Web Maintainer Responsibilities Take Effect December 1

Posted on 11/11/2008 2:16:20 PM

“My website is migrated—now what do I do?”

With 104 websites migrated to date, this is a question the Web Team has been hearing from web maintainers more and more frequently. And as the number of requests to the Web Team for smaller website changes increases, we find ourselves with less and less time to work on finishing the website migration.

So in order to clear up any confusion, we have created a list of specific responsibilities for web maintainers, which you’ll find below. As of December 1, 2008, the Web Team will begin to turn down requests to do things that are the responsibilities of web maintainers. In other words, the posting of news and events, making minor updates to web pages, etc. will need to be carried out by web maintainers rather than the Web Team.

We’re still here to support our web maintainers, and our upcoming training sessions will be targeting the skills web maintainers need to carry out these duties. (Please consult Web Team Events for information about upcoming training sessions.) We'll also continue to provide phone and e-mail support—but our emphasis will be on training web maintainers to carry out their responsibilities rather then doing those things for them.

What Web Maintainers Need to Do

  • Training and Communication
    • Complete basic training through the Web Team before working on the unit website.
    • Know who their approvers are and make sure content that needs to be published the next day is submitted to the Web Team by 2:00 p.m. Content must be submitted by an approver to get to the Web Team.
    • Keep up to date with Web Team communications: news posts, how-to documents, guides, summits, e-mails, etc.
    • Inform the Web Team when authors and approvers no longer need access to the unit website. This will help maintain web security.
  • Website Maintenance
    • Make sure existing content on the website is up to date.
    • Post news on the unit website for achievements, upcoming events, and other announcements. Posted news items will filter up to News and Events, IUP Reporter, IUP Daily, and press releases when appropriate.
    • Post events (productions, seminars, deadlines, etc.) on the website calendar and link to news items or other content as appropriate. Events will filter up to the Central Calendar, News and Events, and IUP Daily when appropriate.
    • Add pages to existing sections of the unit website.
    • Make sure all images are properly resized for the web. Recommended image sizes are provided in the Web Team’s how-to documentation. For those without desktop access to image-resizing tools, an on-line tool is available.
  • Follow best practices, using guides and how-to documentation on the Web Team site when available. Best practices include the following:
    • University style: This is the style followed on all IUP publications.
    • Formatting: proper use of heading styles, bold and italics, ordered lists, etc.
    • Menus: All HTML content should be on a menu once; twice if the content has its own menu and is part of a higher-level folder’s menu. PDF, Word documents, and other content should not be on a menu.
    • Use HTML for most web content. It results in better Google findability and a better user experience. (If using HTML is not possible, use PDF, Word/Excel/PowerPoint, in that order.)
    • Avoid using PDF and Word documents when possible; HTML content is preferred.
    • Enter useful titles and summaries for all content, including PDF, Word, Excel, and PowerPoint content.

Web Maintainers May

  • Add tables for tabular data, as long as they make them accessible for people with disabilities

Web Maintainers Contact the Web Team When

  • Creating new sub-sections/folders for a unit website. Sub-sections/folders may be necessary for adding two or more content items on a given subject.
  • Creating forms (Requests should be made to the Web Team at least ten business days before the form is needed.)
  • Adding new authors/approvers to the unit website