Documents made available online should be uploaded according to the following rules.

• File names must be as generic as possible and cannot include a version number or date, e.g. web-and-digital-content-policy.pdf 
• Unless explicitly required, only one version of a particular document should be publicly available at any given time
• If a previously uploaded document needs to be updated, the old version should be deleted / replaced in place by the new version
• The new version of a document should be uploaded with an identical name and in the same location to ensure that existing links to the file are preserved
• Uploaded documents must be accessible.

The main CMS platform for public-facing Brock websites (WordPress) should not be used for mass document storage. Documents and resources uploaded to this platform should fit the scope and purpose of the websites they are uploaded to. Departments or units requiring a solution for storing large numbers of files (document libraries) should contact ITS or UMC.

Brock’s primary domain name is brocku.ca. Websites and platforms hosted at Brock follow the following URL standards:

• Subdomains, e.g. xyz.brocku.ca are reserved for unique applications or services available at Brock. Examples are my.brocku.ca, lms.brocku.ca, experiencebu.brocku.ca 
• General websites should be located within the main domain at e.g. brocku.ca/xyz, where xyz is determined by UMC to ensure continuity and consistency with existing Brock websites
• All URLs are lowercase and should use dashes for spaces as needed. e.g. brocku.ca/admissions/apply/next-steps 

Vanity URLs (shorter, redirecting URLs) or additional domain names may be set up at the discretion of UMC for promotional and marketing purposes (e.g. brocku.ca/kids, brocksuites.ca). Learn about Vanity URLs.

Our WordPress platform features an easy-to-use online form builder called GravityForms. Online forms can be useful to collect user feedback or other information, and are typically more user-friendly, convenient and accessible that MS Word or PDF forms.

When using online forms, it is important to consider what information is collected, how it is stored, where, and for how long.

Note: while GravityForms supports many features including electronic signatures, document uploads and complex forms, we recommend keeping forms in WordPress as simple as possible. Consider using another platform for complex form that may collect sensitive information (e.g. Microsoft Forms, Qualtrics, or SharePoint for internal forms). Forms that are only used by faculty and staff should not be set up on WordPress.

If you manage a brocku.ca WordPress site that collects personal information through online forms, you must ensure that your website complies with privacy laws and current Brock policies. See this page for more information.

There are a lot of things to consider when maintaining a website that is user-friendly and accessible. To help you stay on track, here are some website checklists that cover all the essential elements you should look for on your Brock website.

Web accessibility features are a vital component for Brock University. Brock University is required by law to ensure that all new websites and web content conforms to accessibility standards under the AODA. Brock’s websites, material and content must follow established Web Accessibility Content Guidelines:

1. text alternatives to non-text elements, captioning for videos and proper formatting that allows the use of screen readers and other assistive technologies;
2. multiple ways to navigate new websites including keyboard use;
3. no flashing graphics;
4. consistent and predictable presentation of web pages;
5. readable fonts with high contrasts; and,
6. even distribution of text to avoid large ribbons of blank or negative space.

Always keep accessibility in mind when uploading materials to the Brock website. For more information, see this section on website accessibility, or brocku.ca/accessibility.

If you are uploading a file containing any literary, dramatic, artistic, musical or other copyright-protected work, you should ensure that you have legal authority to do so from one of the following sources:

1. you yourself own the copyright in this work;
2. one of Brock’s licence or subscription agreements authorizes digital copying of this work;
3. one of the users’ rights in the Copyright Act, such as fair dealing, applies to this use;
4. you have the express permission of the copyright owner; or,
5. copyright in the work has expired, and it is in the public domain.

Using a direct (persistent) link to a library resource, rather than uploading a copy, is a good way to ensure copyright compliance. See here for instructions.

If you are uncertain whether you have the right to upload a video, document, picture, photograph, music file, or other copyright-protected work, or if you have any other questions about copyright, please contact copyright@brocku.ca, or consult the Brock University copyright website, including Brock’s Fair Dealing Policy.

• When using red, only use the Brock red
• For hover effects or other accents, you can use a darker shade of the Brock red
• When using grey, only use one of the Brock greys, or variations of the Brock greys for accents
• Ensure that the contrast ratio between background and foreground is always sufficient to meet accessibility standards

Things to avoid:

• Don’t use gradients
• Don’t use grey text on a red background, or red text on a grey background
• Don’t use a bluish grey, a grey from the print style guide, or greys tinted with any other colours
• Never use the Brock red that is meant for print in a digital piece

• No rounded corners on any elements — use square corners only
• No drop shadows of any kind
• No 3D effects

• If an element includes an icon, the icon should always be placed to the right of the label.
• Never use icons alone, except for social media icons, exclamations or question marks (e.g. the accessibility notice at the top of this page). Other icons are not recognizable enough on their own and should always be accompanied by a label.
• Only use the social media icons provided by the WordPress theme (it uses the Fontawesome collection) — if you need an icon that is not included, contact Marketing and Communications
• More on icons at Brock

• Use high-resolution, high-impact photography
• Don’t add drop shadows or borders to images

• Only minimal, subtle use of animation where appropriate is acceptable. E.g. as a subtle feedback mechanism when hovering certain elements
• Elements that “fly in” on the page, parallax effects or any other type of jarring movements should be avoided

• In table cells, include some padding for increased legibility (3–5px minimum on all sides)

• The brocku.ca website is the primary design and layout reference for external-facing websites at Brock
• Brock websites don’t use rigid templates but instead are made up of blocks or elements that are designed with the above guidelines in mind
• For best practice examples of how these building blocks may be used, see the following websites:
  • Admissions @ Brock
  • Centre for Medieval and Renaissance Studies
  • Faculty of Graduate Studies
  • Mental Health and Wellness
  • This brand standards website

• All Brock websites should be responsive and mobile-friendly
• All website content and information should be accessible to the user regardless of the device they are using
• Mobile apps at Brock are subject to the same guidelines and brand standards

Unlike writing for print, writing for the web should be quick, concise and easy to follow for screen-weary eyes.

Reading words on a computer screen is tedious. Visitors to websites are most likely scanning; grabbing the information they need and leaving. Think about how long you stay on a web page before moving to the next one. Assume other users have even shorter attention spans, and write accordingly.

How do readers read on the web? The answer — they don’t.¹

Our goal, as web content providers, is to make it as easy as possible for people to get the information they need about Brock.

¹ — Jakob Nielsen, How Users Read on the Web

Consider the following tips:

1. Keep it short. If possible, pages should have no more than 500 words, paragraphs no more than 70 words and sentences no more than 20 words.
2. Use plain language — it benefits everyone. Bureaucratic phrases like “due diligence” are commonplace in the work world, but content posted to Brock’s site should be easily understood for those with an eighth grade reading level. Plain language is an accessibility issue, and it helps readers for whom English is a second language.
3. For a page of text, use “inverted pyramid.” This term describes a writing method of putting the most important information at the top, followed by information of decreasing importance as the article progresses. If important information is buried in a page of text, web readers are less likely to find it.
4. Consider your audience. Many people write for their colleagues and members of their own department. For pages designed to inform prospective students, look at it through their eyes when it comes to text and presentation.
5. Use the active voice and get rid of “helper” words. Rather than “Joe was running,” use “Joe ran” to make the writing tighter, more engaging and more immediate.

For more information, see the Brock writing style guide.