EDITORIAL POLICY Urgence Québec

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1 EDITORIAL POLICY Urgence Québec Direction des communications Bureau de l information d urgence March 27, 2017

2 Updates register Version Date Description Author Updating of points 4, 7 and 11 Changes to the logo and name of the department Revision of the document Updating of introduction François Giroux Suzanne Rioux Vincent Vermandèle Suzanne Rioux

3 Table of Contents 1. Introduction 1 2. Policy objectives Scope of the policy Responsibilities Editorial line Language of dissemination 3 7. Handling of hyperlinks 4 8. Handling of requests Online forms RSS feed Government standards Application of the policy.. 5

4 1 1 Introduction Urgence Québec, a website of the Gouvernement du Québec, can be accessed at As the government information hub in emergency situations, its role is to provide individuals and businesses with accurate, complete information on emergency situations calling for the intervention of emergency managers in Québec. The information covers events in progress, applicable directives and recommendations, and programs and services offered during such events to individuals and businesses through a range of organizations. Urgence Québec also provides, on a permanent basis, detailed advice on how to properly prepare for dealing with major threats. The information made available encourages the development of a culture of emergency management in Québec by helping individuals and businesses to shoulder their responsibilities and giving them tools to cope with emergency situations. 2 Policy objectives This policy sets the rules to be adopted for the dissemination of information by Urgence Québec in order to ensure the quality, reliability, coherence and accessibility of the information; clarifies the responsibilities underlying the management of the site s content and the applicable rules of governance; informs site users about the standards it complies with. 3 Scope of the policy This policy applies to the website of Urgence Québec and its content. Through its guidelines, the policy addresses not only the persons in charge of site content, but also the authorities in charge. It also informs everyone who wants to know more about the general framework in which Urgence Québec operates. Without exception, the policy complies with the standards, rules and other directives that apply to all Gouvernement du Québec websites, while taking into account elements specific to Urgence Québec. Lastly, this policy does not cover the management of social media pages associated with Urgence Québec. Such management is guided by the specific principles set out in the social media editorial policy of Urgence Québec.

5 2 4 Responsibilities Urgence Québec is administered by the Bureau de l information d urgence (BIU), which is part of the Direction des communications of the ministère du Travail, de l Emploi et de la Solidarité sociale (MTESS). The BIU is in charge of coordinating government communications in emergency situations, in accordance with the mission entrusted to MTESS under Québec s national civil protection plan. Urgence Québec is government-wide in scope. Consequently, the website bears the signature of the government alone. Its content incorporates many contributions from departments and bodies of the Gouvernement du Québec. Through its numerous hyperlinks to the websites of government departments and bodies, Urgence Québec consolidates the information disseminated. In emergency situations, departments and bodies readily direct Internet users to Urgence Québec so that they can obtain quick, easy access to complete, multisectoral information. Urgence Québec is thus the reference site, the focal point, for Gouvernement du Québec information in emergency situations. Editorial line Urgence Québec's editorial line, which defines its choices regarding information handling and processing, is in keeping with the role of the site. Primarily, it gives tools to Internet users to help them increase their own security, that of the persons around them, and that of the community as a whole, during or in anticipation of major emergency situations. Hence, Urgence Québec calls on every person's sense of responsibility, altruism, and desire and ability to play a useful and constructive role; responds to the necessities of interventions and the needs of emergency managers by providing clear directives, guiding people to the programs and services offered, and acting as the focal point described above; expresses the commitment and efforts of the Gouvernement du Québec to resolve emergency situations and restore normalcy for the benefit of individuals and businesses. 5.1 General principles In emergency situations calling for the intervention of emergency managers in Québec, Urgence Québec provides information on the status of the situation, the applicable directives and recommendations, and the programs and services available to individuals and businesses in the circumstances. Aside from emergency situations involving emergency managers, the site also provides directives and recommendations applicable in Québec should a major documented or recurrent event occur that is likely to require the intervention of Québec's emergency managers. The site provides only information that is useful to decision-making. Its role is not, for example, to explain the workings of emergency management in Québec, discuss threats on the territory of Québec or assess them scientifically. In accordance with the principles stated earlier, the site excludes all promotional material, and sensationalistic or partisan subject matter.

