This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: President
Original Approval Date: February 26, 1997
Date of Most Recent Review/Revision: July 15, 2019
Office of Accountability: Provost and Vice President: Academic and Vice President: Advancement and External Relations
Administrative Responsibility: Information and Communication Technologies (ICT) and Communications, Public Affairs and Marketing (CPAM)
1.01 This document contains the structure and rules that guide Wilfrid Laurier University’s (“Laurier”) web presence, including all web properties conducting university business.
The definitions below are provided in logical order, rather than alphabetical order.
2.01 Web property: Websites, microsites, and web- or mobile-based applications (“apps”).
2.02 Web manager: Individuals who oversee and hold accountability for web properties that conduct university business. Web managers must be employed at Laurier as staff or faculty, inclusive of contract teaching faculty and librarians. Student employees or temporary/casual employees cannot serve as web managers.
2.03 Enterprise-level standards: The high-level standards to which all web properties conducting university business must adhere. The enterprise-level standards are:
2.04 Core web properties: wlu.ca, students.wlu.ca, and connect.wlu.ca.
2.05 Executive Sponsors: The Assistant Vice President, External Relations and Chief Information Officer of Information and Communication Technologies (ICT) serve as the Executive Sponsors of Laurier’s web presence, with shared authority and oversight for related institutional directions and decisions.
3.01 The rules contained in this policy apply to all web properties that conduct university business.
4.01 The core web properties and all content contained therein are owned by Wilfrid Laurier University, with the clear exception of faculty-owned outputs as defined in the WLUFA collective agreements, student-owned outputs as defined by policy 11.3 Ownership of Student-Created Intellectual Property, content owned by Martin Luther University College, and content owned by the Balsillie School of International Affairs. Authority for the core web properties is overseen and managed by the Chief Information Officer of ICT, and the Assistant Vice President, External Relations.
4.02 The core web properties provide a platform to showcase Laurier’s best qualities and allow for the fulfilment of key services central to our mandate. The core web properties are strategic assets that carry enormous influence and provide access to many aspects of university business. With hundreds of web editors managing portions of the core web properties, user adherence to all related policies, procedures and guidelines encourages the clarity, accuracy, security and consistency essential to effective service delivery.
4.03 All web properties conducting university business must meet enterprise-level standards. Fulfilment of these standards can be achieved by planned integration into the core web properties, integration into the enterprise content management system or approved apps, or through ongoing demonstration of compliance as outlined in the procedure for fulfilling enterprise-level standards for web properties.
5.01.01 With delegated authority from the President, the Assistant Vice President, External Relations and Chief Information Officer of ICT serve as the Executive Sponsors of Laurier’s web presence, with shared authority and oversight for related institutional directions and decisions.
5.01.02 The leadership and vision of the Executive Sponsors set the high-level underpinnings of a premier web communications infrastructure at Laurier.
5.01.03 The Executive Sponsors, with operational fulfilment from Web Services and Web Development, have authority and responsibility to:
a. Approve and deny requests related to the core web properties;
b. Enforce enterprise-level standards as they apply to all web properties conducting university business;
c. Review and approve appropriate policies and procedures to govern web standards;
d. Facilitate and resolve non-compliance issues;
e. Call on the Office of the Provost and Vice President: Academic and Office of the Vice President, Advancement and External Relations for recommendations and support as necessary; and
f. Immediately suspend or terminate services when web properties are non-compliant with ICT security requirements.
5.02.01 Web Services (CPAM) and Web Development (ICT), in cooperation with their departments, are responsible for a wide range of services and supports related to the administration and ongoing stewardship of the core web properties. Together, these teams will support web properties outside of the core as defined through service level agreements.
5.02.02 Web Services and Web Development will provide ongoing reporting and recommendations to the Executive Sponsors in relation to the continuous improvement of Laurier’s web presence.
5.02.03 Web Services will provide regular communication, training and support to web editors and the Laurier community in relation to the core web properties.
5.02.04 Web Development will provide and support the infrastructure, technology and user administration related to the core web properties.
a. Ensure all content within their area on the core web properties is: up-to-date, accurate, and in compliance with Laurier’s enterprise-level standards;
b. Undertake training and ongoing professional development related to the web as applicable; and
c. Participate in the continuous improvement of Laurier’s web presence through responsiveness to auditing and issue management, participation in feedback opportunities and sharing of best practices.
5.03.02 Faculty, including contract teaching faculty and librarians, employed by Laurier will maintain an accurate and up-to-date faculty profile page using the template and guidelines established on the core web properties. Profile pages will not be maintained for individuals not employed by Laurier.
5.04.01 Individual service-level agreements may be in place with some web properties outlining the specific breakdown of responsibilities among Web Services (CPAM), Web Development (ICT) and the property web manager.
5.04.02 Outside of individual service-level agreements, web managers of web properties that conduct university business will have responsibility to:
a. Demonstrate ongoing compliance with enterprise-level standards;
b. Resource, administer and maintain content;
c. Resource, administer and maintain related technologies; and
d. Participate in the continuous improvement of Laurier’s web presence through responsiveness to auditing and issue management, participation in feedback opportunities and sharing of best practices.
5.04.03 The Executive Sponsors have authority to enforce enterprise-level standards as they relate to any web property conducting university business following the compliance process outlined below.
6.01.01 Web Services and Web Development will actively monitor Laurier’s web presence to support the clarity, accuracy, security and consistency essential to effective service delivery.
6.01.02 All users play a role in the ongoing quality assurance of Laurier’s web presence and are encouraged to notify web managers or web editors if issues are identified.
6.02.01 In the case of minor spelling and grammar issues within the core web properties, Web Services may, where appropriate, resolve issues directly without web editor contact. Repeated content issues will be flagged for web editor awareness.
6.02.02 For all other content issues, Web Services will notify web managers or web editors of the identified issue, rationale for changes, and request that issues be addressed within ten (10) business days.
6.02.03 In the case of critical security issues, Web Development may take immediate action to resolve issues directly without advance notification to web managers or web editors.
6.02.04 For all other technical issues, Web Development will notify web managers or web editors of the issue, rationale for changes, and request that issues be addressed within ten (10) business days.
6.03.01 Web editors are responsible for meeting deadlines related to the quality assurance of their content within the core web properties. In the event that web editors do not address issues within ten (10) business days following initial notification, Web Services will notify the appropriate manager to request that issues be addressed within five (5) business days. If no attempt is made to address issues within this timeframe, Web Services will notify the appropriate next level manager of the department or faculty and will resolve issues directly.
6.03.02 Continued non-compliance with this policy may result in removal of authorized access and/or the removal of content from the core web properties.
6.03.03 Web managers of web properties outside of the core found to be in non-compliance with this policy will be notified by email and asked to address non-compliance. If no attempt is made to address issues within sixty (60) days, either through corrective action or the development of a correction action plan, the Executive Sponsors may pursue escalation measures or the suspension of Laurier’s affiliation with the property.
6.03.04 Web managers of all web properties conducting university business shall comply with all security requirements identified by ICT. Non-compliance may result in immediate suspension or termination of services.
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