles

Georgia Southern WordPress users may be assigned one of several roles based on their responsibilities, training level and approved access needs.

Web Contributor

A Web Contributor is an entry-level WordPress role designed for new contributors.

Web Contributors can:

• Make basic text edits to existing content
• Save changes for review
• Support updates within their assigned section

Web Contributors cannot:

• Publish changes to the live website
• Upload files or images
• Create new pages
• Edit advanced layouts, forms, tables or custom elements

Web Contributors work through their college or division Web Author or Web Editor to publish updates to the live site.

This role is best for users who need to make basic content edits but do not need publishing access.

Web Author

A Web Author is a secondary-level WordPress role for users with more advanced editing responsibilities.

Web Authors can:

• Edit existing pages
• Publish edits to existing content
• Maintain approved content within their assigned area
• Support routine page updates

Web Authors cannot:

• Upload images or files
• Create new pages
• Make major layout or navigation changes
• Add custom HTML, scripts, forms or advanced components

Web Authors should work with the Web Team when they need images or files uploaded, new pages created or advanced functionality added.

This role is best for users who regularly maintain existing content and are approved to publish routine updates.

Web Editor

A Web Editor is a power editor role within a division, college or assigned area.

Web Editors can:

• Edit assigned pages
• Create new pages when approved
• Publish changes to the live site
• Review and approve edits from other users
• Coordinate content review cycles
• Help maintain web content with contributors, authors and subject matter experts

Web Editors should coordinate with the University Web Team before uploading images or files to live sites. They should also consult the Web Team before making changes that affect navigation, site structure, major layouts, SEO, accessibility or the overall user experience.

This role is best for experienced users who help manage web content at a broader unit, college or division level.

Web Administrator / Web Team

Web Administrator access is reserved for the University Web Team and Information Technology Services.

Web Administrators can manage advanced site settings, templates, system-level tools, permissions and other administrative functions. This role has full access to the website and is not assigned to general content managers.

The Web Team is responsible for:

• Managing the WordPress CMS
• Providing CMS training and access
• Supporting web governance standards
• Maintaining brand and user experience consistency
• Managing top-level and marketing-critical webpages
• Supporting accessibility and SEO standards
• Reviewing advanced requests
• Managing redirects, archiving and content strategy
• Supporting custom photography, image cropping, optimization and videography
• Providing final authority on web assets, navigation, SEO and site architecture

Who Can Publish Changes?

Publishing access depends on the assigned WordPress role.

Who Can Upload Media?

Most WordPress users cannot upload images, PDFs or files directly to the website.

Media uploads are restricted because images, documents and files must meet University standards for accessibility, branding, file size, naming, optimization and appropriate use.

If you need to add or replace an image, PDF, file, video or other media item, submit a web request to the Web Team.

Restricted Permissions

Some WordPress tools and actions are restricted to protect the website’s accessibility, usability, security and brand consistency.

Most users should not:

• Change page URLs or slugs
• Change parent pages
• Change navigation menus
• Upload images or files without approval
• Create new pages without approval
• Delete pages or published content
• Edit forms
• Edit Ninja Tables
• Add scripts or embeds
• Use Custom HTML blocks
• Change templates or advanced layouts
• Edit sitewide settings
• Modify SEO metadata without guidance
• Make changes outside their assigned section

If a requested update affects the page structure, navigation, URL, accessibility, SEO, media, forms, tables or another department’s content, submit a web request before making the change.

Training Requirements

Before gaining CMS access, users must complete required WordPress training through University Communications and Marketing. Training provides a foundation for managing web content safely and consistently.

Training topics include:

• Web accessibility best practices
• Writing for the web
• Using the CMS
• Brand positioning and visual identity
• Working with images and documents
• Advanced CMS templates and components
• SEO basics

Basic CMS training is required before access is granted to new contributors.

Maintaining WordPress Access

To keep a WordPress account in good standing, users must:

• Log in at least once a year
• Follow all web standards and guidelines
• Review assigned pages each semester
• Keep content accurate and up to date
• Complete required refresher training
• Stay current with video trainings and access requirements

Accounts that remain inactive for more than one year may be deactivated by the University Web Team.

When to Submit a Web Request

Submit a web request if you need help with:

• Access or role changes
• New pages
• Page removals
• URL or slug changes
• Parent page changes
• Navigation updates
• Media uploads
• PDFs or documents
• Forms
• Ninja Tables
• Custom layouts
• Custom HTML or scripts
• Hero image updates
• Accessibility concerns
• SEO or metadata changes

Quick Rule

Your WordPress role determines what you can edit, publish and manage. If a change affects structure, navigation, media, accessibility, SEO, forms, tables, permissions or content outside your assigned area, submit a web request before making the update.