Common Look and Feel for the Internet

Official Languages Section

Overview

All GoC Web sites must comply with relevant policies of the Official Languages Act (OLA). While publishing information in both official languages is nothing new, the use of electronic media calls for additional consideration of the linguistic aspects associated with Web technology and software interfaces. Web developers must ensure OLA requirements are met both in the content and the architecture of any given GoC site or sub-site, in accordance with Treasury Board's Directive on the Use of Official Languages on Web Sites.

The following standards related to the use official languages address particular aspects of Web site application. The rapid evolution of Web technologies and standards warrants a revision of current conventions to ensure they are up-to-date and precise.

Several other Web features require special attention to ensure OLA requirements are fully met, including server messages, text equivalents and metatags. Web servers have a number of automatic features such as instructions, e-mail redirection and error messages. Unless the server is able to recognize the language profile chosen by the user and respond accordingly, all messages generated automatically in response to user activity must be bilingual.

Because text equivalents e.g. title="  " or alt="  " are essentially tools through which site content can be obtained, they too, must be available in the end-user's language of choice.

Similarly, because metatags are designed to improve government-wide information searching through standardization of searchable criteria, metatag content must be included in the official language of the Content Page.

As the gateway to information on a particular program or service, the Welcome Page of any GoC institution is a key component of on-line communication. In the context of the common look and feel initiative, Welcome Pages can be said to serve three main functions. They help users identify the source institution, associate the site and the institution with the Government of Canada, and respect official languages requirements.

Rationale

Just as most government telephone numbers across the country are easily recognized by the '9' at the front of the NNX prefix, this initiative to adopt a domain name convention seeks to establish a similar identifier for GoC on the Internet. Domain names are vital to end-users for two reasons. First, the domain name is the specific reference to an individual site. If they know the exact domain name, users can effectively 'direct dial' to the information and services they want. Second, as the domain name appears in both Web addresses and in E-mail addresses, it increases user awareness that individuals they contact via e-mail are representatives of a GoC institution. In addition to acting as gateways to information and services and public service employees, Web sites and E-mail addresses are common elements of marketing, promotional and information materials. A common domain name convention will further enhance federal identity, presence and visibility. Bringing all GoC sites into a single domain will improve public recognition and make it easier for individuals to remember domain names they use on a regular basis. The standardization will also increase their chances of finding a site they have not previously visited. Informal surveys suggest Canadians are beginning to associate the gc.ca domain with the GoC.

At present, GoC institutions apply a wide range of approaches to indicating their identity within the gc.ca domain name: bilingual hyphenated acronyms, unilingual acronyms, selected keyword(s) from a title, truncated keyword, etc. While no solution is likely to meet the needs of all GoC institutions and provide an intuitive, memorable way for Canadians to locate individual sites in the language of their choice, there is a need for greater consistency in institution identification. The following options are available, all of which have been developed to meet the Official Languages Act requirements.

This Standard also has Navigation and Format implications.

Interpretation

If option (b) is adopted, the order of the two official languages is dictated by the location of the office providing the service through the site in question, i.e., English on the left for offices located outside of Quebec and French on the left for offices located inside Quebec. An example would be hrdc-drhc.gc.ca for offices located outside of Quebec and drhc-hrdc.gc.ca for offices located inside Quebec.

• Institutions may also register equivalent unilingual English and French versions of a name, or the acronym thereof, to be used as an alias as a means to facilitate faster access by the public to their sites when they are undertaking a promotional initiative for a given program.  These short forms could be used within announcements published in English and French magazines or on English and French television, or on the cover of equivalent unilingual versions in English and French of government brochures or appearing in alternation on the two sides of a bilingual brochure.

See following examples that illustrate the above principles.

For publications:

• See example below left to illustrate the English cover of a bilingual brochure: www.cfc.gc.ca
• See example below right to illustrate the French cover of a bilingual brochure: www.ccaf.gc.ca

English cover		French cover

• These unilingual versions of the domain name must be treated as short forms of the domain name for use within the context described above.  They would be of interest particularly to an institution whose hyphenated bilingual domain name contains several letters and the possibility of using the short forms in the contexts noted above will contribute to eliciting a better response by the public to a given initiative. They must, when either is selected by the user, lead back to the Welcome page, where the domain name will appear as in option (b).

• Should an institution wish to use the hyphenated bilingual version instead of the short form, the order conventions for the two official languages together would then have to be respected on the two sides of a brochure and in unilingual media.

