{"id":337355,"date":"2023-07-19T14:58:12","date_gmt":"2023-07-19T19:58:12","guid":{"rendered":"https:\/\/yfile.news.yorku.ca\/?page_id=337355"},"modified":"2026-03-06T14:16:07","modified_gmt":"2026-03-06T19:16:07","slug":"yfile-user-manual-2","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/yfile\/about\/yfile-user-manual-2\/","title":{"rendered":"YFile User Manual"},"content":{"rendered":"\n

Last reviewed: <\/strong>April 2025
Next review:<\/strong> April 2026<\/p>\n\n\n\n

YFile<\/em> is York University\u2019s journal of record and campus newsletter, reporting on institutional news, events, people and trends. All content is published to the YFile<\/em> website<\/a> and distributed through an email newsletter<\/a> to more than 7,500 subscribers, including faculty, staff members, students and friends of the University. The YFile<\/em> team works together with the University\u2019s Faculties, schools, departments and units to share important news and announcements. <\/p>\n\n\n\n

The YFile<\/em> User Manual<\/strong> is a companion guide that outlines YFile<\/em>\u2019s unique set of rules and conventions for writing, publication and use. Here, you will find everything from ad, image and story submission requirements to information on approvals and deadlines, as well as common questions and how to use the archives.<\/p>\n\n\n\n

YFile<\/em> adheres to the York University Writing Style Guide<\/a> (the Writing Style Guide), a document approved by the University Senate and the president. The Writing Style Guide closely follows the Canadian Press StyleBook<\/em>, which can be found here<\/a>. <\/p>\n\n\n\n

In addition to the Writing Style Guide, YFile <\/em>has its own unique set of rules and conventions for writing and publication, as outlined in alphabetical order below. For more information on YFile<\/em>\u2019s mandate and YFile <\/em>contact information, visit the About<\/a> page. <\/p>\n\n\n\n

Table of contents<\/h2>\n\n\n\n
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Advertisements<\/a><\/td><\/tr>
Announcements<\/a><\/td><\/tr>
Approvals<\/a><\/td><\/tr>
Archives<\/a><\/td><\/tr>
Awards\/funding\/grants<\/a><\/td><\/tr>
Bylines<\/a><\/td><\/tr>
Corrections<\/a><\/td><\/tr>
Criteria for inclusion in YFile<\/em><\/a><\/td><\/tr>
Deadlines<\/a><\/td><\/tr>
Embargoes<\/a><\/td><\/tr>
Events calendar<\/a><\/td><\/tr>
Event coverage<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n<\/div>\n\n\n\n
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Images<\/a><\/td><\/tr>
LCD screens<\/a><\/td><\/tr>
Notice of appointments\/new hires<\/a><\/td><\/tr>
Publication schedule<\/a><\/td><\/tr>
Reminders<\/a><\/td><\/tr>
Social media<\/a><\/td><\/tr>
Story content and common inquires<\/a><\/td><\/tr>
Story submissions<\/a><\/td><\/tr>
Subscriptions<\/a><\/td><\/tr>
Tagging<\/a><\/td><\/tr>
Videos<\/a><\/td><\/tr>
Web resources<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n<\/div>\n<\/div>\n\n\n\n

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Advertisements <\/h3>\n\n\n\n

The YFile<\/em> email newsletter includes small ads and a large footer ad to help promote important events, announcements and news at York University. All requested ads will be published at the discretion of the YFile <\/em>team.<\/p>\n\n\n\n

Deadlines: <\/strong>A request for an ad space in the YFile<\/em> email newsletter should be submitted<\/a> at minimum five (5) days in advance of the newsletter publication date.<\/p>\n\n\n\n

Requirements for small square ad:<\/strong> An image in JPG format of at minimum 800 by 800 pixels, and should include a valid URL.<\/p>\n\n\n\n

Requirements for large footer ad:<\/strong> An image in JPG format of at minimum 1,200 pixels wide by 600 pixels high and an active hyperlink that the ad can redirect to, and should include a valid URL.<\/p>\n\n\n\n

