CIS Support Plan for Managing WACTC Group Web Sites

CIS Support Plan for
Managing WACTC Group Web Sites
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Purpose

The Center for Information Services (CIS) can provide services to WACTC commissions and councils that want to have the CIS manage Web sites for their respective groups. CIS's Web Site and Documentation Services Department (WDS) will work with these groups to develop and maintain Web sites. The goals of this service are:

To provide a process that is easy, effective, and efficient for all parties (WACTC groups and WDS staff).

To work towards eliminating redundant effort by using templates for entering and maintaining common types of information, such as meeting minutes.

To strive for the production of group proceedings and information that are optimized for Web publication by using easy-to-read layouts, keywords, subheadings, tables, bulleted lists, and so forth.

WACTC groups that use this service will not have direct access to their Web site pages. Each group will have a Web Coordinator who will be responsible for communicating additions and changes for the Web pages to CIS's Web and Documentation Services.

Note: There is another option available to WACTC groups for maintaining Web sites. In this option, a WACTC group maintains it's own Web site, which resides on a server located at the CIS that is jointly owned by the community and technical colleges. The group has direct access to all the files on its Web site and is solely responsible for the development, content, and maintenance of any Web pages it publishes on this server. For more information, see World Wide Web Hosting Services, which defines the policies and procedures for obtaining a Web account on this server.

General Policies and Procedures

The following policies and procedures define how WACTC groups and CIS's Web and Documentation Services (WDS) will collaborate to develop and maintain Web sites.

Group Web Coordinator

Each group must designate a Web Coordinator who will act as a liaison and be the authorized contact with the WDS. The Web Coordinator will be the only individual authorized to provide WDS with additions and changes to the group's Web site. The Web Coordinator will submit additions and changes for the Web site according to guidelines described in the table that follows (Organization and Structure of Group Web Sites).

Standard Layout for Group Web Sites

The layout, structure, and format for each Web site will be standardized. To customize the Web sites, each group may select a unique background color or design (GIF or JPG file), a unique bullet graphic (GIF file), and a unique ruling line or bar (GIF file).

Submitting Files for Group Web Sites

CIS Web Services will do a one-time initial conversion to HTML of various static documents, such as bylaws and goals. The Web Coordinator will submit files for these documents to CIS Web Services in MS Word format.

CIS Web Services will develop Microsoft Word templates for standard document types, such as meeting minutes, for all groups to use. A template will allow a group to create a document in a standard format and save it both as an HTML file (for Web publication) and as a Microsoft Word file (for printed or e-mail distribution). By using Word templates, the groups and CIS will eliminate the redundant effort required to convert custom formatted documents.

Responsibility for Information Integrity

The submitting group is solely responsible for the accuracy and timeliness of information on its Web site.
Note: Web sites that contain old, outdated, or inaccurate information tend not to be accessed. Groups desiring a Web site are making a commitment to the time and effort required for keeping the content of their Web sites up-to-date.

Organization and Structure of Group Web Sites

The following table identifies possible major categories for a group's Web site.
(CIS refers to CIS Web Services; Web Coordinator refers to a group's Web Coordinator.)

Category	Topic	Responsible Party
General Information	Welcome or purpose statement for home page	Web Coordinator provides MS Word file to CIS. CIS converts file to HTML in a standard format.
	Bylaws of group	Web Coordinator provides MS Word file to CIS. CIS converts file to HTML in a standard format.
	WACTC governance structure (graphical illustration of big picture with link to detail illustrating group's relationship to big picture)	CIS produces graphical illustration in a standard format for all groups.
	Goals of group	Annually, Web Coordinator provides MS Word file to CIS. CIS converts file to HTML in a standard format.
Membership	Members Officers Committees and Liaisons	Annually, Web Coordinator submits information in MS Word table format to CIS. CIS converts information to HTML in a standard format. Web Coordinator submits month-to-month updates to CIS.
Meetings	Annual Schedule	Annually, Web Coordinator provides MS Word file to CIS. CIS converts file to HTML
	Agendas	As needed, Web Coordinator submits MS Word file to CIS. CIS creates link to MS Word files and deletes files quarterly.
	Minutes	As needed, Web Coordinator submits MS Word files to CIS. CIS converts files to HTML (or creates links to MS Word files).
Business Functions	Varies by group; examples: Project Planning Cycle Proposal Form Sample Form Proposal Documents	Web Coordinator provides MS Word files to CIS. CIS converts files to HTML or creates links to MS Word files (see following Note).
Resources	Varies by group; examples: Links to other Web sites Publication recommendations People/Experts/Best Practices	Web Coordinator submits items and URL information to CIS. CIS creates links to items.
Send message	Link to e-mail form	CIS creates link to Web Coordinator's e-mail address.

Note: Linking to MS Word files is the quickest and most direct way to get group Web sites up and running. Ultimately CIS Web Services will develop MS Word templates for various types of documents, such as minutes, for the groups to use. Using such templates in MS Word, designated individuals will type the information into standardized formats and save the information in HTML format. The files would then be submitted by the group's Web Coordinator to CIS Web Services for inclusion on the group's Web site.

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