The Saint Mary S University Website Is Organized Into the Following Structural Elements

Name: Web Policy and Procedures Policy Number: 2-2003 Origin: Information Technology Systems & Support (ITSS) Approved: 2004 July 28 Issuing Authority: Executive Management Group Responsibility: Senior Director, Information Technology Systems & Support Effective Date: 2017 June Revisions: 28 July 2004, 24 October 2011, 23 April 2012, June 2017

This policy will follow the Strategic Directions set forth by the President and will support the Academic Plan and the University’s marketing and communication requirements. This policy shall: 1) Apply to all Web pages owned by Saint Mary’s University, within the public domain of Web pages; 2) Apply to all users of the Saint Mary's University Website; and 3) Be reviewed annually and revised as necessary. Members of the university community and users of the Web presence should understand that there will be stages of development for the Website and that not all areas will develop at the same rate or to the same extent. The web site will be under continuous renewal and typically change in an evolutionary fashion. Other policies affecting this Web policy must be observed including: Policy on Information Technology, University Email Procedures and Guidelines, Policy on Prevention and Resolution of Harassment & Discrimination and other University policies. This policy shall not supersede any Executive mandate direction whether announced or otherwise. Web pages not owned by Saint Mary’s University (i.e. personal pages, society pages, partner pages, external conference pages, etc.) are not required to follow this Web policy but will continue to follow the current policy on Information Technology and other University Policies. This policy does not apply to the Saint Mary's University Intranet.

Web Policy and Procedures Page 1 of 16 Effective date: June 2017 1.0 Web Policy

1.1. Website Ownership The Saint Mary's University Website is a public website. Responsibility for the overall Website is held by the Executive Management Group (EMG) with the Vice-President, Administration as the Executive Sponsor. The external Web presence (as seen by the public) will have a coordinated message drawing from the strategic directions, academic plan, the University’s marketing and communication requirements, and other initiatives as determined by the EMG. The Executive Sponsor will be responsible for assuring message coordination. Web work will meet the university Brand Standards as defined by the Associate V.P. External Affairs.

1.2. Shared Responsibilities The development of the Saint Mary’s University website is a shared responsibility between Content Owners, External Affairs, and ITSS.

Content Owners in Faculties and Administrative Departments will work with External Affairs and ITSS to renew websites and pages in accordance with subject-based content guidelines/protocols. There are number of things which are a shared responsibility between Content Owners, External Affairs, working with the Web Services team in ITSS is responsible for:  Web Design;

2  Page Layout;  Graphics, and  Content. These responsibilities are fulfilled using the design templates and principles approved by the Web Steering committee. Support of the Content Owners and their Editors and Writers is shared by the Web Services Team in ITSS, and the External Affairs. The following table provides a brief overview of the support areas of each:

External Affairs ITSS Web Services Content Development Content Management System (CMS) University Brand Template building Writing for the Web CMS Operating Training Training Template Design Landing page Technical training content/development Web Architecture Image/Photography bank

1.3. Governance The governance of the overall Saint Mary’s website is shared by multiple levels as described briefly in this section. Further details of organizational roles are provided in Section 3 Organizational Roles Details. 1. The Executive Management Group through the Executive Sponsor will approve the university front page. Overall coordination will be the responsibility of the V.P. Finance and Administration as Executive Sponsor. The front page will be evolved and renewed continuously but be reviewed at least annually, with input from “validation teams” of key University constituents. 2. The Web Steering Committee, under the leadership of the Executive Sponsor, will set the Saint Mary’s University’s Web Strategy and oversee its implementation, review the matters relating to the Saint Mary’s University Website, approve significant web projects, determine priorities, and provide advice to the Executive Management Group. The membership of the Web Steering Committee will consist of the V.P. Finance and Administration (chair), Associate V.P. External Affairs, Associate V.P. Enrollment Web Policy and Procedures Page 3 of 16 Effective date: June 2017 Management & Registrar, Senior Director, ITSS, Manager, Application Support, and Web Content Manager. Significant projects that require input from two or more departments will be coordinated by the Web Steering Committee, through the Manager of Application Support or a Steering Committee set up for this purpose. 3. Deans are content owners for Faculties, Academic Departments Schools Institutes, and Centres. Throughout this policy, reference to content owners of Faculties includes their responsibility for Academic Departments, Schools, Institutes and Centres within the Dean’s mandate. Directors of Administrative Departments are the content owners for their Departments. Throughout this policy reference to content owners of Departments is to Directors of Administrative Departments. Content Owners will be accountable and responsible for the Web sites under their organizational control as granted by the EMG. 4. Content Owners will assign an Editor who will be responsible for editing and maintaining the content, and who will work with the Web Content and Web Services Team. 5. Large departments may assign Web Writers who will develop content for the web that is then published by the departmental Web Editor. Writers will work closely with Editors, who will approve all content before it is published to the website. 6. Senior Director, ITSS is responsible for the technical infrastructure for the web site and supports the Content Owners, Editors and Writers. 7. Associate VP External Affairs is responsible for the Brand Standards and will support Web Editors and Web Writers in its application.

