Organization Web Pages

Thu, 06/06/2013 - 08:37 -- sewm02

Organization Web Pages

This page contains DRAFT institutional policy information. We welcome your input and suggestions on these policies. To provide such feedback, please use the Discussion page associated with this page. Be aware that all entries you make are linked to your uca. See Appropriate Content for more information.

How to Build a Web Presence for Your Student Organization

Benefits of Web Presence

Benefits of creating and maintaining a web or Wiki page for your student organization:

  • Current & future students can find out about the events, programs, & community service your club has to offer.
  • You can readily promote the time, date & location of your meetings on your web and/or Wiki page.
  • Membership in your club could increase due to publicity on the web.
  • The global community can find out what the clubs at Fairmont State are doing.
  • An archive will exist for your club from the photos and documents you add to your web and/or Wiki page.

Student Organizations Page

The complete list of recognized Student Organizations is provided at http://www.fairmontstate.edu/SO/default.asp. This page is maintained by the Student Activities Director and all changes to this page (added clubs, advisor changes, contact info, link) must be sent to her.

We will add the links to your preferred web page and/or Wiki page from the listing of Student Organizations.

Web Page Options

We will link to your preferred web or Wiki page. A few of you already have well maintained web pages or Wiki pages. We applaud your efforts and thank your for helping potential and current students find out about you and your club.

Your choices for web pages are as follows;

  • A Wiki Page
  • A web page designed using the current Liquid Matrix Content Management program
  • A custom web page designed by your club, other group on campus or private entity. This would be housed in your club's FTP space.

If you want to have both a Wiki page and a webpage (Liquid Matrix or custom designed) we simply need you to tell us which one you would like us to have as the main page for your club. You can then add a link to your secondary webpage or Wiki page from your main page.

How to decide what type of electronic presence to choose?

There are advantages and disadvantages to all three options; you will need to decide what option(s)best fit your organization.

Wiki page

  • Editing window provided with buttons, so limited knowledge of html or wiki markup language is needed.
  • Designed more for ease of use and collaboration than for flashiness.
  • Anyone in the organization can edit the organization pages simply by logging into the wiki with their campus uca and password, so no managing of permissions is required and team editing is encouraged.
  • Help pages, including a step-by-step tutorial, are available directly from the home page of the wiki (http://www.fairmontstate.edu/fsuwiki/welcome-fsu-wiki), and you are also welcome to send wiki use and editing questions to Erica Harvey (eharvey@fairmontstate.edu) or Andrea Burnett,, student worker (aburnett@fairmontstate.edu).
  • No permissions need to be requested. Control is maintained by watching pages instead of protecting them.
  • Email notification of changes can be selected for watched pages, making this the most intrusive form of monitoring the content and changes to the site.
  • All changes are recorded in the history and any user can revert to a previous version of the page.
  • It is easy to create, link to, and edit new pages for an expanded organization presence.

Since all users can edit wiki pages, the following step is being taken to address security concerns:

  • All clubs are asked to designate at least one person (can be a club member or advisor) to “watch” and maintain their club’s Wiki page. This person is asked to set up email notification of any changes to the page. (See instructions below.)

Logging in and Watching Wiki Pages

1. Go to the Student Organizations page and follow the link from there to your organization’s wiki page.

2. Log in to the wiki by clicking on the Log In link in the far upper right corner of the FSU Wiki window. Use your campus uca and password. After logging in, click the link that takes you back to your organization’s page.

3. A “watch” tab will appear beside the article, discussion, edit and history tabs at the top of the page. Clicking the “watch” tab adds the page you are looking at (which should be your organization’s page) to your personal watchlist. This way you will be informed of any changes to the page.

4. You will see the following links (plus others) to the left of the Log In/Log Out area at the top of the page.

  • my preferences: This allows you to customize your view of the wiki (using the tabs on this page) and also to control how you get information about changes to pages that you care about. You should select the box that will send you an email every time a “watched” page changes. If you are a heavy user of the wiki, you may prefer to turn off the email notification and just check your watchlist every time you log in (see below).
  • my watchlist: If there are pages that you care about, you can click “watch” on those pages to add them to your watchlist. Then you can be notified every time a change is made to that page. You control the way you are notified by changing "my preferences" (see above). To add a page to your watchlist, simply go to that page and click "watch" which appears in the tabs to the right of article, discussion, edit and history. This is only available to users who are logged in.

Web page in Liquid Matrix (soon to be Drupal)

  • Editing window provided with buttons, so limited knowledge of html is needed
  • Web pages would be consistent with the institution's overall "look and feel"
    • Drupal will allow theming (the ability to change the "look and feel") for separate areas of the website
    • Clubs could design a new theme and ask for it to be applied to their club's pages
  • A one-hour training session is required for all new editors and a manual is provided on the web as well.
  • Editing permissions are set by Bob Heffner and all permissions changes need to be made by having the advisor send an email to him.
  • All changes are published by Bob (what level of oversight? Is the submitter recorded?)
  • Reversion to a previous version is not possible.

