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: Provost and Vice-President: Academic and Vice-President: Advancement and External Relations
Original Approval Date: February 19, 2020
Date of Most Recent Review/Revision: February 19, 2020
Administrative Responsibility: Information and Communication Technologies (ICT) and Communications, Public Affairs and Marketing (CPAM)
Parent Policy: 3.3 Web Governance Policy
1.1. The core web properties are strategic assets that carry enormous influence and provide access to many aspects of university business. With hundreds of editors managing portions of the core web properties, clarity, accuracy, security and consistency are essential to effective service delivery. Laurier’s web training and certification program provides the knowledge and skills for web editors to fulfil key responsibilities related to content management on the core web properties.
1.2. Web training and certification is available to staff, faculty and sponsored students.
2.1. The user requesting access completes the Web Editor Permissions Request Form to initiate the process.
2.2. The system will send an email to the reporting manager indicated on the form to request approval/sign-off.
2.3. The manager responds to the system email with approval. In cases where the reporting manager is different from the website section manager, the web administrator will reach out to the section manager for a second approval.
2.4. Once all approvals are received, the system will send the user requesting access an email outlining specific training requirements.
2.5. The user registers for online or in-person training and successfully completes all required sessions.
2.6. Once training is successfully completed, authorized access to the CMS will be applied to the user’s account within three (3) business days.
3.1. Access to the core web properties requires approval from a reporting manager and, where different, the manager who oversees the section of the website for which access is being requested.
3.2. Faculty members requesting access to their own faculty profile page on wlu.ca do not require reporting approvals.
3.3.1. Laurier’s web training and certification is available to students who hold a network account. To gain a network account, a Network and Email Account Request Form must be submitted to the Information and Communication Technologies (ICT) department.
3.3.2. Once the student’s network account is approved, they can undertake the access process outlined above.
4.1. Laurier’s web training and certification program incorporates both web style and web technical training aspects that support a common knowledge foundation for all areas across Laurier.
4.2. The following list contains the required training, listed in prerequisite order, for web editor permissions on Laurier's core web properties.
4.2.1. students.wlu.ca: WEB101: Web Style Training and WEB102: Web Editor Training (Cascade).
4.2.2. connect.wlu.ca: WEB101: Web Style Training and WEB103: Web Editor Training (SharePoint).
a. faculty profile(s) on wlu.ca: WEB104: Faculty Profile Training;
b. lab pages on wlu.ca: WEB104: Faculty Profile Training and WEB 106: Advanced Web Editor Training (Cascade); and
c. all other pages on wlu.ca: permissions for wlu.ca are granted on a case-by-case basis. To inquire about editing permissions for wlu.ca, contact email@example.com. Base requirements for those approved for access include WEB101: Web Style Training and WEB102: Web Editor Training (Cascade).
4.2.4. Other wlu.ca subdomains within Cascade (i.e. researchcentres.wlu.ca; luther.wlu.ca; lazaridisinstitute.wlu.ca): WEB101: Web Style Training and WEB102: Web Editor Training (Cascade).
4.3. Training sessions only need to be completed once. However, in the event that significant, technical changes are made to the CMS or permissions have lapsed, training sessions may need to be retaken.
4.4. Training is available both in-person and online. Registration can be found through Web Services on Connect. Users can self-register for the online version of Web Style Training through MyLearningSpace.
5.1. Web editors who hold authorized access to the core web properties are expected to undertake ongoing professional development related to the web. This should include routine use of the CMS to ensure freshness of knowledge and to stay abreast of changes within the system. Access to training and resources (including drop-in hours) are available on an ongoing basis through Web Services.
5.2. Users who have not logged into the CMS within a full year will be contacted, along with the reporting manager, to assess the status of their access needs. Users who no longer need or are no longer approved for access to the core web properties as part of their current role will have their access lapsed. Lapsed access can be reinstated using the Web Editor Permissions Request Form.
5.3. Reporting managers are responsible for updating the web administrator when user access needs change. Changes to the authorized access of existing web editors can be submitted through the ICT Service Desk.
5.4. Authorized access to the core web properties will be terminated if/when:
5.4.1 network credentials are terminated; or
5.4.2 users demonstrate continued non-compliance with the web governance policy.
6.2.1. The content, graphics, and other matters related to Laurier’s websites are protected under applicable copyrights, trademarks, and other rights.
6.2.2. All websites and electronic publications (including forms, surveys and posted documents) must follow university and legal standards regarding copyright. In general, website editors must gain permission from content owners when including copyrighted material, such as images, text, or logos, and include a disclaimer if required by the owner of the copyright.
6.2.3. Any mark, logo, symbol, nickname, or combination of these that can be associated with Laurier qualify as a trademark. Please consult Laurier’s Brand Standards for details on appropriate use.
6.3.1. Authorized web editors, who have completed appropriate training, are responsible for reviewing, publishing, and maintaining information posted on Laurier’s websites. Information on each of Laurier’s websites, or disseminated by an editor, must be both accurate and current, and represent Laurier in a professional manner. All web editors are responsible for following university policies and all applicable laws.
6.3.2. Any documents or content owned by Laurier and referenced on Laurier’s websites must adhere to Accessibility for Ontarians with Disabilities Act (AODA) legislation requirements at level AA. Refer to the Accessibility section on Connect for more information on accessibility in the workplace.
Laurier reserves the right to edit or delete any information or other content appearing on Laurier’s websites. Quality assurance processes outlined in policy 3.3 Web Governance Policy will be followed, including direct contact with involved editors, and reporting managers, when overrides occur.
6.5.1. Laurier's websites have been designed for communication to the associated target audience.
6.5.2. Content for students currently enrolled at Laurier should be hosted on students.wlu.ca. This is not the site for recruitment and marketing content; please work with Web Services to incorporate such material into the primary wlu.ca domain.
6.5.3. Content for staff and faculty should be hosted on connect.wlu.ca.
6.5.4. Editors may not embed outside code including social media feeds, iframes, videos, audio files, calendar feeds, forms or other code snippets into the core web properties without consultation from Web Services as accessibility legislation requirements must be taken into consideration.
6.5.5. Content on the core web properties must follow Laurier's Web Style Guide.
Web Editor’s access and credentials to Laurier’s content management systems (CMS) are non-transferable. Any account, password, user information or right given to manage content is not transferable.
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