May 23, 2018 Minutes

3:00p.m., May 23, 2018. EC1 1004



Donald Duff-McCracken (Chair), Darren Bondy (Secretary), Herbert Balagtas,  Cynthia Breen, Lannois Carroll-Woolery, Janice Cooke, Jamieson Cox (guest), Daniella Cross, Michelle Douglas-Mills, Tasha Glover, Marlon Griffith, Martin LeBlanc, Christie Ledgley, Liam Morland, Carrie Nickerson, Kevin Paxman, Trevor Ridgway, Elizabeth Rogers, Susan Shifflett, Michael Tjendra, Mirko Vucicevich, Annaka Willemsen, Chao Yang


Beth Cotter, Graham Faulkner, Laurel Forbes, Chris Francis, Tom Graham, Troy Grandy, Melissa Holst, Danielle Jeanneault, Andrea Jennings, Adrienn Kennedy, Stephenie Koerne, Joe Kwan, Andrew McAlorum, Isaac Morland, Melanie Scott, Kayla Snyder, Lori Suess, Andrew Smith, Jodi Szimanski, Claire Taylor, Heather Wey


Sarah Forgrave, Jim Johnston, Carlos Saavedra, Andrea Sweet

Conditional rulesets (Jamieson Cox)

Jamieson Cox attended the meeting to discuss conditional rulesets. Topics included:

  • How we got here
  • What were our goals
  • How conditional rulesets work
  • Ruleset categories

View the Conditional Rulesets Presentation

Comments and discussion

  • Is it possible to get certain tokens without having users input answers based on their login information?
    • Currently no, tokens are all generated based on user answers.
  • Will training for this be added to the WCMS webforms training?
    • Yet to be determined; Jamieson has created some how to documentation to cover the basics, but users should be forwarned that the process is quite complicated.
    • It is not currently enabled by default in the WCMS and a request needs to be submitted to have it enabled.
  • The code is available on

Approval of the minutes of March meeting

The minutes from the previous meeting were accepted as distributed.

Business Arising

  • MyResearch meeting will be on May 28.

Waterloo Content Management System (WCMS) updates

Training update (Kevin Paxman)

Migrations and training – by the numbers

  • 802 sites live
  • 57 in progress on pilots
  • WCMS training courses: 4,167 attendees
  • WCMS drop-in lab attendees: 1,356

On Web Resources

All SEW courses offered throughout May and June are posted on the Web Resources website.

Drop-in lab

No scheduled closures. Check the website to stay up-to-date!

Regularly scheduled WCMS Drop-in lab hours: Tuesdays & Thursdays - 1:00 pm - 4:00 pm in MC 2060.

If you require special arrangements outside of the regular drop-in hours please contact Andrea,

What’s happening with the WCMS?

The WCMS for Content Maintainers (SEW099) is now available on LEARN!

We have had 23 clients complete the course using LEARN. Any feedback would be appreciated!

We’re now offering site maintainers the option of completing the SEW099 course at a time and location that fits their schedule! Users will self-register on LEARN, and our team will then be in touch with the information and resources they need to complete the course online.


  • Start of a new term is a great time to review site permissions!
  • IST-WCMS playlist is available. The playlist will answer questions like: What is responsive design? What is Drupal, and why do we use it? How do I create and maintain an effective website within the WCMS?

Technical update (Kevin Paxman)

  • UWaterloo Scholar 1.5 will be released on May 22nd (tonight). This release updates Open Scholar and Drupal to their latest versions, and fixes some issues with ORCID import. Full release notes:
  • Focus points in our current sprint, other than Drupal 8, include contrib module updates, fixing event times for repeating events on the listing page, improved filtering options for the admin people page; continued work on a generic “catalog” content type, and perhaps most importantly: fixing “log in” vs. “login”.
  • An email delivery issue on April 27/28 may have impacted web forms ability to send emails during that time; results were still collected, check your web form results for form submissions during the time period.
  • Early notice: Twitter is deprecating some widget settings next year. Embedded Twitter widgets that rely on the widget ID (e.g. Search/Hashtag) will no longer be editable as of May 25, 2019, and will no longer work at all on July 27 of that year.
  • Late notice: Storify shut down on May 16, 2018 and therefore all Storify widgets will no longer work. If you have an embedded Storify widget on your WCMS site, you should remove it ASAP. We will be removing the ability to add or edit Storify widgets in a future release.
  • Critical Drupal security upgrades were deployed to all WCMS sites on April 25 and March 28
  • European Union’s General Data Protection Regulation (GDPR) update from Joe:
    • GDPR affects all forms of digital communications
    • IST is addressing it from a web-based system perspective, web development team will take care of WCMS and Portal
      • Email communications are another large part, but at this point responsibility is on individual communicators to read and understand what needs to be done for GDPR (similar to responsibility with respect to CASL)
    • No word from Legal and Immigration Services (LIS) as of yet about any recommendations for any part of GDPR
    • Immediate action is needed for Google Analytics account owners
      • Should have received at least a couple of emails in the last 3-4 weeks
      • In response to GDPR, Google has introduced a new "User and event data retention” policy
      • This gives control to the user over how long to retain GA data related to potential personally identifiable information
        • This does not affect all data like standard pageview and user data, only cookie-based, userid, and advertising identifiers used through the big ad networks
      • Based on the user selection, GA will delete all data older than the time period selected automatically on May 25, and on a monthly basis ongoing
      • The default selected is 26 months
      • Until we here from Nickola/LIS, our recommendation is to select “Do not automatically expire”
      • Link for more:

Engineering Digital Media Council (Daniella Cross)

Daniella Cross, Digital Media Manager in Engineering, presented on the Waterloo Engineering Digital Media Council. Topics included:

  • Purpose
  • Structure
  • Responsibilities

There was a brief discussion on of what other groups (e.g., ENV) have planned in this regard. It is hoped that other groups will report back to WAC what their experiences are.

View the full presentation on the Engineering Digital Media Council

Web development programs (Marlon Griffith)

Marlon Griffith discussed the possibility of this group creating resources for creating accessible content on the WCMS and web applications.

  • The WCMS is accessible in nature but the content is not necessarily compliant.
  • is a tool that you can paste a URL into and it will tell you if it is compliant or not.
  • The WCMS Development team is continuing work on a “style guide” for UW web applications.
  • The Web Resources site could be a good place to provide in-depth detail regarding accessibility and standards for web applications.
  • This committee should begin collecting resources that they are aware of to begin consolidating them in one location.

Other business


Meeting adjournment

The meeting adjourned at 4:31 p.m.

Next meeting

Wednesday, March 18, 2020

3:00 pm - 4:30 pm

NH 3318