Workflow (CMS)

Workflow: Overview


(1) Content ownership: Sitewide  



Emergency publications

Content area requests same-day Communications review and approval by emailing Communicatons@royalroads.ca. 

Examples: Snowfall closures of campus, road closure, wildlife alert, security alert, IT service interruptions 

Home page 

Communications and Marketing teams work in close collaboration and with shared responsibility for all aspects of the Home page.  

Examples: Featured content for top banner, updates to icons, images and associated copy, header and footer. 

Program and courses, admission-based content 

Content area requests Marketing review and approval before publishing new or updated content.  

Related sectionsProgram and courses, Admission, Why Royal Roads 

All other content 

Content area publishes content, and the Web Strategist reviews the changes. 

Examples: About, Alumni Relations, Campus, Research, Human Resources (internal and external), Student Services, Advancement, faculty bios etc.


(2) Content types: Sitewide  

 

Content type 

Can create?

Can edit?

Advancement donation item 

Advancement, Communications 

Advancement, Communications 

Alert 

Communications, Marketing 

Communications, Marketing 

Award recipient 

Advancement, Communications 

Advancement, Communications 

Contact block 

Web Admin, Communications 

Web Admin, Communications 

Contact landing 

n/a 

Marketing, Communications 

Course 

n/a 

Marketing 

Course offering 

n/a 

Marketing 

Events 

Communications, Marketing, Student Services, Recruitment 

Communications, Marketing, Student Services, Recruitment 

Faculty bio 

Web Strategist (for now)

Web Strategist (for now)

Financial aid and awards item 

Student Services 

Student Services 

Footer (Edit) 

n/a 

Marketing, Communications 

Homepage (Edit) 

n/a 

Marketing, Communications 

Landing page 

Web Admin, Web Strategists 

Workbench Access - determined by menu 

Listing page 

Web Admin, Web Strategists 

Workbench Access - determined by menu 

News article 

Communications, Marketing, Janine Hughes (Thesis & Dissertation Supervisor) 

Communications, Marketing, Janine Hughes (Thesis & Dissertation Supervisor) 

Policy - Academic regulation 

Communications (for now) 

Policy Office, Registrar, Communication 

Policy - Policy/ Procedure 

Communications (for now) 

Policy Office, Registrar, Communication 

Profile 

Communications, Marketing, Student Services, CTET 

Communications, Marketing, Student Services, CTET 

Program 

Marketing, Schools, Web Admin 

Marketing, Admission, Schools, Web Admin 

Program Intake 

n/a - no one should create, sis integration 

Marketing, Registrar 

Program area landing 

Marketing 

Marketing 

Research 

Research, Communications 

Research, Communications 

Social Media Channel 

n/a 

Marketing, Communications 

Story 

Advancement, Marketing, Communication, All Schools 

Advancement, Marketing, Communication, All Schools 

Testimonial 

Marketing, Communications 

Marketing, Communications 

Topic page 

Web Admin, Web Strategists 

Workbench Access - determined by menu 

Transfer agreement detail 

Admissions, Mark Dickson (Recruitment), Marketing 

Admissions, Mark Dickson (Recruitment), Marketing 

Tuition item 

No one!!! (SIS Integration) 

Finance 

Webform 

n/a 

Workbench Access - determined by menu 

 

(3) Workflow overview: Content areas 

The links below will take you to specific diagrams representing content relevant to the department/group listed.  Or click here to view all diagrams.

Admission 

The Admissions team is responsible for maintaining content in the following areas of the site:

The Admissions team assumes the role of Writer on this content. They submit their edits to Marketing by choosing "Publisher review" in the publishing option dropdown. Marketing will publish the content when it is ready.

The Admissions team can create and/or edit the following content page types: 

Content type 

Can create?

Can edit?

Landing page 


Yes

Program 

 

Yes 

Program Intake 

 

Yes

Topic page 

 

Yes

Transfer agreement detail 

Yes 

Yes

Need help?