• The unilingual English and French versions of the domain name may also be used on corresponding English and French content pages of the site, see below:

English content page		French content page

If geographic names are included as part of the domain name, the following principles apply:

• In the case of locations outside Canada, if a geographic name has different versions in English and French usage, both of these versions should be used (e.g. london-londres).
• In some cases, the English and French versions are identical (e.g. hongkong).
• In other cases, the name used is the same as the one within the country where the place in question is located and there is no established version in English or French.
• If Canadian place names need to be used, their use must conform to the principles of the Geographical Names Board of Canada (formerly known as the Canadian Permanent Committee on Geographical Names), see http://geonames.nrcan.gc.ca.

Vanity names as domain names

Many departments are registering so-called vanity or program specific names as sub-domains of gc.ca. These programs are often multi-departmental in nature and do not bear any FIP identity. For example, KidsCanSave.gc.ca, CanadaSavingsBonds.gc.ca, ConnectingCanadians.gc.ca. These are subject to the same rules described above under options (a) and (b) of Standard 7.1.

7.1 Best Practices

• URLs (August 2002)
• Domain Names (July 2000)

URLs (August 2002)

Another important issue related to CLF Standard 7.1 is the naming of folders and files that appear in URLs, and the language of the querystrings that may appear in URLs that are dynamically generated by such applications as ASP (Active Server Pages), e.g. http://www.goc-gdc.gc.ca/govscripts/docs/wn-qn_f.asp?who-qui=/abc-cba/forum/.

According to CLF Standard 7.1, the domain name portion of the URL, e.g. everything to the left of gc.ca, must be bilingual to comply with CLF Standard 7.1.

As a best practice, the names of folders and files, e.g. /govscripts/docs/wn-qn_f.asp, that appear in the full path should also comply with CLF Standard 7.1. This could be achieved in several ways such as naming with both official languages (links-liens), acronyms (faq_f.htm), one word spelled the same in both official languages (documents_e.htm), numbers (123_f.htm), alpha characters (abc_e.htm), etc.

It is acknowledged that the query language portion seen in some URL paths that are dynamically generated would require significant programming effort to comply with CLF Standard 7.1 but where it is feasible, this portion should also be bilingual (e.g. who-qui=/abc-cba/forum/), or should use parameter / value pairs that are not unilingual dictionary words (e.g. w=/abc-cba/forum and lang=fr).

Domain Names (July 2000)

The character string .ca is a top level domain name, and gc.ca is a sub-domain or "child" of the "parent" .ca. A name placed before the gc.ca references a sub-domain of the domain gc.ca. A "/name" after the dept.gc.ca references a directory within that domain. For example, canada.justice.gc.ca is a departmental domain name. justice.gc.ca/publications references the directory "publications" within the justice.gc.ca domain.

The network architecture selected by the department will dictate the format of specific sub-domain names and directories.

If a department advertises a host name or sub-domain within their domain for Web purposes, they must also show it as a bilingual name or acronym. For example, abc-eac.inac-ainc.gc.ca illustrates the bilingual acronym for the Aboriginal Canada sub-domain under the Indian and Northern Affairs Canada domain.

GTIS/PWGSC is responsible for registering all GoC sub-domain names under gc.ca but it does not register subdomains within a department. They are the responsibility of the department that has authority over its own departmental domain.

You can register on-line at http://registry.srv.gc.ca for a Domain Name under the gc.ca root, update an existing registered domain name (e.g., change contact information) and check the status of a new application, (e.g., received, pending approval, approved). This service is provided by the GoC DNS registry at GTIS/PWGSC.

GTIS/PWGSC also maintains a repository of institutional domain names registered under .ca, .com, .net and .org at http://registry.srv.gc.ca for your reference.

Rationale

Welcome Pages are key to initial communication, identification and navigation on all GoC Web sites, and must therefore be designed to facilitate these functions. The standard single screen size ensures all necessary elements are viewable without scrolling and provides immediate access to the full content of any Welcome Page. While the centre area of any Welcome Page is left open for customisation to suit the needs of the institution (or its programs and services), standardization of the screen size and placement of mandatory elements will enhance visual consistency across all GoC sites.

Interpretation

The official languages requirements applicable to welcome pages are located within the Treasury Board's Directive on the Use of Official Languages on Web Sites (Implementation Procedures). Specifically, for the welcome pages of sites of offices designated as bilingual, see section 6.1.1. b) and c) and Appendix A. For the welcome pages of sites of offices that are unilingual, see section 6.1.2 a) and Appendix B.

The sites of the offices of institutions subject to the Official Languages Act must reflect the official language obligations of the offices that use the sites. The standards ensure that these obligations are taken into account at the level of the Welcome page, which is, within the official languages perspective, an office's electronic service "wicket".