The Governance and the relationship to the Organization is illustrated in the following diagram.

4 2.0 Organizational Role Details

2.1. Faculty and Administrative Departmental Roles Each university faculty and administrative department will have:  A Content Owner (the Faculty Dean or Administrative Department Director).  An Editor (Assigned by the Dean or Director). Faculties and Administrative Departments shall coordinate all Web work with the ITSS Web Services team to ensure the consistent application of the policy and web design guidelines. Faculties and Administrative Departments requesting the services of a third party web development organization or individual may do so. However, they must coordinate their effort with the Manager of Web Services to ensure such work complies with this policy and meets the technical requirements set out by ITSS, and Web Content Manager to ensure it conforms to the University brand standards. Detailed Descriptions of These Roles are described here:

2.1.1. Content Owner (Dean or Director) The Content Owner for each Faculty or Administrative Department is responsible for ensuring the Web Policy and procedures are adhered to. Web Policy and Procedures Page 5 of 16 Effective date: June 2017 Content Ownership may be delegated by a Dean or Administrative Director, but they must first obtain approval of their EMG representative. Regardless of Content Owner delegation, the Dean or Administrative Director maintains ultimate responsibility for the Faculty or Administrative Department content. More specifically, the Content Owner will be Responsible For :  Reviewing and approving content for their department or Website within Web design guidelines. The content owner is accountable for the information and material within their Web area. This includes content, navigation, organizational outline, references, and links to external pages/Websites. These Web pages shall meet the standards described within this Web Policy.  Ensuring that the website content is current and refreshed regularly to reflect the Faculty or Administrative Department requirements and image.  Assigning the role of Web Editor/Writer to an appropriate individual within the Faculty or Administrative Department.  Notify the Manager, Web Services and the Web Content Manager of any changes to Web Editor or Web writers.  Supervising Web Editors/Writers work.  Providing Editors/Writers with tools beyond the common tools provided by ITSS. NOTE: The content owner of the front page is the Executive Sponsor, the Vice President of Finance and Administration, on behalf of the EMG.

2.1.2. Web Editor The Web Editor will be assigned by the Content Owner and will be responsible to follow the Web policy and design guidelines and be responsible for writing and/or editing at the faculty and departmental level. The Web Editor will facilitate content creation for their department and coordinate their activities with the Web Services Team in ITSS. Where no appropriate and permanent Web Editor can be assigned, the role of Web Editor will be fulfilled by the combined efforts of the Web Content Manager and Web Services team until such time as the Web Editor is available to take over these duties. More specifically, the Web Editor will be responsible for:

6  Acting as a liaison with the Web Content Editor and Web Services team for site development. Will serve as the Faculty or Administrative Departmental contact for the Web Content Editor and Web Services Team.  Editors will write and edit content to departmental Websites using the approved content management system in a manner designed and optimized for the web.  Writing, editing, proofreading of content published on the Website  Ensuring style guides are followed, including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site.  Facilitating the development of timely and consistent internal Faculty or Administrative Departmental content  Ensuring that the website content is current and refreshed regularly  Coordinating and reviewing the work of Web Writers, approving content changes, and providing training and support to new Web Writers within their Faculty or Administrative Department.

