Regular Tasks for the Web Team - Web Team Procedures and Notes

This page is intended for use only by the Web Team.

Schedule of Regular Tasks
(updated April 10, 2014)
Day of Week Site, Page, or Identifier Tasks Notes
Daily Ohlone College website homepage

Check for correct info, remove old information, add new information.

  • Box 1: Registration
  • Box 2: Highlights
  • Box 3: Rotating events

As of April 2014, Highlights box is focused on NEWS and other non-event highlights. If none, then use 1-2 event highlights. Expect updates from Patrice Birkedahl / Gosia Asher in College Advancement.

Rotating events info comes from Events Calendar - DO NOT add meetings (Board, Council, ASOC, etc.) or events for just faculty or just staff or for a small audience. The events focus is STUDENTS.

Daily Email messages sent to the announcement distribution list Keep an eye out for events, meetings, etc. that should be added to the related web page, the Events Calendar, and, if applicable, the rotating events. For example: Budget Update Forums, World Forums, Poetry Month, Speech Seminars, Science and Math Seminars, HR Workshops
Daily Website update submissions (adds / changes / deletes) Keep an eye out for events, meetings, etc. that should also be added / changed / deleted in the Events Calendar - and, if applicable, the rotating events. For example: Student Activities events, committee meetings, Athletics schedules, Raza Day, Learning College Week, Welcome Day, Graduation
Daily TEMPORARY since as of 11/1/2013 no longer in College Advancement Department.
News Articles (usually through Google Alerts emailed to webteam@ohlone.edu)

Review for Ohlone-related news appropriate for posting. Not everything is posted (lots of the Google Alerts are not used) - when in doubt, ask PB.

  • Post items related to the College (including events at Smith Center put on by Ohlone) on College Advancement: Articles.
  • Post items related to Athletics on that sports team's website under News. Athletics "general" items are posted on the Athletics main site under News.
  • Post items related to the Foundation on Foundation: Articles.
  • Items related to specific departments are posted on College Advancement: Articles and an intro blurb is posted in that department's News section.
  • Items related to the Newark Center are posted on College Advancement: Articles and an intro blurb is posted in Newark's News page.

Add to New at Ohlone (and remove older items).

Google Alerts are emailed regularly throughout each day by Google [keywords: ohlone, "ohlone college", "ohlone community college", "ohlone.edu", "ohlone.cc.ca.us"].

Monday Smith Center
- Box Office, qrbox.html, Performance Calendar, Featured Upcoming Performances on SC homepage, and Music Concerts
  • SC Performance Calendar: move past events to table at bottom of calendar page
  • SC Homepage, Box Office, and qrbox.html: remove past events
  • As needed, add new events to Performance Calendar, Box Office
 
Monday New at Ohlone Check for remove old and add recent items in News section, update semester-related Highlights section.  
Tuesday
the week before scheduled Board meetings
(sometimes on Monday)
Draft Board Documents

Upload (SFTP) draft files for the following week's Board meeting to www2/org/docsboarddrafts/. These draft files are not posted as links on the website.

Shelby Foster places the files in the "Board Packets" shared network directory by 4:00pm Tuesday afternoon and must be posted before 5:00pm for that night's meeting of Ohlone administration to review the files before the upcoming Board meeting.

The uploaded files are reviewed by administration in preparation for the following week's Board meeting. The uploaded files can be deleted after the Board Packet is posted (but usually deleted when the next bunch of draft Board docs are uploaded).

Wednesday

TEMPORARY since as of 11/1/2013 no longer in College Advancement Department.
Tri-City Voice [Archives section of site has image and text files of articles],
Tri-City Voice Sports

Check the Tuesday issue of TCV for Ohlone-related articles (including any accompanying photos). Usually about Athletics or Smith Center events, but may be the College in general or specific departments.

  • Post items related to the College (including events at Smith Center put on by Ohlone) on College Advancement: Articles.
  • Post items related to Athletics on that sports team's website under News. Athletics "general" items are posted on the Athletics main site under News.
  • Items related to specific departments are posted on College Advancement: Articles and an intro blurb is posted in that department's News section.
  • Items related to the Newark Center are posted on College Advancement: Articles and an intro blurb is posted in Newark's News page.

Add to New at Ohlone (and remove older items)

Thursday [every other week for print PDFs] Monitor

Post PDFs of that day's Monitor issue on the Monitor website.

PDFs of the Monitor come from faculty advisor for the Monitor. If not received by mid-day Thursday or Friday morning, email that person a reminder to send the PDFs.

The first issue may be published on the first day of classes (usually a Monday). Issues are published every other Thursday during Fall and Spring semesters except for the Spring Break and Thanksgiving weeks.

Thursday [every other week for print PDFs] Monitor,
Athletics
Post blurbs with links to the related Monitor PDF page for each Athletics-related article in the News section of the related sports team site. On Thursday of the Monitor issue, or soon thereafter.
Thursday [every other week for print PDFs] Monitor,
Spotlight on Ohlone
Post article title with link to related Monitor PDF page for each article related to Ohlone's people (students, employees). On Thursday of the Monitor issue, or soon thereafter.
Friday the week before scheduled Board meetings
(occasionally Thursday; Summer may be different)
Board Packet

Post agenda and related packet documents for the next week's Board meeting.

Shelby Foster places the files in the "Board Packets" shared network directory by 3:00pm Friday afternoon at the latest and must be posted before 5:00pm that Friday.

 
As they come in Calendar Listings

If not already done, post on appropriate website and in Events Calendar.

Info comes from emails sent to media outlets by Gosia Asher or her student assistant.
As they come in Press releases from College Advancement and PIO only
  • Post items related to the College (including events at Smith Center put on by Ohlone) on College Advancement: Articles (including items about Athletics).
  • Also post items related to Athletics on that sports team's website under News. Athletics "general" items are posted on the Athletics main site under News.
  • Items related to specific departments are posted on College Advancement: Articles and an intro blurb is posted in that department's News section.
  • Items related to the Newark Center are posted on College Advancement: Articles and an intro blurb is posted in Newark's News page.

Add to New at Ohlone (and remove older items)

As Needed Is today the day after a Board of Trustees meeting? (Schedule this in Outlook Calendar to make it easier to remember!) If so, update the notebox at the top of the Board homepage to list the NEXT Board meeting date, time, location. When done, email Shelby Foster
Occasional
(April, November)
Class Schedules (Summer/Fall, Spring) See MS Word file in Web Team's Documents folder on network drive for list of updates to be made When done, email Dean, Enrollment Services
Occasional Link check the entire www.ohlone.edu website Check for broken links to www.ohlone.edu pages/files - use Xenu Link Sleuth on www.ohlone.edu and include www2.ohlone.edu On dev.ohlone.edu and www.ohlone.edu, correct all broken links. Do not check off-site links.
Occasional
(or when I remember!)
Study Abroad in the News Add links to Monitor articles about Study Abroad trips / program /students  
Bi-Annual
(end of Summer for Fall-Spring season; end of Spring for SummerFest)
Smith Center brochure See MS Word file in Web Team's Documents folder on network drive for list of updates to be made. Gosia Asher (College Advancement)
Annual
(March and/or April)
Commencement / Graduation Ceremony (held in late May during last week of Spring semester) Information for students, guests, personnel
  • Jill Rojas (Student Services)
  • Pre-Graduation Dinner information supplied by Shairon Zingsheim (AVP, HR) - contact her for this info
Annual Catalog See MS Word file in Web Team's Documents folder on network drive for list of updates to be made When done, email Kimberly Robbie.