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
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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.
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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).
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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:
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• 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
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• 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