2.1.3. Web Writer The Web Writers may be assigned by the Content Owner to help with content creation for their Faculty or Administrative Department, on a permanent or temporary basis. Web Writers will be responsible to follow the Web policy and design guidelines and will coordinate their activities with the Web Editor. More specifically, the Web Writer will be responsible for:  Writing, editing, proofreading of content for the Web site in a manner designed and optimized for the web  Ensuring style guides are followed including grammar, spelling, appropriate content matter, optimization for disability aids, and consistency of content published on the Web site  Facilitating the development of consistent internal Faculty or Administrative Departmental content  Submitting developed content to the Web Editor for review and publication to the Web site.

Web Policy and Procedures Page 7 of 16 Effective date: June 2017 2.2. Administrative Roles

2.2.1. Executive Sponsor (VP, Finance and Administration) The Executive Sponsor will be responsible for developing and implementing the Saint Mary’s University Web policy and ensures the web presence adheres to the strategic directions of the university by:  Chairing the Web Steering Committee  Establishing policy, procedures, operational infrastructure, and quality assurance program.  Being the Content Owner of the University front pages and landing pages on behalf of EMG,  Assuring that a common message with respect to the academic plan, the strategic directions, the strategic and integrated marketing communications exercise and other EMG priorities are achieved.  Implementing priorities strategically established by EMG for renewal and redevelopment of the Web site and its pages.

2.2.2. Associate Vice President, External Affairs The Associate V.P. External Affairs is responsible for the alignment of the SMU web presence with the University’s Brand. This position is responsible for the news, current events, calendar of events, and social media portions of the site. The Associate VP, External Affairs shares responsibility of the overall delivery of the university web presence with the Senior Director, ITSS. The Associate V.P. External Affairs is responsible for ensuring the university website is consistent with the university Standards. They are also the Content Owner for ongoing news releases and current affairs on the main web pages. More specifically the Associate V.P. External Affairs will:  Oversee the implementation of the university brand on the web, based on the university vision and values.  Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the changes to the Web presence related to the university brand.  Liaise with the Executive Management Group, Senior Management Group and other strategic project leaders

8 including ITSS and the Web Steering Committee to ensure Web presence reflects overall university goals and objectives (e.g. branding, academic plan, strategic directions, etc.).  Press releases and news items are current and continuously refreshed.  Providing photographic material to be used on the main web pages.  Provide support to Web Editors and Writers with training on how to write content for the web.  Oversee the Web Content Manager  Ensure the colours and graphics used on the site are consistent with the Brand Graphics Standards.  Developing a schedule of topics and events to be highlighted on the main pages of the site.  Conduct an annual review of the University web presence.

2.2.3. Senior Director, Information Technology Systems and Support The Senior Director, ITSS is ultimately accountable and responsible for the proper functioning of the SMU web presence. The Manager, Application Support, reports to the Senior Director of ITSS and is the University contact for all web requests. The Web Developers report to the Manager of Application Support and receive their assignments from the Manager of Web Services. The Senior Director, ITSS shares responsibility of the overall delivery of the university web presence with the Associate VP, External Affairs. The Senior Director, ITSS will be accountable and responsible for the proper functioning of the SMU Web presence with strategic and operational goals and objectives. The Senior Director will provide management advice to senior and executive staff and faculty in the provisioning of Web services and policy. The Senior Director will be responsible for the Web services team and associated personnel development, training and operational requirements and for facilitating sessions as required by annual review guidelines in the policy. More specifically the Senior Director, ITSS will:  Oversee Web operations and resources (human, financial and technical.)  Facilitate annual review of university Web functionality.

