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Web Policy

05 December 2023

The UC web is the public face of the University and is a sustainable, cost-effective medium of communication. It is a vital piece of infrastructure that supports the recruitment, teaching and research of the University.


The UC web is heavily visited by future students and their families, current students, prospective staff and current staff, and other visitors wishing to interact with the University in some way.


UC web – all websites, internal and external, belonging to the University of Canterbury.

Website owner – typically a College Manager, Head of Department/School, or Service Unit Director.

Authorship of content on the UC web is widely distributed to colleges, departments, schools, research centres and service units. With the ability to add and edit web content comes certain responsibilities. It is important that all web content is user-focused, up-todate, reliable and accurate, meets University standards, is reviewed regularly and upholds the reputation of the University at all times. A standards-based approach with consistent, intuitive navigation, plain language and branded templates are an important part of this.

This document supports these intentions and applies to all web sites belonging to the University.

UC Web as the Tool for Dissemination

UC web is the first, and sometimes only, choice for the dissemination of information both within the University and to the world at large.

User Focused

User needs must always be one of the primary considerations in designing sections of the UC web.

Accuracy of Information

UC web is an official University publication, therefore content on all websites on UC web must be accurate, up-to-date, fit for use and appropriately branded.

Where possible, UC web will obtain content from definitive single sources (i.e., primary databases).

Adherence to Internal and External Requirements

All websites on UC web must conform to the UC Web Style Guide (UC staff only) and UC Web Standards (UC staff only) as detailed below.

All information on UC web will conform to current legislative requirements, in particular, to the Copyright Act 1994 (New Zealand Legislation website) and the Privacy Act 1993 (New Zealand Legislation website).

UC Web Style and UC Web Standards

  • The Web Team maintains UC Web Style and UC Web Standards in consultation with other UC web stakeholders. The UC Web Standards are based on the current W3C (Web Accessibility Initiative) and NZ e-Government standards and guidelines. These are detailed in the  UC Web Style Guide (UC staff only).
  • The UC Web Style consists of the branding, visual identity, templates and style sheets created by the Web Team in consultation with the UC Brand Manager. This is detailed in the  UC Web Style Guide (UC staff only).
  • Academic college, department/school, and research centre sites, service unit sites and any other University departments must fully comply with both of these documents, whereas websites with restricted access have a lower level of compliance. Recognising the diverse nature and intended audience for information published on UC web, the Compliance level guidelines for UC websites (UC Web Support intranet) are available.
  • Any variation from the UC Web Style and UC Web Standards needs to be approved by the Digital Manager.

What data we are collecting:

In the Privacy Policy, the collection is outlined under Clause 2.2  Collection of Information and under Clause 3, Personal Information, on pages 11-14. In the new Privacy Declaration, it is at pages 3-6, What information do we collect. In the Student Agreement collection is mentioned at paragraph 18 that personal information is collected, stored and used in accordance with UC policies, procedures and the Privacy Act 2020.

How are we processing it:

Processing covers many things –  matters such as use, storage, disclosure. Privacy policy: Clause 2.5 Use and Disclosure and 2.5.1 Disclosure of Information to Third Parties (Page 8-9), Clause 2.5.4 Third Party Contractors (Page 10), Clause 4.1 Security of Information (Page 14). Privacy Declaration: How do we collect information (pages 2-3), Who will have access to your information (pages 6-7), Who do we share information with (Page 7), Analytics and Automated Decision Making (Page 8), How do we keep your information secure (page 9).

Purpose for which we are processing it:

Privacy policy Clause 2.1 Purpose of Collection (pages 5-7)   Privacy declaration:  Page 2 Why do we collect your information.

User may request deletion of that data:

Privacy Policy Clause 4.5 Recording Keeping on page  *Note that a new Disposal Authority under the Public Records Act is about to come in to force in November 2021. Privacy Declaration: How long do we keep personal information for (Page 9).

If we are not required to keep personal information under the Public Records Act or Privacy Act (or any other relevant Act), then it may be deleted on case by case basis. For requesting information (which would include a deletion request), please see pages 14 -15 of the Privacy Policy, Clause 4.2.1 An Individual Requesting Access to Information.

Where content is found to be illegal or offensive, or poses a serious risk to the reputation of the University, the Digital Manager will, where possible, make a request to the website owner to urgently remove the relevant content. In extreme cases, e.g., when a website owner cannot be contacted and there is an imperative to respond quickly, the Digital Manager, in consultation with the Director Communications, Recruitment and Marketing may remove content and/or temporarily block editing access.

As a last resort, editing access may be withdrawn and pages removed by the Digital Manager.

The University Web Team provides technical support for University websites via Web Support. To contact Web Support, email or dial extension 93889.

The Digital Manager within the Marketing Department is responsible for monitoring compliance with this policy and will report quarterly to the Executive Director, Student Services and Communications via the Director Communications, Recruitment and Marketing.

Where web pages are found not to comply with this policy, the Web Team will, in the first instance, work with departments/schools or units to ensure that they do comply.

The Web Team manages the UC web on behalf of the University. The Web Team provides:

  • Web branding templates and guidelines;
  • Web development;
  • Web support, training and advice;
  • Web trouble-shooting and fault repair;
  • Web quality assurance and review, including monitoring compliance with this policy and UC Web Style and UC Web Standards;
  • Web usability advice and testing;
  • Web-database integration;
  • Management of key pages, e.g., UC Home and other portal pages; and
  • Emergency short-term cover for web administrators.

The website owner (typically a College Manager, Head of Department or Service Unit Director) will ensure that:

  • Each website within their area of responsibility has a trained website administrator;
  • Website content is accurate and current and conforms to UC Web Style and UC Web Standards; and
  • There is cover for website administrators in the event of leave, resignation etc

The Website Administrator (typically a Departmental Administrator) will:

  • Ensure that web content is accurate and current;
  • Maintain their skills through appropriate training opportunities;
  • Follow UC Web Standards, UC Web Style and UC Style Guide (WCMS);
  • Report any faults to the Web Team promptly
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