Management of campus domain names and website addresses

Revised: September 20, 2024

Background

In 2010, the Web Advisory Committee (WAC) established a sub-committee charged with the following goals:

  • Make recommendations on issues related to domain name conflict resolution.
  • Identify and document best practices for use of domain names on Waterloo websites.

Statement history

  • June 2010:
    Recommendations on management of campus domain names established by Domain Name Resolution Committee (a sub-committee of the Web Advisory Committee)
  • January 2011:
    Recommendations endorsed by Executive Council. Ongoing maintenance assigned to the University Committee on Information Systems and Technology (UCIST).
  • January 2020:
    Web Steering Committee proposed updates based on feedback from the campus community. UCIST approved these changes. Ongoing maintenance assigned to Web Steering Committee.
  • September 2024:
    Updated by Web Steering Committee to indicate the preference for all supportable types of websites to be hosted in the WCMS and distinguish domain management processes from website creation processes.

Purpose of domain name and website address management

This document intends to outline the processes for the requesting, approval, and administration of campus website domains (ie. uwaterloo.ca/sitename)

This document is not intended for providing governance or guidance related to web content.

Scope of domain name management

For the purposes of this document, websites and web applicationsare defined as follows:

  • Website: A collection of web pages with static or semi-static content that is used primarily for informational, communication or marketing purposes.
  • Web Application: A dynamic software program accessed via the internet that allows users to perform specific tasks with personalized functionality.

As defined, websites are considered within the scope of the processes defined herein. While web applications are not included within this scope of this document, they remain within the scope of the Accessibility for Ontarians with Disabilities Act (AODA)and public web applications must also meet or exceed WCAG 2.0, level AA standards for web accessibility.

Further, the following domains and websites are within the scope of this document:

  1. All internet domains owned or operated by the University of Waterloo, or its employees, for the purposes of work funded through the University’s operating budget or research grants. This includes non-uwaterloo.ca domains hosted in the University’s IPAM system.
  2. All subdomains or hosting websites owned or operated by the University of Waterloo, or its employees, that are accessible outside of the campus network. Subdomains that are not accessible outside of the University of Waterloo campus network, such as subdomains within “private.uwaterloo.ca”; subdomains used for development; and subdomains that are not hosting websites are not considered within this scope.
  3. All websites owned or operated by the University of Waterloo, or its employees, that are accessible outside of the campus network, including websites created by faculties, academic departments, administrative support units, or affiliated institutions. Unpublished, staging, or development websites are not considered within this scope.

The University of Waterloo’s Web Steering Committee is accountable for the processes contained herein. Information Systems and Technology (IST) and University Relations (UR) are jointly responsible for the administration of these processes.

Purpose of domain name and website management

Domain names (e.g. “uwaterloo.ca”) are critically important parts of the University's identity and are key components of overall communication. As their use invariably links web content to the University of Waterloo, a coordinated process is required to ensure appropriate, accurate and consistent use of domain names in communications. These procedures include website naming and decommissioning of inactive websites. This process should enhance the user experience and preserve the overall image and reputation of the University.

Domain name and website management has three primary intentions:

  1. Define the process for requesting, obtaining and managing domain names
  2. Identify requirements for University of Waterloo owned or operated websites.
  3. Identify the conflict resolution processes.

Domain name management

Domain and name management refers to processes related to acquiring, retaining, managing, and expiring University owned internet domains such as “uwaterloo.ca”. While a factor in the decision-making process, these processes are in place irrespective of the purpose(s) of such a domain (e.g. hosting a website). Any request to host a website at an approved domain or subdomain would follow a separate process as outlined in the Website Management section of this document.

Use of non-uwaterloo.ca domain names

In general, all University-owned or operated websites or web applications should be hosted within the uwaterloo.ca domain; however, exceptions do exist and may be justified and granted.

Examples of acceptable use of a non-uwaterloo.ca domain name

  1. Conferences or events with existing and well-established name and history, and/or are typically co-hosted by other institutions.
  2. University-wide marketing campaigns or fundraising efforts that are temporary in nature.
  3. Research groups that have separate funding affiliations or are in collaboration with external partners.
  4. Ancillary units operating in a fee-for-service environment.
  5. The university website tools do not support the required website functionality.

As a guideline, if a site displays a Waterloo logo of some type, it should be hosted in the uwaterloo.ca namespace. If an individual or unit believes they have a case for an external domain, the following process must be taken.

