Web Posting and Electronic Notifications Policy

Policy number: CS-1500-2013
Policy title: Web Posting and Electronic Notifications
Policy owner: Chief Information Officer
Effective date: February 6, 2013

Last Revised: February 23, 2014

On this page:

  1. Purpose
  2. Application and Scope
  3. Definitions
  4. Principles
  5. Accountability and Compliance
  6. Rules
  7. Policy Revision Date
  8. Attachments
  9. Specific Links

Appendix A: Web Posting and Electronic Notifications Procedure

 

1. Purpose

This policy establishes a basis and sets forth expectations regarding Mohawk College’s authorized users of electronic communications and information published on Web servers owned and/or managed by the College. Consistent, applicable, and approved practices are essential to maintain the integrity and security of the College’s information, and to protect the College, its brand, students, and employees.

The College expects authorized users to utilize its computing resources for the conduct and communication of College-related business. This policy is intended to establish and articulate consistent and acceptable best practices on the effective and acceptable use of electronic notifications and web publishing.

This policy does not replace other policies, procedures or guidelines concerning the use of specific IT Resources or data management but rather sets out a minimum standard of acceptable use.
 

2. Application and Scope

This policy applies to all individuals who have been granted a User ID password and/or email account by the College. Namely, all full-time and part-time employees of the College; all active full-time and part-time students in good standing; and any other authorized person maintaining an agreed upon affiliation with the College. 

This policy applies to all Web/ Electronic communication resources that are the property of the College, whether they reside on College property or are connected to, or a part of the College’s information technology infrastructure.
 

3. Definitions

“Confidential Information” means information regarding any College-related activity not otherwise available to the public which has been created, communicated, or received by or within the College with the expectation that it remain confidential.

“Electronic Notification” means notification made by the College by electronic means including but not limited to email using MS Outlook or messaging through the College Portal. 

“External Website” means a website that is publically accessible. 

“Internal Website” is an intranet is a website that is accessible by designated persons only requiring a password.  The internal College Web Portal or intranet site is MOCOmotion.

“Personal Information” means “recorded information about an identifiable individual, including:

  • (a) information relating to the race, national or ethnic origin, color, religion, age, sex, sexual orientation or marital or family status of the individual
  • (b) information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved
  • (c) any identifying number, symbol or other particular assigned to the individual
  • (d) the address, telephone number, fingerprints or blood type of the individual
  • (e) the personal opinions or views of the individual except where they relate to another individual
  • (f) correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence
  • (g) the individual’s name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.
     

4. Principles

Web Posting and Electronic Notifications are to be used for business purposes and all material should be presented in an appropriate business-like manner. 
 

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Management Team.

5.2 Compliance

The Web Governance Committee in conjunction with the Chief Information Officer will monitor and ensure compliance with this policy.
 

6. Rules

6.1 The College will not support, condone, or accept the following activities respecting Authorized Users:

  • a. Activities that violate this or other College Policies
  • b. Activities that violate Municipal, Provincial, or Federal laws
  • c. Activities that infringe on other’s rights and freedoms; and
  • d. Unauthorized commercial and personal business activities

As a general rule, Authorized Users shall only use Web Posting and/or Electronic Notification Posting for College Business. Specifically, Authorized Users shall not use Web Posting or Electronic Notification Posting for purposes including, but not limited to:

  • This includes but is not limited to:
  • Personal advertisements, commercial activities, and business unrelated to the College;
  • Displaying material containing nudity or pornographic material of any kind;
  • Providing material that is offensive to the online community, including, but not limited to blatant expressions of bigotry, prejudice, racism, hatred, or profanity;
  • Promoting or providing instructional information about illegal activities, or promoting physical harm or injury against any group or individual;
  • Defaming any person or group;
  • Promoting or soliciting for participation in multi-level marketing, pyramid schemes, or gambling;
  • Conducting raffles or contests that require any type of entry fee that is not approved or sponsored by the College management;
  • Displaying material that exploits children under 18 years of age;
  • Using web page (or directory) as storage for remote loading or as a door or signpost to another homepage, whether inside or beyond Mohawk College other than conducting College business;
  • Using web page for acts of copyright, trademark, patent, trade secret, or other intellectual property infringements, including but not limited to offering pirated computer programs or links to such programs, information used to circumvent manufacturer-installed copy-protect devices, including serial or registration numbers for software programs, or any type of cracker utilities;
  • Developing pages that consist of hyperlinks to content not allowed on Mohawk College website;
  • Displaying content for someone other than yourself or Mohawk College or allowing any Mohawk College webpage to be used by someone other than yourself or Mohawk College.

