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Global Find Info and People

Web Team Procedures and Notes

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

Regular Tasks for the Web Team

Schedule of Regular Tasks
(updated January 10, 2012)
Day of Week Site, Page, or Identifier Tasks Notes
Daily Homepage Check for accuracy, remove old information, add new information [3 boxes: registration, highlights, rotating events].  
Daily News Articles (usually through Google Alerts)

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 Smith Center events 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 section.
  • Add non-Athletics-related to RSS: Ohlone News
  • Add Athletics-related to RSS: Athletics
  • Add to New at Ohlone (and remove older items)
  • Infrequently: Update Facebook/Twitter (if appropriate)

Google Alerts are emailed regularly throughout each day by Google [keywords: ohlone, "ohlone college", "ohlone community college", "ohlone.edu", "ohlone.cc.ca.us"]
Daily Facebook: Ohlone College
  • Check for comments/questions.
  • Remove advertisements/junk that others might post on the Wall.
  • As needed, post updates of interesting and notable info (such as performing arts events, major campus activities, unusual campus events, registration dates and reminders, Athletics home games).

A Facebook app automatically posts updates on Twitter: Ohlone College.
Daily Twitter: Ohlone College
  • Reply to any Direct Messages sent to Twitter account's email (webteam@ohlone.edu).
  • As needed, post Twitter-only updates (Note: A Facebook app automatically posts updates to Twitter).
  • Occasionally search Twitter for "ohlone" to see what is being posted about Ohlone.
  
Daily MySpace: Ohlone College
  • As needed, post MySpace only updates (Note: A Twitter app automatically posts updates to MySpace).
  
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
  • Remove (or move to end of calendar page) past events.
  • Add new events
  
Monday New at Ohlone Check for remove old and add recent items in News section, update semester-related Highlights section.  
Monday
(Friday's issue)

Tri-City Voice [Archives section of site has image and text files of articles],
Tri-City Voice Sports

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

See "Google Alerts [News Articles]" for tasks.
  • Add non-Athletics-related to RSS: Ohlone News
  • Add Athletics-related to RSS: Athletics
  • Add to New at Ohlone (and remove older items)
  • Infrequently: Update Facebook/Twitter (if appropriate)
Tuesday the week before scheduled Board meetings
(sometimes on Monday)		 Draft Board Documents Upload (SFTP) draft files for the following week's Board meeting. These draft files are not posted as links on the website.

Files are provided by Shelby Foster by 4:00pm Tuesday afternoon.

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
(Tuesday's issue)

Tri-City Voice [Archives section of site has image and text files of articles],
Tri-City Voice Sports

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

See "Google Alerts [News Articles]" for tasks.
  • Add non-Athletics-related to RSS: Ohlone News
  • Add Athletics-related to RSS: Athletics
  • Add to New at Ohlone (and remove older items)
  • Infrequently: Update Facebook/Twitter (if appropriate)
Thursday Monitor Post PDFs of that day's Monitor issue on the Monitor website.
  • Add to RSS

PDFs 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 articles (as web page not PDF) related to Ohlone's people (students, employees) On Thursday of the Monitor issue, or soon thereafter.
Thursday Monitor,
Department sites,
Faculty sites

Post articles (as web page not PDF) related a specific Ohlone department on that department's website.

Do the same for faculty members whose faculty website is managed by the Web Team - but only if the article is about that person (not just mentioning that person).

 Can't do this for History and other websites not managed by Web Team.
Friday Facebook: Renegades Athletics
  • Check for comments/questions.
  • Remove advertisements/junk that others might post on the Wall.
  • Post upcoming home games, conference and state tournaments (regardless of location), annual golf tournament, etc. Look at Events Calendar and news articles for info.

A Facebook app automatically posts updates on Twitter: Ohlone College.
Friday Rotating Events:
Atheltics home games		 Post next week's (Monday - Sunday) Athletics home games. Info comes from Events Calendar.
Friday LINK CHECK:
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 provided by Shelby Foster by 3:00pm Friday afternoon at the latest.
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 other week (more frequently for important news or if high volume of news) Ohlone in the News
(email message to announcement and FoundationBoard lists)

The news items listed are:

  • Good News Reports
  • College Advancement (Articles, Press Releases)
  • District News Releases (President)
  • Foundation (Articles, Press Releases)
  • Monitor
  • Spotlight on Ohlone
  • Faculty of the Month
  • Departments (if not already included from College Advancement)
  • Athletics (main site, individual sports teams)
 There is a "master" document to be copied and edited for each Ohlone in the News message.
Occasional Calendar Listings
  • Add to RSS for Ohlone News
  • Make sure in Events Calendar and on appropriate website.
 Info comes from emails sent to media outlets by Gosia Gizyzki.
Occasional Press releases from College Advancement and PIO only

See "Google Alerts [News Articles]" for tasks.
  • Add all to RSS: Ohlone News
  • Add Athletics-related to RSS: Athletics
  • Add to New at Ohlone (and remove older items)
  • Infrequently: Update Facebook/Twitter (if appropriate)
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
(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
  • Jill Rojas (Student Services)
  • Jackie Whitehouse (Professional Development Committee) does pre-graduation dinner for employees

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