Technical Specifications Quick Reference Guide
This quick reference provides essential technical specifications for common content types on NIU websites.
Images
| Specification | Standard |
|---|---|
| File Format | JPG or PNG (no GIF) |
| File Size | Below 150KB |
| Banner Images | 20:7 aspect ratio, minimum 1500 x 525 pixels |
| Column Images | 3:2 aspect ratio (e.g., 300 x 200 pixels) or 4:3 ratio (e.g., 400 x 300 pixels) |
| Staff Profile Images | 3:4 aspect ratio (e.g., 300 x 400 pixels) |
| Photo Collages | Not permitted |
| Embedded Text in Images | Not permitted |
| Alt Text | Required for images conveying information; not required for decorative images |
| Alt Text Format | Descriptive (begin with meaningful description; don't start with "image of" or "photo of") |
| Image Sources | Canto library and stock images preferred; personal photography acceptable if comparable library images are unavailable and quality standards are met |
| Icons | Rather than images, Font Awesome should be used for icons and glyphicons. |
| Rotating Banners/Slideshows | Maximum of three rotating elements per site |
| AI-generated Images | Teaching and research contexts only; require disclosure and review |
Videos
| Specification | Standard |
|---|---|
| Hosting Platforms | Kaltura, YouTube or other approved platforms |
| Embedding | Use embedded playlists for multiple videos instead of individual embeds |
| YouTube Settings | Disable "Show suggested videos when video finishes" option |
| Captions | Required for all videos |
| Transcripts | Required, including text visible in video |
| Full-width Background Videos | Recruitment pages only |
| Approval | Must be approved by Communications Clearinghouse before publication |
Documents and Files
| Specification | Standard |
|---|---|
| Preferred Format | HTML content on webpage (preferred over downloadable documents) |
| Downloadable Format | Microsoft Word with accessibility checker enabled |
| File Naming | Lowercase, descriptive, no dates or spaces; use hyphens to separate words |
| File Management | Files must be in active use; unused files deleted after two years |
| Archival Storage | Outside CMS; use Microsoft 365, SharePoint, University Archives or Huskie Commons |
| Approval | Communications Clearinghouse approval required before publication |
| Sample Template | Use provided sample Word document (DOCX) for handbooks, guides, reports |
Forms
| Specification | Standard |
|---|---|
| Approved Tools | Kuali Build, Microsoft Forms, OnBase, Qualtrics; see Form-building Tutorials |
| Prospective Student Forms | Forms to collect prospective student contact information must be hosted in Slate |
| Data Requirements | Must state what data is collected and why |
| Data Collection | Collect only necessary information |
| Sensitive Data | Use secure submission methods |
| Accessibility | Must comply with WCAG 2.1 Level AA |
| Privacy Notice | Must comply with NIU Website Privacy policy |
Text and Formatting
| Specification | Standard |
|---|---|
| Reading Level | In general, fifth to eighth grade for online content |
| Readability | Write short sentences and paragraphs using clear, simple language |
| Acronyms | Spell out on first use; e.g., College of Visual and Performing Arts (CVPA) |
| Text Emphasis | Use bold or italic (not both); avoid all caps except for official names |
| Centering | Do not center text or headings |
| Underlining | Do not underline (may be confused with links) |
| Symbols | Do not use symbols in place of letters (e.g., Latin@s) |
| Links | Use descriptive link text that clearly indicates the destination (avoid vague phrases like "click here" or "read more") |
| Phone Numbers | Use tel: links |
| Full URLs | Avoid as link text except for short go URLs |
| Email Links | Provide email address instead of linking a name/phrase |
Headings
| Specification | Standard |
|---|---|
| Length | Maximum four to eight words |
| Formatting | Use heading tags (h1, h2, h3, h4 depending on theme) |
| Hierarchy | Must be in proper order with no skipped levels |
| h1 Usage | One per page; use for main heading only |
| Slogans | Avoid slogan-like headings; use descriptive language |
| Formatting | Do not apply bold, underline or additional formatting to headings |
| Keywords | Include relevant keywords for search engines |
| Links | Do not make headings links |
Links
| Specification | Standard |
|---|---|
| Link Text | Use descriptive snippet text (not "click here" or "read more") |
| Window Behavior | Same window for pages; new window for files and forms |
| File Links | Indicate file type in all caps at end of link (e.g., PDF, DOCX) |
| URL Display | Use simplified URLs without http://www or www (use niu.edu instead) |
