Terms of Service for uOttawa Library hosted Omeka sites


As part of its support of teaching, research and information dissemination, the University of Ottawa (“uOttawa”) Library (the “Library”) offers a service hosting the Omeka exhibit-building platform (the “Service”) to members of the uOttawa community.


The Service is available to uOttawa faculty, researchers, administrators, and current students. The Library reserves the right to decline to host any given instance of the software.

Your acceptance

By using the Service, you agree to these Terms of Service. The Library reserves the right to change these Terms of Service at any time and at its sole discretion. Although the Library may attempt to notify you when major changes are made to these Terms of Service, you should periodically review the most up-to-date version.

Primary Owner

Each Omeka site provided under the Service is associated with an eligible individual who is granted administrative access to the site (the “Primary Owner”). The Primary Owner is responsible for all content posted on their site through the Service.

Service elements

  1. Customization and Technical Support: The Omeka environment allows for some customization. Primary Owners have administrative access to their accounts, meaning they have the ability to customize select element of themes, use plugins, etc., within the restrictions of the overall environment. Support is available for basic technical issues (e.g. assistance resetting passwords, resolving network outages), via the Library’s Technical Support form. However, the Library does not provide technical support for issues related to customization (e.g., altering the database, fixing coding or scripting problems, modifying themes, etc.).
  2. Access: Access is provided to Primary Owners through the Omeka administrator interface. All work and customization performed on the site must be done through this web interface.
  3. Archives: Prior to leaving the uOttawa community, Primary Owners may export their content or choose to delete it. The Library does not provide content migration from Omeka to any external service.
  4. Retention: Sites will be retained unless:
    1. The Primary Owner no longer meets the eligibility criteria (see “Eligibility” above).
      Note: If a site no longer has a Primary Owner, the Library will attempt to identify a new Primary Owner; failing that the site will be removed.
    2. The Primary Owner requests that the site be removed.
    3. The site does not comply with these Terms of Service
    4. The Service is discontinued by the Library.
  5. Discontinuation: The Library reserves the right to discontinue the Service at any time and at its sole discretion. 
  6. Changes and upgrades: The Library reserves the right to change the provision of the Service at any time and at its sole discretion. The software environment will be maintained for as long as the Library considers it to be a viable platform. Upgrade paths may involve significant changes to look-and-feel and functionality of the software, themes, and plug-ins. The Library will provide notice to the Primary Owner prior to any migrations or upgrades that will affect the integrity of their site.

User responsibilities

  1. Primary Owners must notify the Library of any contact information changes through the Technical Support form.
  2. Account activity will be monitored on a yearly basis. If no activity has been detected, the Library will make an attempt to contact the Primary Owner. In the event that no contact is made after 6 months, the site will be taken offline.
  3. As a user of the Service, you must comply with all federal, provincial, and other applicable laws; all uOttawa rules and policies, including the IT Resources and Acceptable Use Policy; and all applicable contracts and licenses. The creation of sites may involve the incorporation of original works of third parties (e.g., literature, photographs, music, software, film, and video works) that are covered by copyright laws. Primary Owners and other users of the Service are responsible for obtaining all permissions that may be necessary to incorporate works of third parties in their site. For more information on copyright and obtaining permissions, see copyright.uottawa.ca
  4. While only the Primary Owner has administrative access to the account, others (including non-uOttawa users) can be given access to edit the items, collections, exhibits and pages created within the account. The Primary Owner remains responsible for all content posted on their site through the Service.

Service availability

Availability of the Service may be interrupted for maintenance and other upgrades and is provided on an ‘as is’ and ‘as available’ basis only. The timing of this maintenance is at the Library’s discretion, however, Library staff will make a best effort to notify you of any disruptions to the Service.

uOttawa disclaimer

Omeka sites will be available on the internet and, therefore, can be indexed and searched unless the site’s Primary Owner disables this feature. Each site must display a) a method of contacting the Primary Owner; and b) this disclaimer or a link to this disclaimer:

“These pages do not in any way constitute official University of Ottawa content. The views and opinions expressed herein are strictly those of the authors. The contents have not been reviewed or approved by the University of Ottawa. The University of Ottawa makes no representations or warranties of any kind, express or implied, as to the site’s operation or the information, content or materials included on this site. Questions or concerns about content should be directed to the site’s Primary Owner.”

Inappropriate content

Although the Library does not routinely pre-screen, monitor, or regularly review content, it reserves the right to remove, at any time, at its sole discretion, any content that it considers to violate these Terms of Service or the terms of any other campus user agreements that may govern use of the campus networks, or that it deems in violation of uOttawa policy or local, provincial, or federal law. Should the Library receive reports regarding perceived inappropriate content, the site’s Primary Owner will be contacted to initially discuss the issue. In exceptional cases, where the content is obviously unacceptable, the Library will immediately remove the content prior to contacting the site’s Primary Owner. Unacceptable content of this sort also may result in account suspension, and in extreme cases, may result in disciplinary proceedings against the Primary Owner and/or other users of the Service as appropriate. Reports regarding inappropriate site content may be sent to bibnet@uottawa.ca.


Adapted from New York University’s Terms of Web Hosting Pilot Service document, December 2017.


Submitted to CODI for approval:  March 6, 2018

Submitted by:  Joan Cavanagh

Prepared by:  Cameron Metcalf, Sarah Simpkin

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