UNIVERSITY OF EXETER
WEB REDEVELOPMENT PROGRAMME – TASK AND FINISH GROUP
WRP/08/18
12.00-13.30, 18 July 2008
St John’s Room, Kay Building
MINUTES (Draft)
Attendees:
Sean Fielding (SF) (Chair)
Rob Mitchell (RM)
Linda Peka (LP)
Emma Reeve (ER)
Michele Shoebridge (MS)
Apologies:
Neil Armstrong
Peter Lacey
Ann Pollard
2.
Minutes – 20 June 2008
The draft minutes were accepted without amendment.
3.
Matters arising from the minutes
3. Group discussed necessary policy framework, particularly for external sites hosted by
the University. MS stated that we need a policy for any external sites hosted by the
University. This should set some clear criteria, as this service should be offered only to
those sites which have a shared interest with the University, only on a robust technical
platform and with a clear charging structure. Mike Walton, incoming Head of Information
and Computing Systems will need to be involved.
SF stated that the University should have sign-off on any hosted site carrying our logo.
The group agreed that this policy should be part of the second phase and should be
agreed by the editorial group.
ACTION RM
4.
Web Content Management System (WCMS) Project
(a) RM reported that progress was good and that the detailed site specification was on
track to be submitted next week.
(b) Ongoing training requirements have been identified as an important issue. It was
agreed that any training for University staff should cover both how to use the Web
CMS and also how to create professional standard web content. LP suggested that
this was important if we want to ‘up our game’ as an institution. MS suggested that
Steve Vinall could help. SF reported that Sarah Hoyle in the Press Office is running
an effective writing session which could be useful. The group acknowledged that
there was no current budget for this activity. RM reported that Learning and
Development were able to offer support in organizing and hosting training, but not to
deliver sessions. It was agreed that a training plan should be produced.
ACTION RM
5.
Redesign Project
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The minutes of the Redesign Project Board for 4 July were received.
A further meeting of the Board will be held in September to finalise the content for
the main gateway pages.
SF requested a list of functionality within the new site, e.g. ‘print this page’, ‘google
maps’ plus proposed content.
ACTION RM
MS discussed the new Echo360 system and the need to coordinate with the web
team. Proposals for, eg an iTunesU service should be closely coordinated.
(a) Feedback from consultation meetings
RM reported on the feedback from consultation sessions. This was seen as positive
with most consultees very supportive.
a. SF stated that a design solution should be developed for SoBE. They are a
strong brand and we should be able to support them to do what they want to
do, and producing some sample designs would help to build their confidence
in the design scheme. MBA pages could be mocked up as an example.
ACTION RM
b. MS stressed the importance of improving the search facility. RM reported
that this would be a gradual process as it relied on improving content, but
that the basic functionality would be improved.
c. LP stressed that the School wanted all the pages to look excellent, and to be
the best they could be. It was agreed that the web team should pursue
polish and professionalism in every detail.
d. SF stressed the need to assess the overall visual balance of key pages, to
ensure that there were no visual clashes between colours or content, and
also to ensure that the text overlaid onto photographs was carefully handled.
e. MS offered to take up the issue of the inclusion of screenshots in printed AS
support materials, which will become obsolete when the site changes.
(b) Communication and Launch Plans
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RM explained that the Launch Plan gives an outline of the processes to be followed
to launch the site successfully. The Communications Plan details the
communications to be made between now and the launch of the site in October.
Agreed that Alumni should be included as a key audience in the Communications
Plan.
ACTION RM
MS suggested that a Gantt chart detailing the steps to launch would be a useful
document.
ACTION RM
SF stated that the messages need to state the benefits of the new site more clearly.
These are currently in the last paragraph, but we should be more explicit about the
improvements in the website and how these reflect our move towards top 10. Stress
thought leadership. LP stated that we should make it clear that the homepages are
aimed at the external audience to help staff and students to understand what we are
aiming for. Selected highlights from the Stamp Report might help with this.
ACTION RM
The group discussed additional activities which could potentially add some extra
impact during the launch of the site. Suggestions included giveaways of mouse mats
or memory sticks for students, the development of an online ‘trailer’ for the site. It
was suggested that this could be coordinated with Student Services as they promote
the Student Help service.
RM confirmed that the final sign-off of the content for the launch of the site would be
at the meetings in early September. Suggestions for content or features from
members should be made before then.
ACTION RM
7.
Any other business
None.
8.
Date of next meeting
TBA
ACTION RM