Alumni 

The Alumni team is responsible for maintaining content in the following sections:

The Alumni team can publish content directly.  The Web Strategist will review the published changes within one week.  

The Alumni team can edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Topic page 


Yes

Need help


Advancement 

The Advancement team is responsible for maintaining content in the following sections:

The Advancement team can publish content directly. The Web Strategist will review the published changes within one week.  

The Advancement team can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Advancement donation item 

Yes

Yes

Landing page 

 

Yes 

Stories 

Yes 

Yes 

Topic page 


Yes 

Need help?

Campus Services 

The Campus Services team is responsible for maintaining content in the following sections:

The Campus Services team can publish content directly. The Web Strategist will review the published changes within one week.  

The Campus Services team can edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Topic page 

 

Yes 

Need help?


Centre for Teaching & Educational Technology 

CTET is responsible for maintaining content in the following sections:

CTET can publish content directly. The Web Strategist will review the published changes within one week.  

CTET can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Profile 

Yes

Yes 

Topic page 


Yes 

Need help?

International Admission 

The International Admissions team is responsible for maintaining content in the following sections:

How the International Admission team publishes content:

  • The International Admissions team assumes the role of Writer on this content. They submit their edits to Marketing by choosing "Publisher review" in the publishing option dropdown. Marketing will publish the content when it is ready.

  • The International Admission team can publish all other content directly. The Web Strategist will review the published changes within one week.  

The International Admission team can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Topic page 

 

Yes 

Transfer agreement detail 

Yes 

Yes 

Need help?


Communications 

The Communications department is responsible for maintaining content in the following sections:

  • Emergency publications: Responding to requests submitted via communications@royalroads.caExamples: Snowfall closures of campus, road closure, wildlife alert, security alert, IT service interruptions 

The Communications department is responsible for maintaining the following content:

About (3) Community Partnerships, Policies & Procedures, Brand

About (4) Covid 19 information & updates

About (5) CTET

About (6) History & traditions, Our people, Administration & governance, Honours

About (7) Indigenous Engagement

About (8) College of Interdisciplinary Studies

About (9) School of Business

About (10) School of Communication and Culture

About (11) School of Education and Technology

About (12) School of Environment and Sustainability

About (13) School of Humanitarian Studies

About (14) School of Leadership Studies

About (15) School of Tourism & Hospitality

Current Students (4/4)

The Communications Department can create and/or edit pages using the following content page types:

Content type 

Can create? 

Can edit?

Advancement donation item 

Yes

Yes

Alert 

Yes

Yes

Award recipient 

Yes 

Yes

Contact block 

Yes 

Yes

Contact landing page 


Yes 

Events 

Yes 

Yes

Faculty bio 

Yes

Yes 

Footer (Edit) 


Yes 

Homepage (Edit) 


Yes 

Landing page 


Yes 

News article 

Yes

Yes 

Policy - Academic regulation 

Yes

Yes 

Policy - Policy/ Procedure 

Yes

Yes 

Profile 

Yes

Yes 

Research 

Yes

Yes 

Social Media Channel 


Yes 

Story 

Yes

Yes 

Testimonial 

Yes 

Yes 

Topic page 


Yes

Need help?

Finance 

The Finance team is responsible for maintaining content in the following sections:

The Finance team has the role of Writer on this content. They submit their edits to Marketing, who will publish the content when it is ready.

The Finance team can edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Listing page 


Yes

Program Intake 


Yes

Topic page 


Yes

Tuition item 

n/a (SIS integration) 

Yes

Need help?

Marketing 

The Marketing Department is responsible for reviewing and approving new or updated content related to these areas: 

The Marketing department is responsible for maintaining the following content:

About Community Partnerships, Policies & Procedures, Brand

About (7) Indigenous Engagement

About (8) College of Interdisciplinary Studies

About (9) School of Business

About (10) School of Communication and Culture

About (11) School of Education and Technology

About (12) School of Environment and Sustainability

About (13) School of Humanitarian Studies

About (14) School of Leadership Studies

About (15) School of Tourism & Hospitality

Admission

Current Students (4/4)


The Marketing Department can create and/or edit pages using the following content page types:

Content type 

Can create?

