Web Advisory Committee
MEETING MINUTES – APRIL 2, 2014
In Attendance: Cal Anderson, Beverly Bavaro, Kathy Berry, Elena Bubnova, Thomas Dobbert, John Fitzsimmons, Kate
Kirkpatrick, Echo Lynch, Craig Rodrigue,
Meeting Called to Order: 11:00 a.m.
Current Business
CMS Training
Cal opened the meeting by saying that Web Services had accomplished their goal of rolling out the first CMS classes for
new CMS Web Content Contributors.
Kathy Berry was in the first group to be trained. Her feedback was that the classes were comprehensive and easy to
follow. Cal said that they are keeping classes small; using Professional Development's training room for the hands-on
portion of the training (that classroom accommodates six people, maximum).
Cal demonstrated some of the new class materials which have been added to the Web Services website and are available
to all of TMCC, including How to Write for the Web. This will help to educate the TMCC community, so we can teach the
"one voice" concept that the TMCC website is consistent and cohesive. As we receive new/edited content we will be able to
use these Web pages to guide users in the right direction.
Cal said that Web Services has for years been editing content prior to posting to the website and now they are taking
departments to a higher level so they can do it themselves. As people gain access to their department content it will be
important for them to know how to formulate that content. Web Services will continue to review all content before it goes
live.
Next series of classes is in the planning stages for possibly mid-April, then the goal is to teach them every other week
which would be about 12 people per month. Currently there are about 80-85 Web Content Providers overall, most of whom
will ultimately want/need CMS training.
After all of the Web Content Providers have been trained, Web Services will work on putting together advanced training for
those who have successfully completed the basics.
Web Responsibilities and Specifications
Cal discussed Web content responsibilities and ownership. For the past 14 years, Web Services has published all Web
content and now with the CMS, others will be taking control of their own content for the first time. This has prompted Web
Services to re-examine policies and procedures and refine the Web Publishing Guidelines.
Web Services will incorporate into the CMS training many of the requirements that have previously been in place;
however, theoretically, what would happen if someone were not to follow the guidelines? Right now, Web Services retains
the right to accept or reject content additions and edits.
Web Services roles are clearly defined as to what Web Services/IT has the authority to do, but Cal is wondering if a
grievance procedure and perhaps a broader official policy may be needed to help Web Services with enforcement of
standards and procedures that are in place.
Page 1 of 3; Meeting Minutes – April 2, 2014
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Created: 4/4/2014; Rev: 4/7/2014
Web Advisory Committee Meeting Minutes - April 2, 2014
Discussion:
•
Echo Lynch said that such a policy would potentially be useful. With the rollout of the CMS to TMCC community
users, Web Services could possibly see more challenges.
•
Elena Bubnova said that a broad/generic policy would help keep in place the integrity of the TMCC website. She
added that someone ultimately has to be responsible; however, it does not have to be an extensive or exhaustive
rationale.
•
John Fitzsimmons said that possibly something new users would have to sign after training could cover these
issues?
o
•
Cal showed a draft of something already in place that is being considered.
Echo added that Web Content Providers are not usually the departmental decision makers, which can sometimes
put them in a difficult position when trying to do what Web Services wants if it's in conflict with what a
departmental supervisor might want; therefore a policy they could point to would be helpful in those situations.
•
Elena said that the CMS adds a new level of interaction with the Web, with new access points by individuals who
should not necessarily have wide decision-making authority when it comes to content.
•
Thomas Dobbert said that something should be in place; but is peer pressure enough? So, that if the Web Advisory
Committee were to decide in any dispute, would that suffice?
o
•
The Web Advisory Committee could rule on any grievance.
Echo said that if it should ultimately be Web Services who are the authority with regard to TMCC's web presence,
in all matters related to the Web and this should not even be challengeable.
•
Cal said that they are just trying to avoid future problems; there has not yet been any actual situation. However, it
would be useful to educate and make people understand why Web Services might edit or reject content that has
been submitted.
•
Thomas said that as Webmaster, Cal should be the ultimate authority.
o
Cal agreed, the buck has to stop somewhere; but what about grievances? Should there be further
discussion about a process for this?
