Procedure for Authorized Access to the Core Web Properties (3.3)

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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: June 24, 2024

Administrative Responsibility: Information and Communication Technologies (ICT) and External Relations (ER)

Parent Policy: 3.3 Web Governance Policy

1.0. Authorized Access to the Core Web Properties

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. Web training and certification is available to staff, faculty and sponsored students.

1.2. Web training and certification is available to staff, faculty and sponsored students.

1.3. Authorized access to an enterprise content management system (CMS) will only be granted to those who have been approved for website access within a specific area and formally trained. Web editors must also sign the Terms of Use agreement and will have an ongoing responsibility to apply web training while ensuring all content within their area is: up-to-date, accurate, and in compliance with Laurier’s enterprise-level standards.

2.0. Process Overview

2.1. The user undertakes the required training for access to an enterprise CMS as outlined by Digital Experience.

2.2. Once the required training is successfully completed, the user may submit the Web Editor Permissions Request Form. 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 approvals are received, authorized access to the CMS will be applied to the user’s account within three (3) business days.

2.5. Access to the CMS is available for web editors via wlu.ca/login (Cascade) or connect.wlu.ca (SharePoint).

3.0. Approval

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 are automatically granted access to their own faculty profile page on wlu.ca and do not require reporting approvals.

3.3. Sponsored Students

3.3.1. Laurier’s web training and certification is available to students who hold a Laurier network account. To gain a network account, a Network and Email Account Request Form must be submitted to the Information and Communication Technologies (ICT).

3.3.2. Once the student’s network account is approved, they can undertake the access process outlined above.

4.0. Training Requirements

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 and optional training 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).

4.2.3. wlu.ca:

a. Faculty profile and lab pages on wlu.ca: WEB104: Faculty Profile Training (optional);

b. 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 digitalexperience@wlu.ca. 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; alumni.wlu.ca): WEB101: Web Style Training and WEB102: Web Editor Training (Cascade) may be required, or specialized training may be available, depending on the subdomain.

4.3. Training sessions only need to be completed once. However, in the event that significant, technical changes are made to a CMS or that permissions have lapsed, training sessions may need to be retaken.

4.4. Training is available both in person and online. Users can self-register for online training through MyLearningSpace. Connect with Digital Experience for information regrading in-person training.

5.0. Lapse and Termination of Authorized Access

5.1. Web editors who hold authorized access to the core web properties are expected to undertake ongoing professional development related to the digital landscape at Laurier. This should include routine use of the CMS to ensure freshness of knowledge and to stay abreast of changes within the system by being a member of the Web Editor Networ on Teams. Access to training and resources (including drop-in hours) are available on an ongoing basis through Digital Experience.

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 unit's web editor 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.

6.0. Terms of Use

6.1. Acceptance of Terms

The core web properties are owned and operated by Wilfrid Laurier University. By using or accessing these properties, you agree to be bound by these Terms of Use. Laurier may amend or modify this agreement and related governance at any time. Please read Laurier’s Privacy Policies, which also apply to all users of our digital properties.

6.2. Copyright and Trademarks

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. Responsibility for Content

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.

6.4. Edits, Deletion and Modification

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. Appropriate Content

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. students.wlu.ca should not be used for hosting recruitment and marketing content; please work with Digital Experience to incorporate such material into the appropriate wlu.ca domain, managed by Recruitment and Admissions.

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 with Digital Experience or ICT 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.

6.6. Non-Transferable

Web editor’s access to and other credentials for Laurier’s enterprise CMS are non-transferable. Any account, password, user information or right given to manage content is not transferable.

6.7. Certification

By agreeing to the editor Terms of Use, web editors certify that they will use Laurier’s core web properties in a responsible manner following all applicable terms of use and governance. Failure to uphold these standards may result in content being removed or the termination of authorized access.