CHLAVM-POL-XR-01 — WebXR and Immersive Experiences Policy

Organization: Canadian Hispanic Latin American Virtual Museum (CHLAVM)
Document ID: CHLAVM-POL-XR-01
Applies to: All immersive and interactive web-based experiences published by CHLAVM, including WebXR, AR, VR, 360°, and interactive 3D. This also covers access derivatives, metadata records, captions and transcripts, alt text, rights documentation, and synchronized non-immersive (2D) alternatives.
Status: Final (v1.0)
Owner (role): Collections Manager
Owner name: TBD
Approvals: Executive Director; Board (if required)
Review cycle: Annually and when significant operational or governance changes occur

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1. Purpose

This policy sets standards for creating, publishing, and maintaining WebXR experiences for CHLAVM. WebXR enables visitors to access virtual exhibits using web browsers on computers, mobile devices, and supported VR headsets.

2. Scope

This policy covers all public WebXR experiences, including:

1. • Virtual gallery tours
   • 360° panoramic views and look-around scenes
   • Interactive 3D object viewers
   • Browser-based augmented reality (AR) overlays
   • Virtual reality (VR) environments accessed through supported browsers or devices
   • Paired 2D alternatives provided when immersive delivery is unavailable or inaccessible

3. Policy statement

All immersive WebXR experiences published by CHLAVM must comply with current technical, accessibility, and rights standards. Each experience must include defined publishing controls, documented quality‑assurance procedures, and a maintenance plan to ensure reliable performance across all supported devices and browsers.

4. Definitions

1. • WebXR: Immersive web-based experiences, including virtual reality (VR) and augmented reality (AR), accessible through compatible browsers and devices.
   • Virtual gallery tour: An immersive experience allowing visitors to navigate through a virtual exhibition space.
   • 360° panorama: A spherical image or video scene allowing viewers to look around in all directions.
   • Augmented reality (AR): Technology that overlays digital content onto the real world through a device screen.
   • 2D alternative (fallback): A non-immersive version of the experience (e.g., 360° viewer, video walkthrough, image gallery, or interactive 3D viewer) provided for accessibility and compatibility.

5. Requirements

5.1 WebXR content types and minimum deliverables (required)

For each published WebXR experience, CHLAVM must retain or publish, as applicable, the following:

1. 1. • A specified experience type, such as tour, 360, 3D viewer, AR overlay, or VR scene
      • Required access derivatives, including web-ready media
      • Associated metadata records, including relationship links between experiences and assets
      • Accessibility sidecars, such as captions, transcripts, or alt text, as required
      • Rights documentation confirming permission for public display

5.2 Technical standards (required)

WebXR experiences must meet these baseline standards before publication:

1. 1. • Performance: The primary entry experience must load within 10 seconds on a standard connection. Large assets must be optimized through compression, appropriate texture sizing, and efficient model formats.
      • Compatibility: Test on current versions of major browsers, including Chrome, Firefox, and Safari, on both desktop and mobile. If WebXR is not supported, a clearly presented 2D alternative must be available.
      • Reliability: All interactive elements must function correctly. Audio controls, when used, must work as intended. Links and embeds must remain operational.
      • Safety: Avoid content patterns that may cause discomfort, such as excessive motion. When applicable, provide a brief comfort note, for example: “This experience includes movement—take breaks if needed.”

5.3 Accessibility requirements (required)

All WebXR experiences must comply with CHLAVM public accessibility standards, including:

1. 1. • Provide a clear non-VR or non-immersive (2D) alternative viewing option.
      • Provide text descriptions for key visual content as needed for comprehension.
      • Provide captions or transcripts for audio content.
      • Ensure keyboard navigation functions for core controls, where applicable.
      • Ensure text is readable at typical viewing distances and maintains sufficient contrast.
      • Test across multiple devices, including phones, tablets, and computers, and confirm that the fallback option works.

5.4 Rights and permissions (required)

Before publishing or re-featuring a WebXR experience, ensure the following requirements are met:

1. 1. • Confirm that all rights and permissions are valid for the intended public display period.
      • If rights expire or are revoked, promptly remove the experience from public display and document the action in project records, including the reason and any necessary approvals.

5.5 Gallery integration and publishing controls (required)

1. 1. • Publish WebXR experiences within the assigned CHLAVM gallery structure and link them from the relevant landing pages, following the current site map and approved publishing workflow.
      • Do not overwrite preservation masters during publishing. Publish only approved access derivatives.
      • Record any significant change in technical approach, platform, or publishing structure in CHLAVM’s project records.

5.6 Quality checklist (required before publishing)

Before publishing a WebXR experience, verify and document the following:

☐ Content loads within 10 seconds on a standard connection
☐ Navigation controls are clear and intuitive
☐ Interactive elements respond correctly
☐ Text is readable at typical viewing distances
☐ Audio (if used) plays correctly with volume controls
☐ Works on current Chrome, Firefox, and Safari (desktop + mobile testing)
☐ 2D alternative is available and functional
☐ Captions, transcripts, and alt text are present where required
☐ Rights/permissions confirmed for public display

5.7 File organization (required)

Maintain a consistent file structure for WebXR projects and include all relevant documentation within the project directory:

/WebXR_Projects/
/{ProjectName}/
/models/ — 3D model files
/textures/ — image textures
/audio/ — sound files
/scenes/ — scene configuration/exports
/docs/ — rights notes, QA notes, publishing notes, known issues

6. Roles and responsibilities

1. • Executive Director: Approves major exceptions and escalations, including rights issues, removals, and significant publishing changes.
   • Digitization Coordinator: Responsible for the design and implementation of WebXR exhibitions. Coordinates cross-functional teams during all development phases. Defines the parameters of the immersive environment. Works with developers to confirm that technical, accessibility, and rights requirements are met.
   • Collections Manager (Owner): Ensures policy compliance, confirms readiness for publication, and retains required records.
   • Web Publisher: Manages publishing, placement, and updates, and ensures the 2D alternative is present and correctly linked.
   • Digital Asset Manager: Publishes correct access derivatives, preserves masters and records, and maintains version traceability.
   • Quality Assurance Reviewer: Completes the quality checklist and documents pass or fail outcomes.
   • Rights Coordinator: Confirms rights and permissions, and identifies any restrictions or expiry requirements.

7. Records and required outputs

CHLAVM must retain at a minimum the following records:

1. • A project record for each WebXR experience, including type, location or placement, release date, and update history.
   • QA checklist results and notes from device and browser testing.
   • Rights confirmation notes covering the display period.
   • Accessibility notes, including captions, transcripts, and alt text coverage.
   • Issue log and resolution notes, as applicable.
   • All significant technical or publishing changes are to be documented in accordance with CHLAVM governance procedures.

8. Acceptance criteria (pass/fail)

A WebXR experience is approved for publication only if all of the following criteria are met:

• • The quality checklist (Section 5.6) is completed and passed.
  • The 2D alternative is available and functional.
  • Accessibility sidecars are present where required.
  • Rights and permissions are confirmed for public display.
  • Records are saved in the project documentation set.

9. WebXR operations review schedule

Conduct this operational review annually and when significant operational or governance changes occur:

☐ Test all WebXR links, embeds, and loading functions.
☐ Check compatibility with current desktop and mobile browser versions.
☐ Verify correct display of all assets, including models, textures, audio, and scenes.
☐ Confirm the 2D alternative is available and synchronized.
☐ Review analytics, if available, for engagement and issues.
☐ Document issues, fixes, and required updates, including dates.