•
Elena said that the Web is a powerful tool; what if content/information that is submitted is incorrect – could
potentially cause problems for students (wrong submission or cutoff dates, etc.)?
o
Cal said that's a separate issue from style and consistency and pointed out that there is no way Web
Services could judge if dates or information for each department are correct or not and that would be up to
the department and ultimately their liability. That is already stated in current web policies and procedures.
•
Cal said that they have to have some kind of control for the greater good of the TMCC community. We've come a
long way since the website was first launched and he's very proud of how far we've come, and he has consistently
had good feedback about the website; we don't want to go backwards where every department behaves differently
(like the wild west).
•
Echo said Web Services should have the right not to approve of anything they think is not appropriate for the
website in their judgment.
•
Kate Kirkpatrick pointed out that there is already a Web Content and Accessibility policy in the TMCC Policy Manual.
•
Cal said that since Web Services already has an accountability policy that has been approved; maybe adding new
CMS language to current policies and update would be best?
o
Kate said that Kyle Dalpe informed her that updated/modified policies still have to go through the policy
review process, same method as a new policy.
o
Cal said that since it would have to be reviewed through that method either way, he'll work with Beverly to
draft something and will send to the committee for feedback, and they'll figure out next steps after that.
o
Echo added that by going through the new/revised policy procedure it would also bring attention to the
great things Web Services are doing; brings to light awareness of expectations, etc.
Page 2 of 3; Meeting Minutes – April 2, 2014
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Rev.: 4/7/2014
Web Advisory Committee Meeting Minutes - April 2, 2014
o
Cal said that transparency and awareness are important throughout this process.
o
Elena said that PAC could also provide additional feedback that could be useful to have as backup.
The committee agreed that Web Services should draft up a potential policy and submit it to the group for further
discussion.
Other Business
•
Apply/Steps to Enroll link changes
o
Cal said that changes have been made to the TMCC website after meetings with Kyle Dalpe – and
through President Sheehan: all website links to "Apply Now" have been updated so that wherever it
says "Apply Now" the link will go to the actual application for admission rather than to the steps to
enroll page. "Steps to Enroll" links will still go that page, as always.
o
The history behind this: some time ago Web Services was instructed by Andy Hughes in Admissions to
link all "Apply Now" occurrences to the Steps to Enroll Web page; but now that enrollment has been
down, this strategy has been reconsidered since TMCC might have lost some potential students in the
steps process. Once they apply we've got them in the system and they can follow through on the steps
afterwards.
o
•
Cal added that links to apply are everywhere on the website – at least 2-3 links on every Web page.
New formatting on VPFA procedure Web pages
o
Web Services is working with departments under the VPFA, at her direction, to revise procedures as
they appear on the website to a consistent look that includes directional steps where possible.
•
E-newsletter accomplishment
o
Web Services purchased "Enewsletter Pro" software 11 years ago for a couple hundred bucks; a great
investment since Web Services has created, coded, edited, sent out and managed more then 1,764
HTML e-newsletters and e-newsletter campaigns for this college in that time. In other words, Web
Services has sent out an e-newsletter every 2.3 days for the past 11 years. Pretty amazing.
•
Google Analytics Reports
o
Web Services is trying to push out more GA reports for every department that has a Web presence. Cal
said it's important to know who is going to what pages; we can set up custom reports on request.
•
Department Site Reviews/Checklist
o
Moving towards fewer PDFs and more HTML pages and Wufoo HTML forms: we have thousands of PDFs
and are trying to move away from that content format.
o
John asked about WuFoo; Cal explained that it's a service we subscribe to that lets us build forms more
quickly and easily. Data from these types of fillable forms is sent via email or accessed via a database
link.
•
Future Projects in Progress
o
o
Developing Mobile TMCC website (using the CMS)
Re-skinning external sites and applications that still use the old website's design (PLARP, Self-Service,
others)
o
Cal just re-skinned the CANVAS login page; just released yesterday. Several committee members
commented that it looked great.
Meeting Adjourned: 11:45 a.m.
Page 3 of 3; Meeting Minutes – April 2, 2014
TMCC is an EEO/AA institution. See http://eeo.tmcc.edu for more information.
Rev.: 4/7/2014