Process to request a non-uwaterloo.ca domain name

  1. Submit a request to IST through the UWaterloo Help Portal indicating the desired domain name with accompanying rationale (such as those cases outlined previously). Each faculty and ASU has a web lead/primary contact and who is generally responsible for making requests of this nature.
  2. The Manager, Web Development (IST) will consult with the Manager, Web Strategy (UR) and collectively assess the suitability of the request. If they deem that the request meets established criteria, the request will be approved.
  3. If there is some question about the suitability of the request, it will be escalated to the Vice-President, University Relations, and the Chief Information Officer (or their designates) for approval. Faculty members, including the Dean, are often consulted on any appeal that makes it to this stage of the process.
  4. If approved, the University, through Technology Integrated Services (TIS), IST, will purchase and control the name. IST is listed as the contact for the domain.

If a request is denied, the Managers of Web Development (IST), and Web Strategy (UR) will provide the original requestor with the decision rationale. An appeal can be initiated by the original requestor (see: Appeals Process).

Directing to externally-hosted websites or web applications

Generally, a University-owned domain name or subdomain name may not redirect or point to an externally hosted website. An exception may be granted if the requestor meets the following requirements.

Requirements for directing a University-owned domain to an externally hosted website

  1. A written contract is executed between the University entity and the external vendor.
  2. The contract identifies what University data is transmitted and stored by the vendor.
  3. The contract identifies how University data will be protected and that the vendor asserts with which federal and provincial data security policies it is compliant.
  4. The contract stipulates that the University of Waterloo owns the data and how the University obtains possession of said data after the contract ends.
  5. The contract is reviewed and approved by Procurement Services (under guidelines from University Counsel and the Chief Information Officer).
  6. If University trademarks are included in the domain name(s), upon expiration or termination of the contract, the domain name(s) must be assigned to the University.

Website management

Website management refers to processes relating to creating new University-owned or operated websites, modifying existing website names, root URLs or sub-domains, deletion of websites, and redirection to other University-owned websites.

Requesting a WCMS website

Only the Website Lead for an organizational unit may make a request for a new website. Requests from other individuals will be sent to the appropriate Website Lead for their approval before proceeding.

The requested website URL will be in the format of https://uwaterloo.ca/website-name/.

  1. Submit a request to IST through the UWaterloo Help Portal. Include the desired website name and URL.
  2. The Manager, Web Strategy (UR) will review the requested name and URL and provide approval if it is available and meets the criteria listed in the guiding principles, above. Requests requiring an exception will be evaluated on a case-by-case basis, taking into consideration extenuating circumstances as outlined by the Website Lead.
  3. If approved, IST will create the new website on a staging server. The Website Lead, or designate(s), can build the website until it is ready for launch.
  4. Once ready, the Website Lead will request a launch date from IST. IST will confirm the launch date.
  5. Once launched, if the new WCMS website is a replacement for a non-WCMS site, the existing CNAME will be updated to point to the WCMS-redirection server.

If a request is denied, the Manager, Web Strategy (UR) will provide the original requestor with the decision rationale. An appeal can be initiated by the original requestor (see: Appeals Process).

Requesting a non-WCMS website

As noted in the Guiding Principles, above, all new websites should be hosted in the WCMS whenever possible. There are some extenuating circumstances where this may not be possible such as:

  1. Conferences or events co-hosted by other institutions.
  2. University-wide campaigns or fundraising efforts that are temporary in nature.
  3. Research groups that have separate funding affiliations or are in collaboration with external partners.
  4. Ancillary units operating in a fee-for-service environment.
  5. Required functionality is not supported by the WCMS and is unlikely to be supported within the next 12 months, such as for web applications.

Follow the process below to request a non-WCMS website:

  1. Submit request to IST through the UWaterloo Help Portal. Include the desired website name and URL/sub-domain.
  2. The Manager, Web Strategy (UR) will review the request to ensure it meets the non-WCMS website criteria, above. They will also ensure the requested website name and URL meet the criteria listed in the guiding principles.
  3. If approved, IST will work with requesting unit to set up the new website.

If a request is denied, the Manager, Web Strategy (UR) will provide the original requestor with the decision rationale. An appeal can be initiated by the original requestor (see: Appeals Process).

Website URL conflict resolution

When a requested website URL is in use by one unit and another unit feels they have a legitimate right to it, the weight of the argument will be informed by a variety of factors including but not limited to:

  • How long the existing website URL has been in use by the current unit.
  • How disruptive the change is likely to be.
  • Whether there are viable alternatives.
  • Whether the website URL more appropriately lies in one unit or another, etc.

If the two units are unable to arrive at a mutually acceptable solution, the case will be referred to the Web Steering Committee for resolution.

Inactivity in WCMS websites

WCMS website URLs may return to circulation after twelve months of inactivity. Inactivity is defined as:

  1. No access to the administrative portion of the website (e.g. login to the WCMS); and
  2. Fewer than 365 website users in the past 12 months (less than one per day) accessing the website (excluding any bots and other spiders whose pageviews may be recorded).

Prior to deactivation, attempts will be made to contact the area’s Website Lead or a reasonable alternate.