The standards set out above take into account the following factors:

• Offices designated as bilingual under the Official Languages Act are obligated to make an "active offer" in both official languages of their services and communications to the public. At a traditional service counter or wicket, or on the telephone, an active offer is normally achieved through the use of a bilingual greeting that lets members of the public know that at the office in question they have the right to be served in the official language of their choice.

• The English / Français buttons required on the Welcome page achieve the same purpose: they inform visitors to the site that it provides its services and communications in both official languages and offers them the choice of official language. Once the user has chosen the official language, the site gives access to content in that language.
  • For an office located outside Quebec
  • For an office located in Quebec

• The Web sites of unilingual offices or facilities are not required to post their content in both official languages as long as this is intended exclusively for the public served by that office or facility. That requirement may change if they post directly on their site content that is intended for the public in general; see Treasury Board's Directive on the Use of Official Languages on Web Sites.

In practice, it is highly recommended that a unilingual office wishing to post content which is intended for the public everywhere in Canada, to locate it on the institutional site, or on another bilingual site, and to refer to it via a hyperlink, rather than posting it directly on its own site.

Rationale

In accordance with Federal Identity Program (FIP) policies, every page of every GoC Web site must clearly identify the Government of Canada as the ultimate source. This is accomplished through the application of GoC identifiers, including the "Canada" wordmark and institutional signatures. To enhance visual recognition of GoC sites, standards for size, placement and prominence of these elements should be followed by all Web developers.

Standards for the size, placement and prominence of the "Canada" wordmark and FIP institutional signatures at the initial point of entry to GoC sites (the Welcome Page), and on all additional Web pages, foster visual recognition of individual institutions and increases the recognition of their links to the GoC. Consistent use of standard federal identifiers will ensure any area of any site can be easily identified as belonging to the Government of Canada, and will indicate that the information has been provided by a GoC institution. FIP identifiers also serve to assure users that the information is being appropriately used in the intended context.

Where the size and format of the content exceeds the 640 by 480 pixel size, a notice should be provided to the user telling them how they can adjust their screen size to accommodate the non-standard formats, e.g., tables, maps, etc.

This Standard also has Navigation and Format implications.

Rationale

The content of a site is allowed to be only in one official language when the office responsible for the site does not have the obligation to provide its content in both official languages under the Official Languages Act or its Regulations. This allows the office in question not to have to present its content in both official languages since it does not have to serve the public in its service area in both official languages. However, given the nature of the Internet, it is likely that many visitors to that site would be interested in obtaining information from a federal institution that goes beyond what the site offers to the public that is served by the office responsible for the site. The hyperlink from the unilingual site to a bilingual site (for example, the institutional site of the institution) make it possible for the official language minority population in the service area of the unilingual office to have access to other information from the institution in question in its preferred official language, even if this office is not required to serve the public in its service area.

Rationale

The sites of the offices of institutions subject to the Official Languages Act must reflect the official language obligations of the offices that use the sites. The standards ensure that these obligations are taken into account at the level of the Welcome page, which is, within the official languages perspective, an office's electronic service "wicket".

The standard for the use of the language buttons takes into account the requirements of the Official Languages Act, in particular, the obligation, pursuant to section 28 the Act, for offices required to serve the public in both official languages to make an "active offer" of those services and communications in both official languages. The language buttons on the Welcome page fulfill this purpose. The language button requirements for the Welcome pages of unilingual offices differ from those for the Welcome pages of bilingual offices. For these differences, see official languages Standard 7.2.

7.5 Best Practices

• Federal Identity Program On-line tool box

Example of common and institutional menu bars of bilingual Web sites.

English content page:

Button		Button		Button		Button		Button
Button		Button		Button		Button		Button

French content page:

Bouton		Bouton		Bouton		Bouton		Bouton
Bouton		Bouton		Bouton		Bouton		Bouton

• Change language Script

Example of common and institutional menu bars of unilingual Web sites.

English content page:

Button		Button		Button		Button		Button
Button		Button		Button		Button		Button

French content page:

Bouton		Bouton		Bouton		Bouton		Bouton
Bouton		Bouton		Bouton		Bouton		Bouton

Rationale

The principle set out under 7.6 is intended to ensure that, once a user has selected the official language for content, messages are generated in the official language of the Web page. This principle is therefore consistent with those found in other standards, see for example "Interpretation" under Standard 7.1 and Standard 7.5. When the technology available to an institution does not permit the selection of the language of Web server messages to match the language of the Web page, bilingual messages must be generated for both English Web pages and French Web pages. In bilingual messages, the order of the two official languages has to give priority to the language of the Web page. This principle is likewise consistent with those set out under 7.1.

Bilingual server notices

• error messages

Rationale

This principle is consistent with that set out under Standard 7.6.