6 3 Urgence Québec provides specific and accurate information that is as thorough as possible according to the circumstances. For this purpose, its personnel make necessary pre-publication checks with government partners and reliable sources. In particular, they do not engage in speculation. When information in status reports or situation assessments, for example, is provisional or piecemeal, its changing nature is clearly pointed out. In an emergency situation, information concerning the status of the situation is obtained exclusively through the governmental operations centre. This source is clearly indicated in all related content. Lastly, government departments and bodies always validate beforehand all their direct contributions (complete texts) to Urgence Québec s website. The site complies with web drafting standards by addressing Internet users in clear and plain language. Information containing recommendations and directives preferably addresses users in a personal fashion. All obsolete information is deleted from the site or archived in a separate section The site has been designed so that its bandwidth is as small as possible to enable rapid consultation by the most users possible, taking into account the purpose of the site. Hence, it does not host photographs or videos, or very few of them, and instead provides hyperlinks to such files when they can be consulted on other sites. If photographs or videos clearly serve the objectives of Urgence Québec and they are not published by a third party, they are published on Urgence Québec's Facebook account or on the Urgence Québec channel of Services Québec's YouTube account and referenced using hyperlinks and, if applicable, data streaming. In all cases, the use of photographs or videos by Urgence Québec must strictly comply with intellectual property rules and not represent a possible source of conflict with a person who legitimately believes his or her rights have been infringed by the disclosure of such documents. 6 Language of dissemination All site content is in French, in accordance with the language policy of MTESS. In addition, Urgence Québec s web administrators: translate into English all the site's permanent content in order to enable the greatest number of people possible to access advice, recommendations or directives likely to prepare Quebecers to deal with situations that may jeopardize their health and safety, with a view to sustainable development in particular; do not usually translate into English, or any other language, content that concerns events in progress, given the urgent and changing nature of the information; reserve the right, should the context of an emergency event affect a particular clientele or community, to translate content into the language of that clientele or community so the efforts made to provide information give the expected results.

7 4 7 Handling of hyperlinks Urgence Québec provides hyperlinks to pages or documents located on the websites of departments and bodies of the Gouvernement du Québec or municipalities every time a site contains information useful for the purposes of Urgence Québec s objectives, such as comprehensive information on a topic, or information which supplements that on Urgence Québec's website. Thus, Urgence Québec fully plays its role as a government information hub. Urgence Québec also provides hyperlinks to websites of departments and bodies of the Government of Canada, and to websites of recognized scientific institutions or organizations, on the following conditions: Such hyperlinks are inserted on the site solely when related relevant content is not available on the websites of the departments and bodies of the Gouvernement du Québec. Such hyperlinks truly enrich online content. In emergency situations, Urgence Québec may also provide links to the websites of recognized charitable organizations or volunteer organizations, thus enabling members of the public to offer their help. When hyperlinks lead to websites other than those of the departments and bodies of the Gouvernement du Québec, Internet users are no longer covered by the website s editorial policy or the government standards and policies applicable to websites under the responsibility of the Gouvernement du Québec. Lastly, Urgence Québec provides internal hyperlinks to pages or documents it hosts, in order to streamline content and avoid redundancy. According to Internet standards preference is given to the insertion of hyperlinks in the body of a text in order to simplify browsing; when a hyperlink directs Internet users to a PDF, Word or Excel document, indications are given in parentheses to identify the type of document concerned, its size and, where applicable, its language of publication. 8 Handling of requests Urgence Québec offers Internet users the possibility of submitting comments or questions concerning site content. The Contact us section provides various ways to contact BIU, the site authority. The service is provided by Services Québec personnel of MTESS, and information is dealt with in accordance with MTESS's confidentiality policies.

8 5 9 Online forms Urgence Québec is an information site, not a transaction site. However, in rare emergency situations, online forms may be made available on its website so that Internet users can make their presence known or register for specific activities. In all such cases, personal information sent by means of such forms is protected by security mechanisms in order to preserve its confidentiality RSS feed When emergency situations require pages to be incorporated in the website, an RSS feed specifically concerning those pages notifies subscribers of any change to them, regardless of the nature or importance of the change. The RSS feed does not notify subscribers of changes to Urgence Québec s permanent website content or to the pages of external websites to which hyperlinks lead. Government standards Urgence Québec complies in part with the government's standards and policies for dissemination of information over the Internet. It abides by the standards of the visual identification program of the Gouvernement du Québec, MTESS s applicable confidentiality rules, and the rules of MTESS s language policy. The website complies with the standards on web accessibility adopted by the Secrétariat du Conseil du trésor, i.e., the standard on the accessibility of a website, the standard on the accessibility of a downloadable document and the standard on the accessibility of multimedia on a website. 12 Application of the policy This editorial policy has been in effect since its approval on May 8, Given that it will evolve, modifications will be indicated at the beginning of the text after it has been approved, unless the entire text is revised.

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