Inactivity in external websites

Domain names for external websites are reviewed by Technology Integrated Services (IST) and University Relations before renewal. These domain names will be renewed if they meet at least one (1) of the following conditions:

  1. The external website is still active.
  2. The University of Waterloo contact who requested the external domain, or a reasonable alternate, confirms that it is still required.

Appeals process

In the event the original requestor, or their unit head, disagrees with a decision made by the Manager, Web Strategy (UR) or the Manager, Web Development (IST), they may appeal the decision as outlined below.

Initial appeal

  1. The original requestor or their unit head must initiate the appeal.
  2. The Director, Information Systems (IST), and the Associate Director, Digital Communications (UR) will jointly review the request and the original decision and consult with parties as appropriate.
  3. The Director, Information Systems (IST), and the Associate Director, Digital Communications (UR) will issue a decision regarding the appeal.

Final appeal

  1. The original requestor or their unit head must initiate the appeal. This can only be done once the initial appeals process has been completed.
  2. The Chief Information Officer (IST), and the Associate Vice-President, Marketing and Brand Strategy (UR) will jointly review the request, original decision, and the decision rendered in the initial appeal, and consult with parties as appropriate.
  3. The Chief Information Officer (IST), and the Associate Vice-President, Marketing and Brand Strategy (UR) will issue a joint decision regarding the appeal. This decision will be considered final.

Summary of responsibilities

  • Website name and URL/sub-domain approvals (including WCMS and non-WCMS websites)
    • Manager, Web Strategy (UR) or designate.
  • Domain name approvals for non-uwaterloo.ca domains (joint decision)
    • Manager, Web Development (IST)
    • Manager, Web Strategy (UR)
  • WCMS website URL conflict resolution
    • Web Steering Committee
  • Appeal resolution
    • Initial appeal (joint decision)
      • Director, Information Systems (IST)
      • Associate Director, Digital Communications (UR)
    • Final appeal (joint decision)
      • Chief Information Officer (IST)
      • Associate Vice-President, Marketing and Brand Strategy (UR)
  • Ongoing maintenance of this document
    • Web Steering Committee

Appendix

Guiding principles for all websites

  1. All new University-owned or operated websites should be hosted within the WCMS when possible.
  2. All website URLs should exist within the uwaterloo.ca domain, except as defined in the domain management section.
  3. All website name requests should be compliant with the University of Waterloo Style Guide.
  4. All websites must meet or exceed WCAG 2.0, level AA standards for web accessibility.
  5. Requested website URLs should accurately describe the department, business unit, program or service to which it refers and be easily recognizable as words or widely understood abbreviations.
    1. Department or unit website names and URLs should match the official name of the group requesting the website (URLs should exclude any small connecting words such as “and” or “of”).
  6. Generic website names or those potentially applicable to many units or functions should be avoided (e.g. “uwaterloo.ca/numbers”).
  7. Appeals processes for each procedure should be included to ensure a fair, equitable and open process.  

All content published to a website hosted on the “uwaterloo.ca” domain has an implied link to the University of Waterloo. Content creators should consider this link and the potential reputational impact of their work.

Definitions

URI: A Uniform Resource Identifier (URI) provides a simple and extensible means for identifying a resource. The URI syntax is organized hierarchically, with components listed in order of decreasing significance from left to right.

URI = scheme ":" hier-part ["?" query] ["#" fragment]
hier-part = "//" 'authority'
authority = [ userinfo "@"] host [":" port]
host = IP-literal | IPv4address | reg-name

Example:

foo://example.com:8042/over/there?name=ferret#nose

scheme - foo://

authority - example.com:8042 [host:port]

path - /over/there

query - ?name=ferret

fragment - #nose​​​​​​​

Host: Host – subcomponent of ‘authority’ section of a URI. It is either an IP address or a registered name. In a globally scoped naming system such as DNS, fully qualified domain names should be used for the URI to have global scope.​​​​​​​

Fully Qualified Domain Name: The complete name for a specific device; it consists of a hostname part and a domain name part e.g., hostname.domainName.toplevel domain​​​​​​​

Domain Name (Parent domain): A name used to identify internet resources; a ‘Domain’ is a container of records.​​​​​​​

Sub-domain: A container of records within a parent domain.​​​​​​​

Hostname: A label assigned to a device connected to a computer network that is used to distinguish one device from another on a specific network over the internet. Generally, it is a mapping of a string to an IP address.​​​​​​​

URL: Universal resource locator refers to a subset of URIs that, in addition to identifying a resource, provide a means of locating the resource.​​​​​​​

Website address: Another name for a URL.​​​​​​​

IPAM: IP address management.

​​​​​​​​​​​Namespace: Website addresses hosted within a specific parent domain.