Editorial organization for Karolinska Institutet’s website

The information owner and web management have authority over the website, but operational responsibility for the content is distributed between the roles of content reviewer and web editor. When major changes are planned or when a significant amount of new content (five pages or more) is to be added, the main editor/coordinator for the relevant section of the site or the web management team should be consulted regarding placement and structure.

The editorial organization is hierarchical. Those working with content must have mandate and dedicated time for their tasks.

If you hold one of the roles listed below on ki.se, you are expected to be familiar with the governing documents and recommendations provided by the web management team regarding content, and to apply them to the content you create and edit. This applies whether you are editing a single page or are responsible for larger content areas on the website.

Roles and Responsibilities

Web Management

The web management team consists of service managers and subject matter experts. They carry out the assignments of the information owner in daily operations and provide support to the editorial organization.

Coordinator

Coordinates a larger area of the website, such as the staff portal or education.ki.se. in addition to the responsibilities, tasks, and authority of a chief editor, the coordinator is responsible for:

• The structure and coherence of the site/area.
• Ensuring that content does not compete with other content across ki.se.
• Regular contact with and basic support for chief editors, editors, and content reviewers within the subsite/area.
• Regular feedback to the web management team.

A coordinator must have at least 25 percent (10 hours/week) of their position allocated for this work.

Main Editor

You may be the main editor for a subsite on ki.se (e.g., ki.se/nvs), a specific page type (e.g., course and program web pages), or for specific content or target groups (e.g., current students).

Responsibilities:

• Ensuring the right content is available to meet the subsite’s/content’s goals for its target audiences.
• Ensuring the information serves a unique purpose on the website and does not compete with other content.
• Managing the structure and coherence of the subsite/area.
• Knowing who the editors and content reviewers are for each page.
• Maintaining regular contact and providing basic support to editors.
• Being familiar with content guidelines.
• Staying updated on the capabilities of the content management tool.
• Keeping up with best practices in web communication and user-friendly, accessible content creation.

Tasks:

• Ensuring the structure supports the content.
• Continuously evaluating the site’s content.
• Providing basic support to editors.
• Creating, maintaining, and unpublishing relevant content.
• Regularly reviewing the area’s content.

Authority:

• Can save pages at the top level of their area’s structure.
• Receives regular support from web management.
• Participates in relevant networks with others in the same role.
• Assists with development upon request from web management (e.g., testing before a release).

A main editor must have at least 20 percent (8 hours/week) of their position allocated for this work.

Editor

Responsibilities:

• Ensuring that the content you create and update is web-optimized, and that text, images, and layout help users find and do the right thing.
• Staying up to date with relevant features in the tool and best practices in web communication.
• Managing the structure and coherence of the information.
• Being familiar with content guidelines.

Tasks:

• Creating new content when relevant content is missing.
• Keeping existing content current and relevant.
• Unpublishing outdated content.

Authority:

• May create and edit pages within the part of the site where they are assigned as editor.
• Receives support from the chief editor and/or coordinator.

An editor should have at least 10 percent (4 hours/week) of their position allocated for web work. This time should be distributed in a way that allows regular review and improvement of the content they are responsible for. The amount of content must be proportional to the time allocated.

If you are becoming a coordinator, main editor or editor, you must complete the web editor training and the course in web communication.

Content Editor

Responsibilities:

• Ensuring that the content you update is web-optimized.
• Using text, images, and layout to help users find and do the right thing.

Tasks:

• Maintaining your assigned content.
• Continuously evaluating your assigned content.

Authority:

• May update existing content (but not create new content).
• This role is offered a shorter training course for content editors, including the web communication course, and should receive support from their chief editor.

Content Reviewer

All pages must have a content reviewer. Being a content reviewer means you are responsible for ensuring that the content on a specific page or a larger area of the website is accurate, up to date, and relevant. However, you do not have authority over the exact wording or structure of the content — that is the responsibility of the editor, who ensures the content is adapted for the web, its audiences, and their behavior.

The role of content reviewer must be assigned to an individual, not a function, department, or unit. As a content reviewer, you need to know which content you are responsible for and who to contact to update it if you are not the editor yourself.

For news articles, the author is the content reviewer — not the person the article is about.

Responsibilities:

• Ensuring the content is accurate.
• Ensuring the content is comprehensive and includes the necessary information to fulfill the page’s purpose.
• Keeping the content up to date.
• Ensuring the content meets user needs.

Tasks:

• Identifying when new or updated content is needed to help the target audience find answers and solve problems.
• Preparing material for an editor.
• Identifying when existing content should be removed or replaced.
• Continuously fact-checking published pages.

Authority:

• May decide on changes that affect the meaning of the content.
• Content reviewers are also welcome to attend the web communication course and receive guidance from web management, coordinators, and editors.

System Roles in the CMS

• Supereditor (Local Main Editor) and Subsite Super Editor
  Has the same rights as an editor, but is also responsible for the subsite’s startpage and can create navigation in the top menu. Can delete content created by others within the subsite. Has overall responsibility for the subsite and provides support and coordination for editors.
• Editor and Subsite Editor
  Can create and publish content within a specific area or group of pages on ki.se, such as a department.
• Content Editor and Subsite Content Editor
  Can edit existing pages but cannot create new ones or change the position of a page in the structure. A shorter course is available for those who will only have this role.
• RIMS Group Editor and Subsite RIMS Group Editor
  Can edit group pages that partially retrieve information from KI RIMS.
• Programme Web Editor
  Can create and publish content on programme pages on utbildning.ki.se.
• Course Web Page Editor
  Can create and edit course pages. A shorter course is available for those who will only edit this type of page.
• Regulatory Document Editor
  Can create and edit regulatory documents.
• News and Calendar Editor
  Can create and edit news articles and calendar events.
• Content Reviewer
  Cannot edit content themselves but is responsible for ensuring that the content is accurate, relevant, and up to date.
• Staff
  All staff with a KI-ID can log in to the staff portal to view content targeted to them. Staff can also create news and calendar events for their own unit on the staff portal. All employees also have a profile page on the website, which they are responsible for updating in KI RIMS. More information is available on the “Profile Page” section.