Publishing material on the web in the Faculty of Science

Introduction

The web is a fundamental tool in the modern academic environment, and is used to do everything from collecting data points in wind farms through to testing students in lecture theatres. A large amount of this exposes information to public viewing.

The Faculty of Science has developed a process for managing the creation of web publications. This ensures that products that appear under the umbrella of the institution are checked for compliance with key regulatory requirements and appropriately supported and resourced.

The guidelines can be accessed here – Faculty of Science Web Guidelines-201309

 

The process

Process flow diagramme

The web request form

The key component of the process is the web services request form -a framework for the general information required to move the request forward. While not a mandatory requirement, this would be the preferred entry point for the process. Inquiries arriving through other paths will be injected into the process where appropriate.

The form requires University authentication and is available at

https://www.sit.auckland.ac.nz/sso/protected/webrequest/

The form content is emailed to AskIT, the Science Web Content Coordinator, and the requestor. AskIT would be the normal mechanism for managing the request through to its conclusion

 

Decision time

The key decision to be made at this stage is whether the material to be published can be hosted in the University Content Management System (the CMS), or requires a more tailored hosting arrangement.

Factors considered here:

  • the nature of the information -audience, author, owner, changeability
  • functional requirements of the users -disposition, affiliation, roles and delegation, workflow, etc.
  • functional requirements of the web interface -interactivity, media type and size, name/address, etc.
  • timing and resource.

 

The University Content Management System

The information being published will be framed in the look and feel for University departments and schools, and potentially hosted as a subsection of an existing website.

Content will be edited and managed in the University tool provided for this activity and subject to various quality assurance processes including regular review. This ensures that the content complies with University policies and regulations and does not violate copyright laws.

Content owners can choose to be trained up as editors for their website or web section, or leave editing to the department editor if the new material is part of an existing website.

 

Science hosted/brokered

If it has been agreed between the staff member who requested the web presence and the Faculty of Science Web Content Coordinator that the University CMS does not meet the needs of the department, institute or group a range of customised services are available to publish your web content.

Web requests following this path can manifest in a diverse range of products:

  • WordPress site – essentially a customizable content management and website tool.
  • Web folder – a section within an existing web site.
  • Virtual host – a distinct named site hosted alongside other web sites, manual content management or bespoke application services.
  • Virtual machine – a full technology solution providing hardware, OS , and application layers

 

 

Responsibilities of the content owner

All content published as part of your work for The University of Auckland via online channels, no matter if you use internal or external services, is subject to University policies and regulations. The content owner needs to ensure that the content complies with The University of Auckland web policies and guidelines (refer to section 11 of the guidelines for a list of these).

The content owner is responsible for ensuring legal and regulatory compliance for material approved by him/her for publication and for keeping the website content up-to-date (for more information on what this entails see the Marketing legislation page on the staff intranet).

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  • Date: August 28, 2013
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