Custom web page on PHP server

  • Able to provide an attention getting, attractive web page for your club.
  • Able to highlight the web developing skills of your individual club.
  • Requires knowledge of html to create and maintain.
  • Pages must be uploaded to ftp folder after each revision
  • Upload access can be limited to people specified by club advisor, but it is impossible to tell who within that group has made a change or what the change was.
  • IT can provide a log (in the ftp space) of when changes were made, but webmaster for the club (advisor?) will need to go to the log to check it and then verify content every time the log shows a change was made.
  • The Information Systems Student Organization (ISSO) provides a web-design service (for a fee) to student organizations. Training of club members for site maintenance is included. Contact Scott Carr to find out details.

Club Webmaster

All clubs are asked to designate at least one person (can be a club member or advisor) to serve as your webmaster.

This person is asked to “watch” and maintain their club’s Wiki and/or Liquid Matrix/custom web page.

We ask that all Wiki, Liquid Matrix or custom designed web pages, be maintained and updated on a regular basis. If you are posting calendars or list of members, officers, etc, be sure to keep the content current.

The club webmaster will be responsible for checking the email (see below) and maintaining the web site.

Advisor Responsibilities

The club or organization advisor is ultimately responsible for the accuracy and appropriateness of content posted on the organization website. A well maintained web presence can be a real asset to the organization and to the institution.

Streamlined URL’s and email addresses

If the Student Organization wants, a shortcut URL can be created to point to whichever type of page they choose as the main page for their organization. So, it would be www.fairmontstate.edu/stand regardless of whether it is the Wiki, FTP, or LM. That way any type of advertisement they would do, they could use the nice URL.

Similarly, IT can provide an email address for your club such as ISSO@fairmontstate.edu.

Maintaining Your Web Presence

Club webpages need to be maintained regularly. At least once a month is recommended.

Each fall, all clubs will participate in a page maintenance work session with technical assistance present. Technical assistance will be provided if using Wiki or Liquid Matrix. At this time, the following information needs to be updated and posted (at a minimum)

  • Advisor name and contact information
  • Officer names and contact information
  • Meeting times
  • Major planned activities (if known)
  • Service activities from the past year
  • All out of date information.

Useful information to post:

  • Names of members
  • Logo
  • Events
  • Photos
  • Calendar
  • Fundraisers
  • Membership criteria, dues if any
  • Links to related organizations, national chapters, etc.
  • Archived information for past years. This can be very effective, as long as you make it clear by links and page titles that the information is an archive rather than an out of date web presence.

Appropriate Content

We ask that all content be appropriate and in no way contain information degrading to your club, your members, other clubs, our students or our institution.

Social Networking Site Guidelines

Direct links to Facebook, MySpace, YouTube or other social networking sites are not allowed. Facebook, MySpace and other social networking sites can be very effective communication vehicles for organizations. If your organization uses such a site, you can place the following statement on your page to direct members to it:

"Student Club Y has a Facebook group. To join the group, search FSU Y on Facebook or contact John Doe (jdoe@fairmontstate.edu, or 367-xxxx."

Student organizations that want to publish information on any social networking site, such as Facebook, MySpace, You Tube, etc. need to follow the same guidelines they would follow when publishing on a campus web site. (These standards do not apply to personal pages.)

Some specific guidelines include:

  • Use of Fairmont State logos are governed by the same standards that apply to all publications. Links to standards and graphics can be found INSERT LINK to WEB &GRAPHICS
  • On pages where possible, use the University’s Web colors - insert link
  • Posted video should follow accessibility standards found in the INSERT LINK. Also, see standards for animation and multimedia on the same site.
  • On pages where public comments are allowed, comments should be monitored by the page administrators. Lewd or explicit postings should be removed.
  • For guidelines related to student use of social networking sites, see PROVIDE LINK.

Please contact the Director of Communications (Sarah? Amy?) if you have any questions or concerns.

Linking:

  • Consider what related material the reader is likely to wish to visit next, and provide direct links to such content.
  • Provide in-line links to other web content mentioned in your text.
  • When providing links from official pages to any off-site or unofficial on-site content, be sure your surrounding text makes it clear that the viewer will be leaving the institution's official publication.
  • Provide warnings text, indicating size and type of file, when linking to video, audio, or other specialized content.
  • Provide warnings on links that will lead the viewer to restricted pages where they will need to know a password to continue.
  • Use meaningful, descriptive linking text on all links. I.e., avoid the use of "click here".
  • When linking to a top level `index.html' page, create the link to directory name (including the trailing `/'), not to `index.html'.

