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Policy - Information and Communications Standards - 20250424 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Policy PMO & Business Transformation Contact: Accessibility Advisor Approval Authority: CAO Effective: February 27, 2023 Revised: April 24, 2025 ______________________________________________________________________________________ Information and Communications Standards Purpose Through the establishment of this policy, the Town of Aurora (the “Town”) outlines how the organization creates, provides and receives information and communications in ways that are accessible for people with disabilities. The requirements set out in this policy and the Integrated Accessibility Standards Regulation are not a replacement or a substitution for the requirements established under the Human Rights Code nor do the standards or policy limit any obligations owed to persons with disabilities under any other legislation. Scope This policy applies to all staff creating or editing communication or information content that is published and owned by the Town. Definitions Accessible Formats May include, but are not limited to, large print, recorded audio and electronic formats, braille and other formats usable by persons with disabilities. Accommodation The special arrangement made, or assistance provided so that persons with disabilities can participate in the experiences available to persons without disabilities. Accommodation will vary depending on the person’s unique needs. Administrator Staff responsible for management and maintenance of information systems and content repositories. Author Staff that can create and manage their own content but cannot publish them. 2 Communication Supports May include, but are not limited to, captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications. Communications The interaction between two or more persons or entities, or any combination of them, where information is provided, published, sent or received. Content Management System Storage location for corporate content, including working drafts and finished products. Corporate Identity The visual elements that identify the Town of Aurora to the public. Documents / Records Recorded information, in any format, that is authoritative, reliable and provides evidence of decision-making. Information Includes data, facts and knowledge that exists in any format, including text, audio, digital or images, and that conveys meaning. Publisher Staff who can publish and manage content, including the content of other staff. Stationary Template The Town of Aurora’s predefined appearance for creating new templates. Town Brand Guide lines The Town of Aurora’s documented standard for the writing, formatting and design of corporate content and materials. Unconvertible a) Not technically feasible to convert the information or communications b) The technology to convert the information or communications is not readily available Web Content Accessibility Guidelines The World Wide Web Consortium (W3C) recommendation, entitled Web Content Accessibility Guidelines (W.C.A.G) 2.1. Website A collection of related web pages published on Town servers or external hosted servers for the Town, that provide related information or communication content of records, images, videos or any other digital assets, made either private (accessible to internal staff on the Intranet) or public (accessible on the public Internet). 3 Policy This policy recognizes that documents, websites and media content, whether published for internal or external use, are valued assets that need to be managed in a compliant, systematic way and is intended to provide the administrative framework for effective implementation. Responsibilities All Staff Manage the documents, websites and media content they create, upload and use as a valuable asset to support not only the outcomes of the programs and services, but also the department’s operational needs and accountabilities by: • Familiarizing and complying with this policy and all related policies and procedures • Providing and bringing to their manager / supervisor’s attention information and communication standards requirements, issues and violations of this policy and all related policies and procedures as appropriate Management Manage information and communication standards as an integral part of their program and service delivery and as a strategic business resource by: • Applying information and communication standards policies, standards, procedures, directives, guidelines, and best practices, in the performance of the manager’s duties, to ensure the authenticity and integrity of the information • Ensuring employees understand and apply effective information and communication standards in day-to-day operations, and that these responsibilities are included in performance objectives • Ensuring information and communication standards requirements are included in the contractual terms and conditions for contractors and others engaged in work on behalf of the Town • Providing and bringing to their director’s attention information and communication standards requirements, issues and violations of this policy and all related policies and procedures as appropriate • Ensuring that a succession plan is in place so that the application of the information and communications standard, and delivery of services does not cease by reassigning roles from departing staff members to replacement staff members Executive Leadership Ensure the appropriate management direction, processes and tools are in place to efficiently manage information and communication standards under their control by: 4 • Ensuring that employees in their office or department and / or who report to them are made aware of their responsibilities under this policy • Complying with this policy • Advising the Accessibility Advisor of new or amended legislation and policies under their department’s business that may have an impact on information and communication standards policies and procedures • Addressing non-compliance with the policy and all related policies and procedures Accessibility Advisor Develop and maintain the Town’s information and communication standards program in accordance with accessibility requirements and best practices by: • Providing support and advice to management and employees on all aspects of information and communication standards and initiatives which impact information and communication standards • Preparing and issuing management and quality control reports on the status of the information and communication standards program • Ensuring training is developed, made available and delivered to the Town’s employees, consultants and contractors using or building documents, websites and media content • Establishing and maintaining information and communication standards policies and procedures and ensuring compliance throughout the Town Information Technology Services Develop and maintain the Town’s information and communication standards by: • Supporting the functional use of information systems and associated software applications available to manage templates and documents during their lifecycle in accordance with this policy and all related policies and procedures • Ensuring that training is developed, made available and delivered to the Town’s employees using the Town’s content management systems • Hosting the intranet system, providing infrastructure, and maintaining and developing the site • Supporting staff on internal site development, including but not limited to, trouble shooting and technical support • Introducing new compliant technology, tools and providing user training as technology evolves Corporate Communications Develop and maintain the Town’s website: • Approve any deviation from the Town Brand guidelines in advance of publication 5 • Approve designs, layouts and content for any advertising or marketing materials, promotional materials, documents, media content, publications, or public communications in advance of use and to be uploaded to the Town’s website • Ensure that content management training is developed, made available and delivered to the Town’s employees who are publishing to the Town’s website • Provide support and advice to management and employees on all aspects of the Town’s website • Ensure that website and is accessible to people with disabilities by complying with the Information and Communications Standards Monitoring and Maintenance C.A.O. / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies or operational requirement is subject to an investigation and discipline deemed appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town of Aurora’s policy maintenance schedule. References • Accessible Canada Act (S.C. 2019, c. 10) • Human Rights Code, R.S.O. 1990, c. H.19 • Ontario Regulation 191/11 Integrated Accessibility Standards • Web Content Accessibility Guidelines (W.C.A.G.) 2.1 • SOP – Building Documents • SOP – Building Templates • Town Brand Guidelines