Management VU.nl

• The difference between channel and content

  VU.nl is the channel on which content (text and/or images) is published in various structures. The channel management of Team Digital is responsible for the structures on VU.nl.

  The content is maintained VU-wide in the CMS by various colleagues. They are generally not responsible for the information, but coordinate it with the relevant colleagues.

  Contact list web editors

• Requesting your own (theme) site

  All content created from within VU Amsterdam has or will have a place within VU.nl, according to the VU-wide domain policy.

  A separate (theme) site is only recommended for (subsidized) research projects which involve one or more partners from outside the VU. For this group, IT and C&M have developed the Theme site product. An easy-to-manage site with a neutral appearance.

  Advantages of a theme site:

  • Complies with the European guidelines for accessibility for the visually impaired (WCAG 2.0)
  • Hosting in the EU
  • Simple content management system
  • Support from the VU
  • Costs are charged once for up to 5 years (extension is possible)

  To qualify for a theme site, the research project must meet a number of conditions:

  • The project has a VU researcher as project leader
  • The project has multiple (international) partners
  • The website must have a neutral appearance (no VU corporate identity)

  Interested in a theme site for your project? Send an email to the theme site editors at vu.nl@vu.nl. We will then schedule an appointment for an intake, during which we will check your wishes and whether you meet the requirements. You will then receive a custom quote and if you agree, we will set up an (empty) site. In the meantime, you'll have to create and collect content in preparation, so that you can immediately fill your site upon delivery.

  If you already have your own, externally hosted site and would like to know what the options are for transferring it to VU.nl or a theme site, please also contact us at vu.nl@vu.nl so we can advise you properly about a migration.

• Requesting or changing a shortened url (mapping)

  A web page on the VU site generally has a long URL (web address).

  To quickly and conveniently direct people to a specific web page via a flyer or brochure, request a mapping via the request form. A mapping is a shortened URL in the form www.vu.nl/xxx, referring directly to a specific web page on the VU site. For example:

  www.vu.nl/oaj goes to https://vu.nl/nl/over-de-vu/meer-over/opening-academisch-jaar

  Mappings are not intended for use on web pages, in e-mails or digital newsletters; in these cases, insert the URL as a hyperlink in the text.

Content management system (CMS) Kontent.ai

• Authorisation Kontent.ai

  To work in Kontent.ai, you need access. Apply for authorisation via the web editor of your department or faculty.

• Manuals Kontent.ai

  • General comprehensive Kontent.ai manual (in Teams)
  • Quick start Kontent.ai handout (in Dutch)
  • Quick start Kontent.ai handout (in English)
  • Study guide Kontent.ai manual

• Question time Kontent.ai

  Do you occasionally work in Kontent.ai and run into things you can't get done? Every Tuesday afternoon between 1:00-1:30 p.m. there is a question time where you can ask your technical questions.

  Log on Tuesdays between 1:00-1:30 p.m. via this Microsoft Teams link.

  If you have substantive questions about the layout of the website, please contact the web editors of your faculty or department.

Online writing guidelines

• General

  • Avoid unnecessary words, phrases or images.
  • Describe what a visitor can do; not what they CANNOT do.
  • Avoid relative indications, such as <on your left side you will see>.
  • Avoid FAQs. Describe this information in a running text.
  • Use H2 and H3 headings.

• Images

  Add an alt text with your images. This contains a brief explanation in which you clearly articulate what is seen in the image. For example: "children playing in a park" or the name of the depicted person. Is the image intended only as decoration? Then give it the name "decoration".

  • Use images that add substance to the content of the text.
  • Do NOT use text in an image.
  • DO NOT use image banners.
  • For images with a link, place an alt text with a brief explanation and the destination of the link.
  • Describe an infographic in text.
  • Avoid using tables as much as possible. Incorporate the content into a running text.

• Documents

  Only PDF documents are allowed. Do not upload Word, Excel or PowerPoint files. Only publish documents online:

  • If visitors need to be able to save, read or print the document.
  • If it's compulsory to be published online.
  • Or if the mandatory document is too large to include in its entirety on the website, i.e. > 700 words.