6.2

Use of these resources must be responsible, ethical, and lawful at all times. Authorized Users have a duty to ensure that their web publishing, electronic notification practices do not adversely affect others or expose personal or confidential information to inadvertent disclosure, theft, or loss. 

6.3

The use of College resources for personal gain or profit, including but not limited to the operation of any personal business, is prohibited. College IT resources must be used exclusively for College business. College IT resources may not be used for personal gain or profit; political or religious use; commercial advertisements; playing games; spamming of messages; broadcasting unsolicited e-mails, or any non-College information etc.

6.4 Responsible Parties

6.4.1 Mohawk College’s Web Governance Committee

The Web Governance Committee is responsible for Mohawk College’s external website, as well as for issues related to content, policy, accessibility, and connectivity for all web pages hosted on the Mohawk College network

6.4.2

Academic or administrative department or unit, Students, Faculty, Staff, and other professionals associated with the College

Each academic or administrative department or unit is responsible for the content and maintenance of its own website, pages, or channel/portlet, and for complying with established College web policies and guidelines. Maintenance in this connection means keeping existing content current, adding new content when necessary, deleting obsolete content, making corrections and ensuring AODA compliance.

Faculty, staff, qualified students, and other professionals associated with the College, who establish or have access to web pages hosted on Mohawk College network, are personally responsible for the content and maintenance of their web pages, and are required to comply with College policies, including content and design.

6.4.3 Other Mohawk College-affiliated web pages

Other Mohawk College-affiliated web pages are pages such as, but not limited to, MCACES, MSA. Any member of a project, group, organization or other unit that has a website affiliated with the College is responsible for the content and maintenance of its own website, and for complying with the established College web and other policies.

6.5

The College reserves the right to access and manage all information stored on or transmitted within the College computing infrastructure. Information stored within the College’s computing infrastructure is the property of the College. The College will monitor the content and use of its websites and electronic notification to ensure that such use is consistent with the purposes, goals and policies of the College and with relevant legislation and regulations.

6.6

Authorized users must comply with copyrights, patents, intellectual property laws, contractual obligations and license agreements that may apply to software, files, graphics, documents and articles. Material published or submitted may be subject to copyright or otherwise restricted and all such material is subject to the College’s Copyright Policy C140.

6.7

Every employee bears the primary responsibility to ensure all electronic communications/notification, and published postings are written and submitted in a professional and businesslike manner.

Non-compliance with College IT policies could result in disciplinary action.
 

7. Policy Revision Date

7.1 Revision Date

December 201

7.2 Responsibility

The Web Governance Committee in conjunction with the Chief Information Officer is 
responsible for monitoring this policy every three years or more frequently in response to feedback from the College community.
 

8. Attachments

9. Specific Links

  • CS-1502-2002 Information Technology Use & Security Policy
  • CS-1501-2007 Electronic Communications Policy
  • CS-1306-1979 Conflict of Interest
  • C125 - World Wide Web Page Policy
  • GC 4200–2013 Social Media Policy
  • GC-4101-2013 Copyright Policy

Appendix A: Web Posting and Electronic Notifications Procedure

P1. Roles and Responsibilities

P1.1 Chief Information Officer

The Chief Information Officer is responsible to ensure adherence to and alignment all IT policies within the College.

P1.2 Departments and Information Custodians

  • The overall corporate responsibility for the Mohawk Web Site lies with the Web Governance Committee and the Chief Marketing Officer; the task of monitoring and ensuring compliance rests with the Marketing department. 
  • Department Managers (Deans, Associate Deans, Directors, and Managers) are responsible for ensuring that the receipt of the Proposed Website Change Request and or Electronic Communication Notifications Request has been reviewed, acknowledged, and approved before the request can be submitted.
  • Department managers are responsible for assigning a Primary Contact and their Backup that will represent their respective Department/Channel/Business Unit for submission of the Website Change or Notification requests. 
  • Department managers are responsible for ensuring that authorized users are aware of and agree to this Policy and its Procedures and that they are adhered to before the request and submission to publish can occur. 

