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 March 16, 2017)
Day of Week Site, Page, or Identifier Tasks Notes
Daily Ohlone College website homepage

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

  • Events (usually 3 max.)

Information for the Events section 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 box 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: Speech Seminars, Science and Math Seminars, HR Workshops and Events, Diversity Workshops and Events, committee meetings, Professional Development activities, Budget Update Forums, World Forums, Poetry Month, etc.
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,Learning College Week, Welcome Day, Graduation
Thursday [every other week for print PDFs] NOTE: This was stopped because the PDFs are not accessible.

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] NOTE: This was stopped because the PDFs are not accessible.

Monitor,
Athletics
Post blurbs with links to the related Monitor PDF page for each Athletics-related article for Team News section of the related sports team site. On Thursday of the Monitor issue, or soon thereafter.
Thursday [every other week for print PDFs] NOTE: This was stopped because the PDFs are not accessible.

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 - See also "As needed" for Board homepage below      
Friday the week before scheduled Board meetings
(occasionally Thursday; usually Thursday during Summer when Ohlone is closed on Fridays)
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.

All documents come from Shelby Foster in the President's Office. No other files are accepted.
About weekly or every other week New at Ohlone Check for remove old and add recent items in News section, update semester-related Highlights section.  
When the request comes 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.

Add to New at Ohlone (and remove older items)

When the request comes in News Articles
  • Post items related to the College 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.

 

When the request comes in 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
 
As Needed;
usually Thursday after a Wednesday evening Board meeting / workshop (Schedule this in Outlook Calendar to make it easier to remember!)
Board homepage If so, update the next Board meeting / workshop notebox at the top of the Board homepage to list the NEXT Board meeting date, time, location. Info comes from the Board meeting schedule. When completed, email Shelby Foster.
Occasional
(April, November)
Class Schedules (Summer/Fall, Spring) For a list of the updates to be made from the PDF file of the class schedule, see the MS Word file in Web Team's Documents folder on network drive PDF file comes from Kimberly Robbie. When updates are completed, email Dean of Enrollment Services
Bi-Annual
(end of Summer for Fall-Spring season; end of Spring for SummerFest)
Smith Center brochure For a list of the updates to be made from the SC brochure, see the MS Word file in Web Team's Documents folder on network drive Marketing Lead (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 For a list of the updates to be made from the Catalog PDF, see the MS Word file in Web Team's Documents folder on network drive PDF file comes from Kimberly Robbie. No need to email anyone when updates are completed.