Web Policy and Procedures Page 9 of 16 Effective date: June 2017  Provide recommendations and advice to the Executive Sponsor and senior administrative and academic administrators in the progress of Web presence improvements and growth.  Have the Web Services team support the departmental Web Editors and Writers in the use of the CMS and development of web page templates. Departments not in the position to be able to assign an Editor will receive support in publishing their content from the Web Services team, until such time as the Web Editor is available to take over these duties  Ensure that a common set of tools are available for the Web Editors and Writers. At a minimum there will be a Content Management System.  Provide training on the use of the CMS, either in-house or by a 3rd party, to Web Editors and Writers in the departments.  Acquire external specialists as required to perform special functions where the expertise is not available in-house.  Create and manage defined contracts for external specialists.

2.2.4. Manager Application Support The Manager, Application Support will manage the Web Services team within ITSS. The Manager, Application Support reports to the Senior Director, ITSS, ensures priorities are identified to the Web services team and that the Web services team meets the goals and objectives set forth by the Senior Director, ITSS (as per policy and design guidelines). The Application Support Manager interfaces with Web Content Manager, internal Editors, and/or Content Owners to determine specifications of the production Web site and provides advice on how the Editor’s and/or Content Owner’s needs may be met within the approved Web design guidelines. Ensures that the Web design guidelines are carried out appropriately. Facilitates the Web services team through the actual and practical exercise of building Web pages and demos and reviews with internal department Editors and/or Content Owners. Ensures and manages a stable production environment in terms of maintenance and change management. Performs regular periodic audits and presents findings to the Senior Director, ITSS. More specifically the Web Services Manager will :

10  Manage Web developers and development within guidelines, maintenance programs and technology.  Interface with the Editor and Content Owners to plan and organize the Web development efforts university wide and establish working priorities for the Web Developers, System Analysts and others as required.  Interface with external contractors for web initiatives.  Work closely with the Web Content Manager in the development of the overall website.  Support strategic project leaders including External Affairs and the Web Steering Committee to ensure Web presence reflects overall university goals and objectives (e.g. branding, academic plan, strategic directions, etc.).  Maintain records on the deployment and licensing of the Content Management System.  Ensure policy is maintained and adhered to.  Provide reports to Senior Director ITSS on Web group progress, work quality, issues requiring resolution and staff development requirement.

2.2.5. Web Developers Web Developers will create the Web pages and develop the Website navigation following the Web guidelines and policy. They will consult, train and/or provide assistance to Editor and Content Owners in the provisioning of Web sites. The Web Developers will report to the Application Support Manager within the ITSS department. More specifically the Web Developers will:  Use and support the University’s content management system and software, middleware, or systems utilizing new technology and demonstrating and delivering services through a Web presence.  In collaboration with External Affairs be responsible for design and production of graphics/images, and web pages that are compatible with Web standards.  Be proficient in utilization of the standard graphics applications, and possess skills in producing images, web pages, web programming languages, animation, and photo manipulation.

Web Policy and Procedures Page 11 of 16 Effective date: June 2017  Interface with customers via phone, email, in person or Web- based tools; process customer requests, provide estimates of effort and cost (external) conversion.  Train Web Editors and Writers in using the content management system.

2.2.6. Web Content Manager  Reporting to the Associate V.P. External Affairs, the Web Content Manager is mainly responsible for the overall look and feel, the design, of the University website.  The Web Content Manager is responsible working pro- actively with the Content Owners, Editors, and Writers develop content for the web.  The Web Content Manager is responsible for quality assurance, ensuring that content is usable, relevant and of high quality.  Will orchestrate training on writing for the web. More specifically the Web Content Manager will:  Is responsible for the implementation of the university brand standards on the web, based on the university vision and values.  Work with the Application Support Manager and team in the development of new web page designs and templates.  Identifying topics and events to be highlighted on the main pages of the site.  Develop landing page content and design.  Identifying web content which is inappropriate, out of date or incorrect and working with the Content Owners, Editors and Writers to make changes.  Provide support to Web Editors and Writers with mentoring and training on how to write content for the web.  Orchestrate training on Writing for the Web.  Be a champion of the use of the web to publish information about the university.