| Go URLs | Short reference links for print materials; create at go.niu.edu |
| Building References | Link to interactive campus map when referring to buildings (except in headings) |
Catalog Links
| Specification | Standard |
|---|---|
| Catalog URLs | Use go.niu.edu shortcut links instead of direct catalog URLs |
| Why | Catalog URLs change annually; go URLs always point to current catalog |
| Undergraduate Catalog | go.niu.edu/catalog-ug |
| Graduate Catalog | go.niu.edu/catalog-grad |
| Course Descriptions | Use catalog shortcut links for course description links |
| Degree Requirements | Use catalog shortcut links for degree requirement links |
Lists
| Specification | Standard |
|---|---|
| Punctuation | Punctuate only when list items are complete sentences |
| Consistency | If one item is a complete sentence, all should be |
| Ordered Lists | Use only when order of steps matters |
| Bulleted Lists | Use for non-sequential information |
Tables
| Specification | Standard |
|---|---|
| Purpose | Data presentation, not layout |
| Simplicity | Keep simple for usability and accessibility |
| Captions | Use table caption tag; format in title case |
| Headings | Use table heading tags for column headings |
| Cell Content | Capitalize first word in each cell |
| Accessibility | Contact web team for assistance with table creation |
| Screen Reader Compatibility | Must work with screen reader navigation |
Meta Content and Naming
| Specification | Standard |
|---|---|
| Page Title (Meta Title Tag) | Unique; maximum 55 characters with spaces; format: [Page Name] | [Website Name] | Northern Illinois University |
| Page Title - Homepage | Format: [Website Name] | Northern Illinois University |
| Meta Description | Optional but encouraged; approximately 150 characters with spaces |
| System Name (URL) | Lowercase with hyphens between words; no spaces or special characters |
| Display Name | Title case; appears in navigation/breadcrumbs |
| Index Pages | Landing pages must be named "index" |
Navigation and Structure
| Specification | Standard |
|---|---|
| Breadcrumbs | Auto-generated from page/folder display names; appear below top navigation |
| Top Navigation | Must include home icon, About item; title case for labels |
| Parent/Child Links | Parent sites include links to child sites; child sites link back to parent |
| Contact Block | Every site should have Contact Us heading with name, address, email, phone |
| Building Links | Address lines must link to interactive campus map |
| Phone Links | Include tel: links for phone numbers |
| Social Icons | May be included in contact block to link to related accounts |
Performance Standards
| Specification | Standard |
|---|---|
| Load Times | Must maintain industry standards per Google Mobile Speed recommendations |
| Core Web Vitals | Must meet Core Web Vitals thresholds for search visibility |
| Image Optimization | All images must be optimized before upload |
| Responsive Design | Use responsive classes for images (img-responsive) |
| Multiple Videos | Use embedded playlists instead of individual embeds |
Additional Content Types
| Content Type | Specification |
|---|---|
| Articles and Research | Link to original source; add to Huskie Commons if possible |
| Events | Add to NIU events calendar; use event feed on site if needed |
| Handbooks, Guides, Reports | Accessible Word document or HTML format |
| Newsletters | Accessible Word document or HTML format |
| News | Add to area news site or NIU Today; use news feed if needed |
| Organization Charts | Reformat as HTML content |
| Posters and Flyers | Reformat as HTML web content instead of downloadable documents |
| Teaching Materials | Host in Blackboard or Microsoft 365/SharePoint |
| University Policies | Add to Policy Library; link from site as needed |
| Tutorials and Modules | Host in Blackboard, SharePoint, MOOC, Cascade, Kaltura or third-party service |
Style and Brand Guidelines
| Specification | Standard |
|---|---|
| Style Guide | Follow Editorial Style Guide (based on AP style with exceptions) |
| Dr. Prefix | Use for medical doctors only (exception: CLAS faculty may request) |
| Degree Abbreviations | Include after first mention of person's name; punctuate per AP style (except CHHS may use AMA) |
| Photography | Follow university brand standards; use current, professional photos |
| Images | Canto library and stock images preferred; personal photography acceptable if comparable library images are unavailable and quality standards are met |
| Video Approval | All videos must be approved by Communications Clearinghouse |
| Branding | NIU logo must be formatted appropriately and approved by Communications Clearinghouse |