Web Task Force (WTF)
5/8/2003 Meeting Notes
(These are not comprehensive notes.)
Members Present
Bob Bradshaw, Paula Cassano, Kevin Kirk, Cheryl Lambert, Pilar Lewis (@1:00pm-2:00pm), Shirley Peck, May Seet (12:00pm-@1:00pm), Rob Smedfjeld (12:00pm-1:00pm), Lisa Waits (@12:30pm-2:00pm).
Review Recent Changes to Website Home Page
- added Online Classes link to first level of horizontal navigation
- moved Newark Center from first level to second level of horizontal navigation
- moved Accessibility link to standard footer and renamed it Accessibility Statement
- shortened length of home page by reducing announcements to a title which links to additional information on either a summary page or a full page located on one of the Ohlone websites
Proposal to Use Website's Development Server Hardware for a New Email Server
Cheryl said she had heard from Tiffany (Tj) Webb that Patrick Lane of the IS Department had written a proposal to use the hardware currently serving as the website's development web server for the College's new email server. The proposal includes replacing the development server with less-robust hardware. On April 28, Cheryl wrote a memorandum to Shirley and Lisa explaining why she objects to the development web server being moved to lesser quality hardware. She had not seen the proposal document itself until she was provided with a draft of it 20 minutes before the start of this WTF meeting (and has not had time to review it in total).
Rob (who is on the Budget Committee) indicated that the requested money to purchase hardware and software for a new email server had been approved, but that did not mean that there would definitely be a plan to buy new hardware instead of using the development web server hardware.
When Lisa joined the meeting, she said she had spoken with Deanna Walston and that we should not be concerned about the proposal since the hardware for the development web server would not be repurposed.
Possibly Amend Web Style Guide's Implementation Timeline
Cheryl asked whether the Implementation Timeline for the Web Style Guide should be amended since many Department and Faculty websites have not yet met the branding requirements, and additional requirements need to be met by the end of May 2003, a few weeks away. Lisa wants to keep the schedule as it is since it is important that websites meet ADA/Section 508 requirements to provide access to information by all people - "It is the right thing to do."
Lisa will arrange for Cheryl to speak at a Cabinet meeting, Jim Wright's Instructional Deans Group meeting, and Lisa's Student Services Deans Group meeting. The topics will include:
- the increasing use of the Web by students and employees for information
- a review of website statistics (similar to the March 20 WTF meeting presentation)
- the importance of meeting the Web Style Guide requirements (especially ADA/Section 508)
- the importance of using the Web for communication and providing useful and accurate information in a timely fashion to students, employees, and other in the community
Ohlone College Division/Department websites not meeting the Web Style Guide requirements for branding, accessibility, etc. include (but are not limited to):
- Theater & Dance
- KOHL (http://www.kohlradio.com)
- ON-TV
- Bookstore
- The Monitor
- Faculty websites, etc. on the "online" web server
- Human Resources
- Business Services
Grace Period for Division/Department and Other Websites to Meet Web Style Guide Requirements
Cheryl will email the Announcement distribution list asking that website maintainers for Division/Department websites contact her if they are working on their websites and letting all know that website not meeting Web Style Guide requirements will be removed from the web server after a grace period (which was not specifically stated, so Cheryl will indicate August 29, 2003 as the deadline date, thus giving people a 3-month grace period to meet the May 2003 requirements). Faculty websites will be addressed by the Web Task Force in the Fall, after faculty have returned to the college from their Summer break.
Status of Human Resources website - What should be next step?
There has been no progress in obtaining content for a Human Resources/Payroll website. Deanna Walston spoke with Lyle Engeldinger about it and he called Cheryl to talk further about an expanded HR website, but reports that HR is too busy to gather and provide the necessary content.
It was suggested that there may be a misunderstanding by Lyle that HR is expected to provide the content in HTML format. Cheryl doesn't think that is the case.
Lisa will talk with Judy Masters about meeting with Cheryl re expanding the HR/Payroll website. At a minimum, a list of services and contact people should be provided, as well as the job announcements. The site should use the standard design templates.
Status of Business Services website - What should be next step?
There has been no progress in obtaining content for a Business Services Division website, or for many of the Departments in the Business Services Division (Buildings & Grounds, Purchasing, etc.).
The meetings Lisa/Cheryl will have with the Cabinet and Deans Groups will provide additional information and may get the ball rolling. The faculty presentations given in the Fall semesters, as well as annually-published documents about Business Services, may be a source of content.
Distribute Draft Web Team Service Level Agreement dated 4/23/2003
Cheryl distributed a copy of the 4/23/2003 draft of a Web Team Service Level Agreement. This is the same version of the document that she distributed at the 4/25/2003 TACO meeting. Time ran out before TACO could review the document so it will be address next semester. Cheryl has not yet received feedback from Doug Burns or April Wolford in the IS Department. She would like the WTF to review the document and provide comments so it can be updated prior to redistribution to TACO.
Discuss Faculty Templates
Adam Peck would like the Web Team to release a template for Faculty websites. Cheryl worked on this a few months ago, but got side-tracked by other projects. She asked for input as to content, so Bob and Rob suggested keeping it simple: contact information, green sheet (syllabus) for each course taught), optional photo of the faculty member. It was suggested that a link to the floor map for the faculty member's office be included. Cheryl will continue to work on a Faculty website template and release it by the start of the Fall 2003 semester.
The Faculty Senate can be asked to provide feedback re who would use a Faculty template if provided.
Overview of Campus Maps Project
Cheryl mentioned that College Relations has provided a redesigned Fremont campus map and Fremont-Newark Area Map for the website. The Web Team has posted the new maps and plans to re-engineer the website's campus maps website using a small campus map with "hot spots" for links to enlarged quadrants of the campus maps (similar to the campus maps currently used at Santa Clara University).
Disabled Access to the Campus Web Page
Paula has been working on a web page describing the types of access provided on campus for disabled students and visitors. She has asked DSPS for information and was directed to the Deaf Center who directed her to DSPS. She has tried to obtain a copy of a campus map labeled with elevators and ramps (a large map like this is posted on the wall inside the DSPS office). It was suggested that College Relations may be able to provide campus maps with elevators and ramps marked since they have had new campus maps designed.
Emergency