12 3.0 Web Design Policies

3.1. Main Web Site The Saint Mary’s University website is organized into 4 primary structural elements: 1. Front Page 2. Landing Pages 3. Administrative and Academic Pages 4. Institutes, centres, and microsites

3.2. Supplemental Pages In addition to the core web site, the University web presence includes Society Pages, Personal Pages, Partner Pages, Conferences, etc. These pages are outside the branded web site and do not have to conform to the University brand.

3.3. Microsites Consistent design is a fundamental principle of the Saint Mary’s web presence. However, Faculties and Administrative Departments may, in special circumstances and with the approval of the Web Steering Committee, develop a microsite. Microsites are not defined by size, number of pages, or a particular technology, but by meeting some of the following characteristics:  Are for specific purposes, such as promoting an event or campaign.  There must be a demonstrated need as to why the standard university web site design cannot be used for the purpose.  Have a certain life expectancy with a stated start and ending timeframe.  Are in keeping with the University’s strategic directions.  Are a design concept rather than a technology.  Should follow the University brand standards As with all sites, the Content Owners for the particular area must have prior approval for the use of the microsite. Any use of microsites must meet these characteristics. To develop the microsite, the Content Owner is responsible to:  Obtain approval of the Web Steering Committee prior to initiating development.  Work with Web Content Manager and Web Team to define the requirement, and ensure integration with the University website analytics and other University systems.  Register domain names through the Web Team.  Ensure it conforms to this Policy.  Ensure brand standards are appropriately followed, and there are links to the main University web site.  Ensure continued support is available, including more than one person has administrative rights for the site. Web Policy and Procedures Page 13 of 16 Effective date: June 2017 The Web Steering Committee will review microsites on a regular basis.

14 3.4. Website Structure Overview Diagram The following is a graphical representation of these elements and which policies apply to them:

In all cases of disagreement between what is considered acceptable and non- acceptable content, outline or reference, the Division VP and/or the EMG will have complete authority to make the final decision on whether or not to publish on the Web.

4.0 Content Management System Saint Mary’s will operate one main Content Management System (CMS) which will be maintained by ITSS. All Editors and Web Writers will use this content management system to write and edit their Faculty or Administrative Department Web pages ITSS department will supply one CMS license to each Web Editor and Writer. Content Owners may obtain a license upon request. The Web Services Team will setup all pages with the appropriate template which will follow the Saint Mary's University Brand Guidelines document. Training and support for the CMS will be provided to all Editors and Writers through the Web Services Team in the ITSS department.

4.1. Training For Web Editors and Writers Training will be provided to the Web Editors and Writers in two topics:  Content Management System.  How to write content for the web.

Web Policy and Procedures Page 15 of 16 Effective date: June 2017 4.2. Training on CMS The Web Services team will provide training on the use of the Content Management System. This will include how to enter content, review it in the development environment, control the work flow between the Web Writer and Editor, and how to publish the content to the production web site. This training will be provided primarily in-house but could be provided by a 3rd party as needed. In-house training will be provided with resources from one or more of ITSS, External Affairs, and the Studio for Teaching and Learning.

4.3. Training on How to Write Content for the Web External Affairs will provide training to the Web Editors and Writers on how content is written for the web, how it differs from print publication, and the key messages or themes that are to be used to be consistent with the university branding. This training will be provided primarily in-house by the Web Content Manager but could be provided by a 3rd party as needed. In-house training will be provided with resources from one or more departments of ITSS, External Affairs, and the Studio for Teaching and Learning.

4.4. Alternate Technologies Situations may arise where the CMS cannot satisfy the requirement. In such cases alternate technologies may be approved to supplement the current CMS providing:  Request is based on functional requirements and is consistent with the needs of the University.  The functionality of the existing CMS is fully reviewed to determine requirements match with current CMS.  After the review, if alternate technology is needed, previously selected alternatives will be considered so as to minimize the number of technologies used.  It must be clearly demonstrated that the existing CMS or alternatives are insufficient for the need and the Web Steering Committee must approve use of alternate technologies prior to any development or expenditure of funds.  Processes are put in place to ensure the long term support of the technology.

Web Policy and Procedures Page 16 of 16 Effective date: June 2017