Federal Identity Program (FIP)

• FIP Signatures text equivalents

Interpretation

In this standard the element of the metatag that makes up the content must be provided in the language of the page in which it is embedded.

Metadata

Complete Metatag = <meta name="Title" content="Important Notices">

Meta element name: "Title", "Originator", "Language of Resource", "Date" and " Controlled Subject"

These names are represented in English only.

Meta element content =  is name of the content within the Element Name

• The content of the name placed between quotation marks must reflect the language of the page in which it is embedded.

See example of metadata for a page:

<meta name="title" content="enter the title in English or French">
<meta name="originator" content="enter the Originator in English or French">
<meta name="language_of_resource" content="enter the language of resource" eng or fre">
<meta name="date_created" content="enter the date created date">
<meta name="controlled_subject_terms" content="enter the controlled subject terms" in English or French">

Metadata for an English content page:

<meta name="title" content="216 Web-safe Colours">
<meta name="originator" content="Government of Canada, Treasury Board Secretariat, Chief Information Officer Branch, Information Policy">
<meta name="controlled_subject_terms" content="CIO, IP, CLF, Common, Look, Feel, 216, colours, web-safe, websafe, safe">
<meta name="language_of_resource" content="eng">
<meta name="date_created" content="2001-07-04">

Metadata for a French content page:

<meta name="title" content="216 couleurs recommandées pour le Web>
<meta name="originator" content="Gouvernement du Canada, Secrétariat du Conseil du Trésor, Direction du dirigeant principal de l'information, Politique de l'information">
<meta name="controlled_subject_terms" content="DPI, PI, UPE, Uniformité, présentation, exploitation, 216, couleur, recommandées, RGB, HEX">
<meta name="language_of_resource" content="fre">
<meta name="date_created" content="2001-07-04">

Rationale

The content for which a federal office is responsible must be clearly identified for the public and must respect official languages requirements.

Interpretation

All offices in the National Capital Region as well as head or central offices of institutions are required to serve the public, or provide their information or communications to the public, in both official languages; the sites of these offices have the same obligation.

Offices not covered by the above must provide their communications in both official languages when they come under criteria in the Official Languages (Communications with and Services to the Public) Regulations. Both the legal text of the Regulations and a description of its provisions can be found at: http://www.hrma-agrh.gc.ca/ollo under the title "legislation".

Offices with the obligation to serve the public in both official languages are listed in Public Service Human Resources Management Agency's system known as Burolis.

There is also a Treasury Board Directive to complement the Official Languages Act, the Regulations and it's Policy on the Use of Official Languages for Communications with and Services to the Public entitled Directive on the Use of Official Languages on Web Sites.

Rationale

For the official languages, the requirements for domain names are the same as those set out under Standard 7.1. It is important that all domain name information to the right of the @ symbol reflect the same approach in complying with official language requirements as is employed at the institutional Web server level.

Thus, an institution that has registered a hyphenated name or acronym as its domain name (i.e., option (b) as discussed above under Standard 7.1) must observe the same rules for the order of the two official languages in the use of e-mail addresses. For example, English on the left for offices located outside of Quebec and French on the left for offices located inside Quebec.

Templates

E-mail templates - English

E-mail templates - French

This is for departments managing their own SMTP gateways and does not include the centralized X.400/SMTP gateway which has its own address mapping format.

Interpretation

Institutions may also register equivalent unilingual English and French versions of a domain name to be used for E-mail. However, these can be used only in the same circumstances as those outlined above with respect to unilingual forms of domain names in bilingual publications or publicity in separate unilingual magazines or other media (see "Interpretation" section of Standard 7.1). They can also be used on business cards where the official language in each unilingual version matches that of the language of the text, i.e., the unilingual English version as part of the English information on the card, and the unilingual French version as part of the French information. However, the use of these unilingual versions are once again to be seen as short forms to facilitate the public's contact with a government office. They are not to substitute for the bilingual versions used for the response to E-mails (as noted above).

Chief Information Officer Branch Direction du dirigeant principal de l'information John Doe Junior Technology Projects Officer Information Policy Division L'Esplanade Laurier, 10th Floor, East Tower 140 O'Connor Street, Ottawa, Canada  K1A 0R5 613 123-4567  Facsimile: 613 123-4567 Internet: doe.john@tbs-sct.gc.ca

Direction du dirigeant principal de l'information Chief Information Officer Branch Jean Doe Agent junior des projets en technologie Division de la politique de l'information L'Esplanade Laurier, 10e étage, tour Est 140 rue O'Connor, Ottawa, Canada  K1A 0R5 613 123-4567  Télécopieur : 613 123-4567 Internet : doe.jean@tbs-sct.gc.ca

Federal Identity Program