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Policy - Information and Communications Standards - 20230227 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Information and Communications Standards Corporate Services Contact: Director of Corporate Services Approval Authority: Director of Corporate Services Effective: February 27, 2023 ______________________________________________________________________________________ Purpose Through the establishment of this policy the Town of Aurora outlines how the organization will create, provide and receive 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 Means 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 re sponsible for management and maintenance of information systems and content repositories. Author Staff that can create and manage their own content but cannot publish them. Communication Supports 2 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. 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. Website Means 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). Publisher Staff who can publish and manage content, including the content of other staff. Content Management System Storage location for corporate content, including working drafts and finished products. Style Guide The Town of Aurora’s documented standard for the writing, formatting and design of corporate content and materials. Stationary Template The Town of Aurora’s predefined appearance for creating new templates. Unconvertible Means it is not technically feasible to convert the information or communications, or that the technology to convert the information or communications is not readily available. Web Content Accessibility Guidelines 3 Means the World Wide Web Consortium (W3C) recommendation, entitled “Web Content Accessibility Guidelines (W.C.A.G) 2.1. Policy This information and communication standards 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 All employees are responsible for managing 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 Managers/Supervisors at all levels in a department are responsible for managing 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. 4 Executive Leadership The ELT is responsible for ensuring the appropriate management direction, processes and tools are in place to efficiently manage information and communication standards under their control by: • 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 emended legislation and policies under their department’s business that may have an impact on infor mation and communication standards policies and procedures. • Addressing non-compliance with the Policy and all related policies and procedures. Accessibility Advisor The Town’s Accessibility Advisor is responsible for developing and maintaining 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 The Information Technology Services team is responsible for developing and maintaining 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. 5 • Introducing new compliant technology, tools and providing user training as technology evolves. Corporate Communications The communications team is responsible for developing and maintaining the Town’s website: • Approving any deviation from the style guide in advance of publication. • Approving 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. • Ensuring that content management training is developed, made available and delivered to the Town’s employees who are publishing to the Town’s website. • Providing support and advice to management and employees on all aspects of the Town’s website. • Ensuring that website and is accessible to people with disabilities by complying with the Information and Communications Standards. Monitoring and Compliance Non-compliance with this information and communication standards policy – whether unintentional or deliberate – will constitute a violation. Consequences of non- compliance can include informal follow-ups and requests, external audits or formal direction on corrective measures. References • Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 • An Act to Ensure a Barrier-Free Canada • Human Rights Code • Integrated Accessibility Standards Regulation • Web Content Accessibility Guidelines 2.1 Review Timeline This policy will be reviewed 2 years after the initial approval date. 6 Procedure for Information and Communication Standards Updated February 27, 2023 Building Templates To maintain the effective implementation of corporate templates the following procedure will be followed by staff: 1. Managers will establish and appoint template authors and publishers in their respective divisions. 2. When building new or revising old templates, authors are to download the “corporate stationary” from the Laserfiche repository which will serve as a starting point for building their new template. 3. Template authors will follow the “Guide to accessible communication” and use accompanying resources available on Laserfiche to ensure that the template meets both accessibility standards and the Town’s corporate style guide expectations. 4. Complete templates will be sent to appointed publishers by the author for review. 5. Template publishers will inspect the work of the author, ensuring that the new template meets the standards set in the “Guide to accessible communication”. 6. Reviewed templates will be uploaded to the Laserfiche content management system by the publisher following the “How to Auto-File with Laserfiche” guide. 7. Template administrators will receive notification that a new template has been uploaded into Laserfiche and will provide a final quality check prior to approval for template to be used corporately. 8. The Town’s corporate templates will be owned and maintained by Records Management, Corporate Services. Building Documents To maintain the effective implementation of corporate documents the following procedure will be followed by staff: 1. Managers will establish and appoint document authors and publishers in their respective divisions. 2. When building new or revising old documents, authors are to download the “corporate template” appropriate for their new document which will serve as a starting point to add new content. 3. Document authors will follow the “Guide to accessible communication” and use accompanying resources available on Laserfiche to ensure that the content added to the template meets both accessibility standards and the Town’s corporate style guide expectations. 7 4. Complete documents will be sent to appointed publishers by the author for review. 5. Document publishers will inspect the work of the author, ensuring that the new document meets the standards set in the “Guide to accessible communication”. 6. Document publisher will approve the document to be used as intended. 7. The Town’s corporate documents will be owned and maintained by the original document publisher. Website Content To maintain the effective implementation of the corporate website content the following procedure will be followed by staff: 1. Managers will establish and appoint website content authors and publishers in their respective divisions. 2. Appointed content authors and publishers will have to receive training provided by the Corporate Communications administrator. 3. Website and media content authors will follow the guidelines provided by Corporate Communications through their content management training program and use accompanying resources to ensure that website content meet both accessibility standards and the Town’s corporate style guide expectations. 4. Ensuring use of corporate fonts and branding guidelines as per the Town’s Style Guide. 5. Website content publishers will ensure that website content meets the standards set in the Corporate Communications training. 6. Website content publisher will approve the content to be used as intended. 7. Website content administrators will receive notification that a new content has been uploaded and will provide a final quality check. 8. The Town’s website content will be owned and maintained by the original content publisher.