Regular Tasks for the Web Team - Web Team Procedures and Notes
This page is intended for use only by the Web Team.
| Day of Week | Site, Page, or Identifier | Tasks | Notes |
|---|---|---|---|
| Daily | Homepage | Check for currentness, remove old information, add new information.
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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 focus is STUDENTS. |
| Daily | Is today the day after a Board of Trustees meeting? | If so, update the notebox at the top of the Board homepage to list the NEXT Board meeting date, time, location. | |
| 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 within 3-4 weeks) the rotating events. | For example: Budget Update Forums, World Forums, Poetry Month, Speech Seminars |
| Daily | Website update (add/change/delete) submissions | Keep an eye out for events, meetings, etc. that should be added to the Events Calendar - and the rotating events calendar if applicable | For example: Student Activities events, Raza Day, Earth Day/Week, Welcome Day, Graduation |
| Daily | 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.
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Google Alerts are emailed regularly throughout each day by Google [keywords: ohlone, "ohlone college", "ohlone community college", "ohlone.edu", "ohlone.cc.ca.us"]. NOTE: The Ohlone News and Athletics RSS feeds auto post on the Ohlone College Facebook Page. NOTE: The Athletics RSS feed auto posts on the Renegades Athletics Facebook Page. |
| Daily | Facebook: Ohlone College |
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A Facebook app automatically posts updates on Twitter: Ohlone College. Adding to Ohlone's News RSS feed and Athletics RSS feed automatically posts on Ohlone College's Facebook Page's Wall. |
| Daily | Facebook: Ohlone College Renegades Athletics |
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A Facebook app automatically posts updates on Twitter: Ohlone College. Adding to Ohlone's Athletics RSS feed automatically posts on Ohlone Renegades' Facebook Page's Wall. |
| Daily | Twitter: Ohlone College |
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| Daily | MySpace: Ohlone College |
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| Daily | Tri-City Beat (blog) | Check for Ohlone-related posts. Send FYI email to PB if notable. | |
| Daily | Twitter: Ohlone College | What website additions or changes can be posted as a Twitter update? Only info helpful or interesting to students. | |
| Monday | Smith Center - Box Office, Performance Calendar, and Featured Upcoming Performances on SC homepage |
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| 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. Files are placed in the "Board Packets" shared network directory by Shelby Foster 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 | Tri-City Voice [Archives section of site has image and text files of articles], |
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. See "Google Alerts [News Articles]" for tasks. |
NOTE: The Ohlone News and Athletics RSS feeds auto post on the Ohlone College Facebook Page. NOTE: The Athletics RSS feed auto posts on the Renegades Athletics Facebook Page. |
| Thursday | 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 is 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 | 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. | |
| Thursday | 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. |
| Thursday | Monitor, Department sites |
Post blurbs with links to the related Monitor PDF page for each key/informative article related to a specific Ohlone department on that department's website. |
Can't do this for websites not managed by Web Team. |
| Friday | President, Research |
Check for broken links - use Xenu Link Sleuth on those URLs only. | This is per PB for Dr. Browning to ensure links on those websites are valid. |
| Friday
the week before scheduled Board meetings (occasionally Thursday) |
Board Packet | Post agenda and related documents for the next week's Board meeting. Files are placed in the "Board Packets" shared network directory by Shelby Foster by 3:00pm Friday afternoon at the latest and must be posted before 5:00pm that Friday. |
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| Friday (sometimes Frances' email is sent on Monday instead) |
Rotating Events: Transfer Center workshops and university visits |
Post next week's (Monday - Friday) events in rotating events on College website homepage. | Info comes from Frances Fon's weekly email message to announcement list. |
| Friday every 2-3 weeks (more frequently for important news or if high volume of news) |
Ohlone in the News (email message to announcement and FoundationBoard email distribution lists) |
The news items listed are:
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There is a "master" document to be copied and edited for each Ohlone in the News message. |
| As they come in | Calendar Listings |
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Info comes from emails sent to media outlets by Gosia Asher. |
| As they come in | Press releases from College Advancement and PIO only | See "Google Alerts [News Articles]" for tasks. |
NOTE: The Ohlone News and Athletics RSS feeds auto post on the Ohlone College Facebook Page. NOTE: The Athletics RSS feed auto posts on the Renegades Athletics Facebook Page. |
| Occasional (April, July, November) |
Class Schedules (Fall, Spring, Summer/Fall) | See MS Word file in Web Team's Documents folder on network drive for list of updates to be made | |
| Occasional | Link check the entire www.ohlone.edu website | Check for broken links - use Xenu Link Sleuth on www.ohlone.edu. | On dev.ohlone.edu and www.ohlone.edu, correct all broken links. |
| Occasional (or when I remember!) |
Study Abroad in the News | Add links to Monitor articles about Study Abroad trips/program/students | |
| Annual (March and/or April) |
Annual Commencement / Graduation Ceremony (held in late May during last week of Spring semester) | Information for students, guests, personnel |
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Emergency