  Ultimately, the aim is for all documents on VU.nl to be digitally accessible. Refer to the webpage accessibility check a document in Word (in Dutch). Also refer to PDF and other office files (in Dutch) and these general rules:

  • Add meta-information.
  • Add what the basic language of the document is.
  • Include an understandable and clear document title.
  • Use predefined styles (headings, bullet points).
  • Put footnotes in brackets in the running text.
  • Create alternative text for images and tables.
  • Pay attention to colour use and contrast, preferably use only black and white.
  • Add navigation and descriptive links.
  • Add bookmarks for large documents.
  • Create a short summary in simple language.

• News article

  News selection criteria 

  • Contribution to the strategic goals of Vrije Universiteit Amsterdam (VU Amsterdam). 
  • Social relevance. 
  • Current events in society. 

  Purpose and audience 

  • Purpose: To inform about VU research or to interpret research findings. 
  • Audience: General public – avoid academic jargon and bureaucratic language. 
  • Focus: What was discovered, why it matters, and for whom. 

  Structure of the news item 

  1. Title: Clearly state the core of the news – short, powerful, and informative.
     Note: For VU.nl the title may contain up to 80 characters.
  2. Introduction (Lead): Answer the 5 W’s and H – Who, What, Where, When, Why, and How. Max 40 words; should be readable on its own. 
     Note: The intro on VU.nl may contain up to 350 characters. 
  3. Main body: Provide context, background, and quotes from the researchers involved. 
  4. Conclusion: Include a call to action or a reference for more information. 
  5. Use an inverted pyramid structure: Place the most important information at the top. 
  6. Length: Max 450 words including intro.
     Note: For VU.nl, the maximum is 250 words. 

  Style and tone 

  • Use an active voice: Avoid passive constructions, auxiliary verbs, and noun-heavy styles. 
  • Write clearly and concisely: Use short sentences, clear paragraphs, and engaging subheadings. 
  • Introduce people with their role (content-based, not academic) and name at first mention. Avoid titles (e.g., Dr., Prof.) in the main text. 
  • Avoid jargon and abbreviations: Write in accessible language. Write out any abbreviations in full first. 
  • Write timelessly: Avoid terms like "yesterday"; use specific dates or timeless expressions. 
  • Write from the reader’s perspective, not from that of a faculty or department. 

  Links and visuals 

  • Use meaningful link text (e.g., “More about the climate change research”). 
  • Images must be sharp, appealing, and relevant to the news content. If no suitable image is available, leave it out rather than using a poor one. 
  • Do not use logos as images. 

  Checks and feedback 

  • Fact-check: Verify names, dates, figures. 
  • Language check: Ensure style and grammar follow het Groene Boekje (official Dutch spelling guide). 
  • Feedback: Always have the article reviewed by a Communications & Marketing (C&M) colleague. 
  • Style and name VU Amsterdam: Follow VU’s official corporate identity rules and naming guidelines. 

  Other considerations 

  • Always include a link to the publication. 
  • Ensure the researcher’s (Pure) profile page is updated with their expertise and current research. 
  • Contact details: Make sure VU press office has the relevant mobile numbers. 
  • Media appearances ≠ news articles: These belong under “VU in the Media.” 
  • For awards/grants: Emphasize societal impact rather than the monetary amount. 
  • For appointments: Focus on the content and societal relevance of the academic role, not the resume. 

  
  

• Tables

  Use tables only if there is no other solution, as tables are not user-friendly for most screen readers. If a table is necessary, pay attention to the following: give tables the official header from the CMS and avoid merging cells.

• Video and audio

  Videos should contain subtitles and audio description. Or add an explanation of what you see in the video in a text on the website. Furthermore:

  • Video subtitles should be a separate file.
  • Do not use flashing imagery in videos.
  • Make a short summary of the video file.
  • Make a short summary of the audio file.

Do you have any other questions or problems regarding vu.nl?