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 July 6, 2016)
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: Ohlone Highlights
  • Box 3: Rotating Events

Updates for the first (Registration) and second (Ohlone Highlights) boxes come from Patrice Birkedahl (sometimes through Gosia Asher) in College Advancement. The Ohlone Highlights box is focused on NEWS and other non-event highlights. Usually there are 2 highlights; rarely there is only 1.

Information for the third box (Rotating Events) 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: Budget Update Forums, World Forums, Poetry Month, Speech Seminars, Science and Math Seminars, HR Workshops and Events, Diversity Workshops and Events, committee meetings, Professional Development activities, 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
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 Patrice Birkedahl.

  • 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.

Some are added to New at Ohlone (and remove older items).

Google Alerts are emailed to webteam@ohlone.edu 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.  
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.

  • 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.

Some are added 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 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] 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; 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.

All documents come from Shelby Foster in the President's Office. No other files are accepted.
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;
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
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.
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 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 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.