Can edit?

Alert 

Yes

Yes

Contact landing 


Yes 

Course 


Yes 

Course offering 


Yes 

Events 

Yes 

Yes 

Footer (Edit) 


Yes 

Homepage (Edit) 


Yes 

Landing page 


Yes 

Listing page 


Yes 

Profile 

Yes 

Yes 

Program 

Yes 

Yes 

Program Intake 


Yes 

Program area landing 

Yes 

Yes 

Social Media Channel 


Yes 

Story 

Yes 

Yes 

Testimonial 

Yes 

Yes 

Topic page 


Yes 

Transfer agreement detail 

Yes

Yes

Need help?

 

Office of Research 

The Office of Research is responsible for maintaining content in the following sections:

The Office of Research can publish content directly. The Web Strategist will review the published changes within one week.  

The Office of Research can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Research page 

Yes

Yes 

Topic page 


Yes 

Need help?


Office of the President 

The Office of the President is responsible for maintaining content in the following sections:


The Office of the President can publish content directly. The Web Strategist will review the published changes within one week.  


Tthe Office of the President can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

News articles 

Yes 

Yes 

Topic page 

 

Yes 

Need help?


Office of the Vice-President 

Office of the Vice-President responsible for maintaining content in the following sections:

  • Current Students (3/4)

The Office of the Vice-President can publish content directly. The Web Strategist will review the published changes within one week.  

The Office of the Vice-President can edit the following page content types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Topic page 

 

Yes 

Need help?


Operations & Resilience 

The Operations & Resilience department is responsible for maintaining content in the following sections:

The Operations & Resilience team can publish content directly. The Web Strategist will review the published changes within one week.  

The Operations & Resilience department can edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Topic page 

 

Yes

Need help?


Recruitment 

The Recruitment team is responsible for maintaining the following:


The Recruitment team has the role of Writer on this content. They submit their edits to Marketing, who will publish the content when it is ready.

The Recruitment team can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Events 

Yes

Yes

Landing page 


Yes 

Topic page 


Yes 

Transfer agreement detail 

Yes 

Yes 

Need help?


Registrar's Office

Which content is the Office of the Registrar responsible for maintaining?  

 The Office of the Registrar can publish content directly. The Web Strategist will review the published changes within one week.  

The Office of the Registrar can edit the following content page types:

Content type 

Can create?

Can edit?

Landing page 


Yes

Policy – Academic regulation 

 

Yes 

Policy – Policy/Procedure 

 

Yes 

Program intake 

 

Yes 

Topic page 

 

Yes 

Need help?


Schools 

Which content are the Schools* responsible for maintaining?  

Schools can publish content in their respective sections directly, except for Program content*. The Web Strategist will review published changes to school content within one week.  

*Program content: Schools must submit changes to the following sections of Program content to the Marketing team for publishing: 

  • Program overview
  • Program description
  • Program delivery  

The remainder of Program content is the shared responsibility of Marketing and Admission, and other areas who oversee content types like Financial aid & awards. 

Schools can create and/or edit the following content page types: 

Content type 

Can create?

Can edit?

Landing page 


Yes

Program 


Yes 

Story 

Yes

Yes 

Topic page 


Yes 

Need help?

Student Services 

The Student Services team is responsible for maintaining content in the following areas of the sitemap:

What is the approval process for the Student Services to publish content 

  • The Student Services team has the role of Writer on content in the Admissions section of the site. They submit their edits to Marketing, who will publish the content when it is ready."

  • The Student Services team can publish all other content internally. The Web Strategist will review the published changes within one week.  

The Student Services team can create and/or edit the following content page types:

Content type 

Can create?

Can edit?

Events 

Yes

Yes

Financial aid and awards item 

Yes 

Yes 

Landing page 

 

Yes 

Profile 

Yes 

Yes 

Topic page 

 

Yes 

Need help?



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