P1.3 Individual Users

  • All authorized users are responsible to comply with the Procedures as outlined in this policy when submitting the request to post or publish to either the external or internal web-sites. 

P2. Procedures to Request a Change to the External Corporate website; mohawkcollege.ca 

  • Each Department/Business Unit, as directed by the Web Governance Committee, will assign a Primary representative that will be the single point of contact when submitting requests for revisions to the web. 
  • All submissions must be written and submitted, with prior approval from the respective SMT Member or assigned delegate, either by using the Website Change/Update Request Form, as referenced in Attachment A, or via email. All mandatory information must be sent to web [at] mohawkcollege.ca in order for requests to be processed. 
  • All proposed revisions or updates to the external website must be submitted by the applicable representative as previously identified. Any request being submitted by any other contact, other than the designated represented via email or otherwise, for the purpose of revising, updating, or adding to the content of the existing external website, will not be accepted. 

P3. Procedures to Request a Change to the Internal Mohawk Portal/ website; MOCOmotion

  • Each Department/Business Unit, as directed by the Web Governance Committee, will assign a Primary representative that will be the single point of contact when submitting requests for revisions to the web. 
  • All submissions must be written and submitted ensuring the appropriate areas have been consulted, with prior approval from the respective SMT Member or assigned delegate, either by using the MOCOmotion Content Change/Update Request Formas referenced in Attachment B, or via email. All mandatory information must be sent to web [at] mohawkcollege.ca in order for requests to be processed. 
  • All proposed revisions or updates to the internal website, MOCOmotion, including portlets, channels, personal and campus announcements, must be submitted by the applicable representative as previously identified. Any request being submitted by any other contact, other than the designated represented via email or otherwise, for the purpose of revising, updating, or adding to the content of the existing internal website, will not be accepted. 

P4. Procedures for submitting Announcements to the Internal Mohawk Portal/ website; MOCOmotion

  • Announcement requests must be submitted with the following information included in the email:
    • SMT Approver - Name and Title
    • Date - Specify the date you want the announcement to be sent on.
    • Time – If necessary, please indicate what time you want the announcement to be sent. If no time is indicated, the announcement will be sent at the earliest available time on the date requested.
    • To – Include the list of targeted audiences you want the announcement sent to. Please use the current list on the targeted announcements portal.
    • Subject – Provide a subject line for the email. The subject should be meaningful and coded to indicate their importance as well as the area the message is coming from.
    • Body – Provide the test for the Announcement. If its an image please provide the embed code – the Helpdesk can help you with this.
  • Submit requests online at http://www.mohawkcollege.ca/announcementRequest Announcement requests must be submitted a minimum of 24hrs in advance of the date and time indicated in the request.

P5. Procedures to Send Mass Electronic Notifications/Announcements

  • A select number of individuals, as designated by the Web Governance Committee, will have the ability to submit Mass Email Notifications requests.
  • Each Department/Business Unit, as directed by the Web Governance Committee, will assign a Primary representative that will be the single point of contact when submitting any mass email notification requests. 
  • Submit requests online at http://www.mohawkcollege.ca/announcementRequest 

NOTE:  With reference to Attachment 1 “Website Change/Update Request Form” and Attachment 2 “MoCoMotion Content Change/Update Request FormMoCoMotion Change Request Form” there are two possible options to indicate “Approval has been obtained” from the SMT Member or respective Designate;

Option 1: Include a Check Box for Approval Received on the forms.

Option 2: Include a Statement “By virtue of Submission of this form, the sender acknowledges and verifies that approval has been obtained by their respective SMT Member or assigned Designate.”

 

Attachment 1 - Website Change/Update Request Form

All UPDATES to the Mohawk College website must be sent using the form below.

HTTPS://WWW.MOHAWKCOLLEGE.CA/MARKETING-COMMUNICATIONS/SERVICES/WEB/UPDATE

 

Attachment 2 - MOCOmotion Content Change Request Form

This form is for Mohawk College staff requests regarding content in MOCOmotion tabs and channels.

HTTPS://WWW.MOHAWKCOLLEGE.CA/MOCOMO-REQUESTS.HTML

 

Attachment 3 - Announcement Request Form

This form is for Mohawk College staff requests regarding mass emails or MOCOmotion announcements.

https://www.mohawkcollege.ca/marketing-communications/services/web/anno…