Official and Unofficial Web Pages

Adapted from http://www.wright.edu/wrightway/2001.html:

The Wright State University Web site includes both official and unofficial pages. Any WSU Web pages that contain official university information or are directly connected with the university's mission, including faculty, staff, and student organization pages and any pages that provide classroom or coursework materials, are considered official pages. a. Wright State University is not responsible for unofficial pages. The university reserves the right, however, to remove from any WSU Web server any page that is found to be in violation of the law or university policies or interests or that is detrimental to performance of the Web server or the network. b. The following statement must appear on any WSU Web page that provides links to unofficial pages: "The views and opinions expressed on unofficial pages of Wright State University faculty, staff or students are strictly those of the page authors. The content of these pages has not been reviewed or approved by Wright State University." The disclaimer statement must be placed immediately preceding links to unofficial pages.

Disclaimer — Official University Web Sites

From http://webguide.ua.edu/standards.html#discoff:

• Minimum Design Standard — A clearly labeled disclaimer, link to a disclaimer, or link to the official UA disclaimer at www.ua.edu/disclaimer.html displayed on the home page of all Official University Web Sites. The following language is recommended:

"Although the authors of this Web site have made every reasonable effort to be factually accurate, no responsibility is assumed for editorial or clerical errors or error occasioned by honest mistake. All information contained on this Web site is subject to change by the appropriate officials of The University of Alabama without prior notice. Material on this Web site does not serve as a contract between The University of Alabama and any other party."

Disclaimer — Unofficial University Web Sites • Minimum Design Standard — A clearly labeled disclaimer or link to a disclaimer displayed on the home page of all Unofficial University Web Sites. The following language is recommended:

"The views, opinions, and conclusions expressed in this page are those of the author or organization and not necessarily those of The University of Alabama or its officers and trustees. The content of this page has not been reviewed or approved by the University of Alabama, and the author or organization is solely responsible for its content."

CHECKLIST FOR SETTING UP A STUDENT ORGANIZATION WEB SITE:

Adapted from http://www.emich.edu/web_standards_guide/student_org_sites.html

1. You must already be officially recognized. See pages for becoming an officially recognized student organization. This step is ESSENTIAL and must be done FIRST. If your organization already exists, VERIFY that your official recognition is still current by contacting the Director of Student Activities. Failure to follow this step will delay or invalidate your request for server access.

2. Verify that the correct advisor is listed on the Student Organizations page. This official listing is used by IT to verify the authenticity of your request. If your current advisor's name does not match what the Student Organization Center has listed, we CANNOT grant you access to the server. So, if you are a new organization or have recently changed your advisor, you MUST make sure the change is recorded at the Student Organization Center. To summarize: ONLY the group's official advisor may authorize access to the group's web site on our servers. If the official advisor does not sign the access form, the webmaster will not be granted access to the web site.

3. Have your club's advisor make the request for space and/or access, as described below:

 

  • Custom Web Page
    • To request ftp space for a custom-designed web page, the advisor who is listed on the Student Organizations web page (INSERT LINK ) sends an email to help@fairmontstate.edu and provide the following:
      • Name of the organization
      • A suggestion for the site name; i.e., www2.fairmontstate.edu/users/sitename (sometimes we make these up depending on the length, etc.)
      • The UCAs for people who should have access to modify the site content
      • Whether the UCAs are students and/or faculty/staff (this helps us determine which domain the accounts are in)
      • The person primarily responsible for the site

 

  • Content Management System Pages
    • This institution currently utilizes Datatel's LiquidMatrix software to maintain its public web site content. This browser-based content management system (CMS) provides the tools for faculty and staff to directly maintain those portions of institutional web content for which they are responsible. The CMS also helps the institution to maintain the visual and navigational integrity of its web site.
    • All page development and editing requires use of the Internet Explorer (ver 5.0+) web browser. The LiquidMatrix CMS does not work under the Windows Vista operating system. In order to work on an institutional web page, a member of the faculty or staff or student must be given "editing privileges" by the office of Web and Graphic Communications. Requests for permissions must be submitted by the advisor for the Student Organization by calling Web and Graphic Communications (4739).
    • Training for FSU Website Content Management system is generally scheduled on Tuesdays at 10:00 a.m. in Room 103 Wallman Hall. NOTE: Each session can accomodate a maximum of two (2) participants.
    • Faculty and staff interested in web page editing training, should call Web and Graphic Communications (4739) for information.
    • For those responsible for maintaining particular institutional web page content, there is a web page editing manual available for download as a Microsoft Word document. A printed color version of the manual is provided to those who participate in a training session. Note: The online version is always the up-to-date version.

 

4. You will receive an e-mail notification once your server directory access has been established. This message will contain all the information you need to access your assigned directory on the server. If you have not been notified within 3 weeks of submitting your form, you may contact the help@fairmontstate.edu for further information.

5. Design your web site according to the regulations for unofficial web sites.

6. Load your web site to FSU's server based on the instructions in the e-mail message you received.

7. Periodic reviews of sites may be conducted to ensure they follow the official regulations. As long as you remain in compliance with these regulations, your site will remain in good standing on the servers.

8. Be sure to notify help@fairmontstate.edu immediately if you wish to change, add or remove your club webmaster(s).