April 8, 2008 Webmasters Committee Meeting Minutes
Present: Jill Lenz, Linda Tarnoff, Sallie Varner, Merry Wright, Charlie Kerlee,
Tom Harmon, Jamie Bethel.
Jill Lenz, Chair, started the meeting at 9:01 am
Jill provided updates about the following items:
1. URL update: welcome.colostate.edu to www.colostate.edu
Jill already updated this link in the page footer. Use Dreamweaver’s Find and Replace
feature to locate individual pages in your site that still have the old link and change
the source code.
2. Reminder: Join the Rampoint "CSU Web Developers" group at http://rampoint.colostate.edu/
to receive announcements such as CSU-wide URL updates.
Log in to Rampoint and choose Groups to subscribe.
3. CSU domain name change status
Larry Cobb thanked the Webmasters for their input as documented in the January 2008
meeting minutes. No official decision yet regarding this change.
4. Editorial guidelines for department names
A style document located at this website
http://ccs.colostate.edu/files/pdfs/CsUstyleguideAug07.pdf gives guidelines for the most
common usage questions related to use and capitalization of departments, offices, centers
(Note: Some information differs from the AP Stylebook.)
Note on capitalization: The following guidelines are intended to address and to avoid
excessive capitalization, since capitalization confers added significance to common nouns.
Readers may not consider such capitalized words to be as momentous as does the writer.
Use good judgment in selecting a particular style – with this guide as a reference – and
apply that style consistently throughout the document.
Capitalize full, official department, college, and office names. In all other instances,
do not capitalize. The official format for names of Colorado State University colleges and
departments is College of and Department of. Do not use ampersands, and follow this style
guide’s punctuation style (ex.).
• College of Liberal Arts
• the liberal arts college
• Department of Physics
• physics department
• the Department of Music, Theatre, and Dance
• the music program
Shortened or informal names may be used on subsequent references but do not capitalize (ex.).
The Department of Economics and the Department of History, in cooperation with the Office
of the Vice President for Student Affairs, are hosting the event. Jim Smith, professor in
the economics department, is the featured lecturer. He will speak on the history of global
Avoid using acronyms for University names (see acronyms).
5. CSU A-Z listing
Don Zimmerman’s recommendations are to "Review CSU’s A-Z list. Determine if you need to revise entries, such as CVMBS departments or add links to CVMBS support offices and units. Examples, can they find pathology veterinary services? Pet owner counselor?"
Jill noted that the CSU a-z listing for ERHS doesn’t read Department of following the name.
Merry will check BMS, MIP and Clinical Sciences in the A-Z listing for this format and
contact webmaster of the page to correct.
1. Don Zimmerman contract update
Have received all the promised documentation, a short Expert
Review with a dozen recommendations, research data on the card sorting exercises, research
data on the usability testing and a general web style guide. Per Dr. Blehm, Jill prepared
a memo assessing the process and recommendations on how to proceed with this information
to be shared with the CVMBS management team this week. Jill is scheduled to meet with Don
Zimmerman to begin mapping the website according to the card sorting research data.
The purpose of that task will be to reorganize our menus and the site structure. For many
of the Usability Testing tasks, the failure rate approached 75% failure rate for all
groups and took all three groups more than one minute to find important information.
2. Carol Borchert contract update
Carol is drafting college-specific editorial/content guidelines for:
Proper Names and Second References
College Calendar/Upcoming Events (new with Carol as the moderator)
College News Page (new)
College Home Page
Section/Department Home Pages
3. Outside web consultant contract update
Per Thom Hadley the top three outside web consultants have been identified by Purchasing
with selections to be made by late April. This is to reprogram FAS, Medical Records, and
redesign the external website possibly with a Content Management System (CMS) for the
webmasters to easily update content with no or minimal HTML knowledge. It is to be
determined if the consultants will build in-house or if they will use a "market" based
Content Management System. That is yet to be determined and will be identified during
Linda mentioned web content involving video or other interactive files, particularly for
prospective students or PVM classes. Charlie explained what services he can provide to
help produce short videos for the web. Jill reminded us that the InTech lab has resources
and the students staffing the lab can help with some of these tasks.
4. New production server policy and Q & A session - Tom Harmon
Tom agreed to answer the following FAQ’s, which were collected by Jill since the email
about the new server policy was distributed.
1. What are the web server manageability and security issues that caused the new policy of
web authors no longer being able to load content directly on the production server to be
put in place?
Tom should have said:
It’s a check point for all web
developers. We have lots of people creating web pages and the CRG
web administrators are trying to make sure the productions web servers are
stable and secure. Everything goes to a testing server first and it is
each developers responsibility to make a good effort to verify
that their web pages work – no more direct posting to
production. This is the current
forth by Larry Cobb, Kacie Reed and Tom Harmon.
2. What is the value-added of this additional step of requesting files to be loaded by
Tom should have said:
Again, it’s a check point to ensure the
stability and security of the production web servers. It prevents people
from posting whatever they want to the production web server before it
goes through some kind of testing process. There are over 100 different
web sites on the current production web server (www.cvmbs.colostate.edu) and the
CRG web administrators decided this is the best way to control what gets posted
to the production web servers.
3. How do I change my workflow from working directly on the web server to adding the step
of working on the development server?
Everyone will post pages on testing and when you think it looks right, you will
tell me or Kacie Reed to copy to the production server.
4. How do Tom and Kacie want to be contacted when files are ready to be moved to the
production server? Phone? Email? Contact both or a certain one?
Each webmaster will email both of us, to provide back up coverage in the event
of vacation/illness/etc, when pages are updated and need reposted. You will need to give
us the name of the files or folders that you changed. If changes are extensive, you can
just tell us to copy the whole folder to production.
5. What is the expected turn around time?
Within minutes to an hour.
6. How do I reconfigure my Dreamweaver site to point to the new development server when I
start using this new workflow? Will I be notified when to start working this way?
I will coordinate and work with individuals responsible for department sites to
reconfigure the W drive and move those sites to the new development server. Moving the
sites provides an opportunity for old file cleanup. You can work live on the development
server. I think the transition will be fairly easy.
He also noted the new server has much more space, which will allow for exploration of new
programming technology such as .NET.
Meeting adjourned at 10:06 am.
The next meeting will be held on Tuesday, May 13th, 9:00-10:00 am, Environmental Health Building Conference Room 120.
Minutes submitted by Merry Wright.
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