Internet Domain Name Procedure
(This is a CCS policy)
A domain name is a unique name that identifies an Internet resource such as a website. Domain names are defined through the Internet Domain Name System (DNS), the international system for naming network resources, and are registered in DNS. A domain name consists of a series of alphanumeric words separated by periods; for example, https://www.torontomu.ca is a domain name.
Domain names are organized in subordinate levels or subdomains that descend from the right to the left in the name with each level separated by a “dot”. The name https://www.torontomu.ca is considered a “third level” domain name and www.ee.torontomu.ca is considered a “fourth level” domain name.
Domain names ending in torontomu.ca are considered to be “TMU domain names”. Domain names of University-affiliated organizations that do not end in torontomu.ca are considered to be “external domain names”.
Computing and Communications Services(CCS) bears the overall responsibility for managing the University’s DNS, but may delegate responsibility for certain internal and external domain names to other units of the University.
The purpose of this Procedure is to define the requirements for requesting, obtaining and managing domain names in order to reduce the proliferation of redundant or ambiguous subdomains and protect the University’s name, brand and reputation. This policy applies to all domain names that are related to University activities.
Only an academic or administrative unit of the University (e.g., a school, department, center, institute or administrative organizational unit of the University) may establish a third-level domain name. Third-level domain names may not be created for individuals or student groups (see fourth-level domain names, below).
A Dean, Vice President, or Vice Provost responsible for the requesting unit must initiate a request for a new third-level domain name. Final approval of a new third-level domain name must be obtained from TMU’s Chief Information Officer, whose review may result in the need for further consultation with, or approval by, relevant University officers.
With the exception of names for common shared services, third-level domain names may not be generic or potentially applicable to many units or functions. For example, a domain name such as centre.torontomu.ca is too generic and may not be used. However, a specific name for a University-wide service such as email is acceptable (e.g. dfz.torontomu.ca). Abbreviations in domain names are acceptable, but must be meaningful.
Academic or administrative units of the University that have an existing third-level domain name may establish fourth- and lower-level domain names below that third-level domain name. These subdomain names may be requested from, and will be approved by, the relevant official responsible for the existing third-level domain; no further approval is required.
External domain names (e.g. whatever.org, xyz.com, myschool.ca) that are used to identify academic or administrative units of the University are discouraged. Use third-level domains within torontomu.ca.
In the event that a cogent case is made for an external domain name (e.g. for certain research projects that might have reason to appropriately not identify the University affiliation, or in the case of multi-institutional collaborations), final approval of a new external domain name must be obtained from the Chief Information Officer, whose review may result in the need for further consultation with, or approval by, relevant University officers. Acquiring external domains without this approval is prohibited.
The academic or administrative unit that has obtained approval for an external domain name is responsible for any costs associated with establishing and maintaining the domain name, including initial and renewal registration fees and the costs of any external services needed to operate the domain name service.
The University official responsible for the academic or administrative unit having a third-level or an external domain name must ensure that the web or other content associated with that domain name does not misuse or misrepresent the University’s brand name and logos, and that neither copyrighted material is distributed nor trademarks used without proper authorization from the copyright or trademark owner. University branding guidelines are documented at the TMU Brand website.
To request a subdomain, please use the form below. You will hear from a CCS representative within five business days of your request as to the approval and status of your request. When making the request, be sure to indicate the business case for the subdomain and where it should resolve (usually a domain or ip address). The request must be accompanied by written approval by your Director or Dean.