Advertisements appearing in YFile<\/em> must align with York University\u2019s Brand Standards<\/a>. For assistance ensuring your advertisement meets Brand Standards, contact University Brand & Marketing<\/a> and include your Faculty or division communications manager in your request. Information about Brand Standards can be found on the Brand Assets website<\/a>. <\/p>\n\n\n\n

>Return to Table of Contents<\/a><\/p>\n\n\n\n

Announcements<\/h3>\n\n\n\n

Announcements appear in the YFile<\/em> newsletter are important, high-level, pan-University information. Announcements posted in the newsletter are archived<\/a> on the YFile<\/em> website. The Announcements section is reserved for notices from senior leadership, and for specific information on campus operations including notices related to health and safety, labour action and more.<\/p>\n\n\n\n

>Return to Table of Contents<\/a><\/p>\n\n\n\n

Approvals <\/h3>\n\n\n\n

All content submitted to YFile<\/em> should be pre-approved by the appropriate people (e.g. members of senior leadership, deans, directors, persons quoted directly) and submitted to YFile<\/em> at least seven (7) days in advance of the newsletter publication date. The submitted copy will be reviewed by the YFile<\/em> editorial team to ensure it aligns with editorial standards. If approvals are required after review by YFile<\/em> editors, this must be stated at the time the content is submitted. In those instances, final approved copy must be returned to YFile<\/em> two (2) days before publication. <\/p>\n\n\n\n

For more specific guidelines, see Deadlines<\/a>.<\/p>\n\n\n\n

>Return to Table of Contents<\/a><\/p>\n\n\n\n

Archives <\/h3>\n\n\n\n

YFile<\/em> has an established reputation for reliable reporting and is the source of trusted, relevant and authoritative news for the University. YFile<\/em> stories are archived both online<\/a> and in the digital archives of the Clara Thomas Archives and Special Collections<\/a> to help YFile<\/em> users search and locate previously published content. <\/p>\n\n\n\n

Content: <\/strong>YFile <\/em>stories are \u200b\u200barchived on the YFile <\/em>website<\/a>, and date back to 2002. Please use the search function on the website to access the archives. <\/p>\n\n\n\n

Newsletters:<\/strong> YFile<\/em>\u2019s newsletter issues<\/a> are \u200b\u200barchived on the YFile <\/em>website, and date back to September 2021.  <\/p>\n\n\n\n

Revisions to archived content:<\/strong> A request to alter or remove an archived news story will only be considered if the story and\/or image pose a threat to personal safety. Because YFile<\/em> content is archived as official records for the University, requests to alter or remove an archived news story cannot be considered if the request changes the story in such a significant way that it alters the original news and\/or if the requester wishes to update an image, include their current role or add a fact to reflect a current situation. <\/p>\n\n\n\n

Search: <\/strong>YFile <\/em>features an advanced search function that enables users to easily retrieve content dating back to 2002. Users can search by keyword and sort by category.<\/p>\n\n\n\n

>Return to Table of Contents<\/a><\/p>\n\n\n\n

Awards\/funding\/grants <\/h3>\n\n\n\n

YFile<\/em> aims to celebrate academic and research excellence at the University, which includes sharing news of awards, funding and grants. All achievements and recognitions are a point of pride for York University; however, coverage of such stories in YFile<\/em> is primarily for large, major announcements due to the high volume of requests. Stories on awards, funding and grants will be considered on a case-by-case basis, with the following criteria as guidelines for inclusion in YFile<\/em>.<\/p>\n\n\n\n

Note:<\/strong> Non-monetary awards and recognition will be considered on a case-by-case basis, but must include a York affiliation (York faculty, staff, students, alumni) or the institution itself.<\/p>\n\n\n\n

>Return to Table of Contents<\/a><\/p>\n\n\n\n

Bylines <\/h3>\n\n\n\n

Content created by C&PA staff (YFile<\/em>), divisional comms staff and freelancers:<\/strong> <\/p>\n\n\n\n