Information Technology Team General Extension Web Page Guidelines

The University of Minnesota Extension Service Web site is a joint project of the Communication and Educational Technology Services (Communications) - Print & Electronic Publishing (Publishing) and Information Technology (IT) Teams.  The following guidelines are provided to give some basic information on the Web services offered through Communications.

Major categories of materials placed on the Extension Web

• Extension publications
• Extension news releases
• INFO-U Scripts
• Extension newsletters
• Extension program announcements (from counties, specializations, administration)
• Distribution Center Product Catalog
• Organizational Directory
• Job listings
• Internal administrative information
• Internal specialization information
• Internal computer information

Document Format

• All documents (including publications, newsletters, etc.) are marked up in the standard World Wide Web format (HTML - Hypertext Markup Language).



• Adobe Acrobat page description format (PDF) is only used as an alternative (when requested) for documents that already appear in HTML format or on a very limited basis (e.g. 4-H certificates, etc.) where the exact layout must be maintained.

Distributed Web Approach: the Web "content maintainer"

• Each area of the Extension Web is expected to have a "content maintainer."  The content maintainer has the responsibility for: a) deciding which materials are put up in a specific area; b) marking up documents (other than official Extension publications) in HTML according to the Extension Web guidelines; c) keeping materials current including deleting old materials; d) uploading new materials.



• The IT Team helps the content maintainer place information on the Web by:
  • providing easy upload options.
  • recommending training options for HTML.
  • recommending an HTML editor (limited support is provided).

Information Providers: Specializations

Specializations have a key role to play in generating and recommending material for the Extension Web.  Their work includes:

• Designating a content maintainer(s) for their specialization.



• Requesting from the Communication & Marketing Specialist (CMS) which publications should be posted on the Web first, or in exceptional situations, not posted at all.



• Designing and posting materials to the internal "specialization bulletin board" section of Web if desired.



• Posting public materials in the "news and programs" area of their specialization.



• Reviewing links that are forwarded by the IT Team staff for possible inclusion on internal and external link lists.



• Reviewing subcategories and categories for Web subject area publication/information groupings.



• Maintaining the specialization calendar.

Information Providers: County and Clusters

Extension County and Cluster offices also have a key role to play in generating and recommending material for the Extension Web.  Their work includes:

• Designating a content maintainer(s) for their county/cluster.



• Creating their own web pages.



• Maintaining the currency of the information on their Web pages.



• Ensuring each county/cluster home page has the Extension wordmark and a contact person listed so users can follow-up locally with someone in the County Office.



• Transferring their pages to the Extension web server using FTP access.  They are further responsible for maintaining order and structure within their web space area on the server.

Information Providers: General

All information providers to the Extension Web will, as a minimum, agree to:

• Designate a content maintainer(s) for their section



• Keep materials current



• Ensure that web pages include the required elements:
  • Extension wordmark
  • Contact information for questions related to page
  • Copyright statement

The Information Technology Team Role in the Extension Web

The IT Team is responsible for:

• Structure of the Web.



• Programming for forms.



• Database development.



• Initial set-up of Web areas for content maintainers.



• Ongoing day-to-day relationship with content maintainers including specializations to ensure that materials are being posted and questions are resolved.



• Forwarding possible links to appropriate specializations for review.



• Working jointly with CMS's in information technology presentations to Specializations.



• Joint effort with the Publishing Team to evolve and design the Extension Web pages.

The Print & Electronic Publishing Team Role in the Extension Web

The Publishing Team is responsible for:

• Graphic design, editing, and production (including HTML mark-up) of Extension electronic educational materials (publications, news releases, newsletters, etc.).



• Graphic design, editing and production (including HTML mark-up) of other Extension Web pages (including "electronic only" publications).



• Joint effort with the IT Team to evolve and design the main Extension Web pages.

The Communication & Marketing Specialist Role in the Extension Web

The CMS is responsible for:

• Serving as the main liaison with the Extension Specializations and outreach partners



• Relaying input from outreach partners and specializations on the direction of Extension Web/electronic communication efforts (including categories, and subcategories of subject matter publication listings)



• Consulting and intake of Web projects; initiate them into the Communications system if the Publishing Team is involved.  On joint Publishing/IT projects, the product manager will be listed from the Publishing Team.  The IT Team will continue its own intake procedure for projects that only involve the IT Team.



• Marketing Extension World Wide Web (publications, PR materials, etc.)



• Reviewing and updating educational materials before they go on the Web

Levels of Service Provided to Clients Seeking Web Services

The Web services of Communications are directed toward University of Minnesota Extension Service products and programs.  The main home pages for colleges, departments, and non-Extension Centers (resident instruction, research, faculty info, etc.) should be developed and maintained by those colleges and departments.

In order to establish priority services, Communications has divided potential customers into four tiered levels.  In every case, Extension projects must designate a "content maintainer" who is able to keep the materials up to date.

Service Provided	Level I: Extension Admin. Publications, news, catalog, newsletters	Level II: Extension Programs	Level III: Collaborations with at least one Extension Partner	Level IV: No Extension involvement
Web design	no charge	charge	charge	not provided
Page mark-up	no charge	charge	charge	not provided
Forms programming	no charge	charge	charge	not provided
File maintenance	no charge	charge	charge	not provided
Consultation	no charge	no charge	no charge	no charge-as appropriate
Technical support	no charge	limited	limited	not provided
Database	no charge	charge	charge	not provided
Store information	no charge	no charge	charge	not provided

Level I:  "Department of Extension" units (e.g. Administration, Communications, EFCC, etc.).

Communications IT/Publishing Teams provide Web design and basic maintenance services for these pages.  (We would expect each of the groups to select a content maintainer who would compose and upload new material.)  In addition, Communications is responsible for placing official Extension publications, news releases, product catalog, newsletters, directories, and administrative announcements on the Web.  Level I services provided by the Publishing and IT teams include:

1. design
2. mark-up
3. programming for web forms
4. databases
5. uploading and deleting materials
6. consultation
7. support
8. physical housing of Web pages.

Level II: Extension projects within other Extension affiliated collegiate units or county offices (e.g. Water Quality).  As part of Level II services, the Publishing Team charges for design, mark-up services, and upload and deletion of pages.  The IT Team provides server space, some technical assistance and consultation at no charge.  Programming for web forms and database work are available for a fee.  As an alternative, Extension projects from Extension affiliated collegiate units can also be developed, housed and maintained on other departmental/collegiate Web servers with a "link" established from the Extension home page.

Level III: Collaborative projects (multi-agency, multi-state) that are carried out by Extension appointments but are not directly Extension priority projects (e.g. CYFERNet).  These projects should have funds allocated to cover information technology costs.  For Level III projects, the IT Team provides consultation and limited technical support.  Server space, database development, and web form programming are provided for a fee.  The Publishing Team charges for design, mark-up services, and upload and deletion of pages.

Level IV: For non-Extension requests, Communications provides referrals to other locations (e.g. University of Minnesota Web Hotel)

Requesting Links on the Extension Web Pages

All Extension affiliated units (and units offering information of interest to the Extension Web audiences) can request that links be placed on the Extension Web pages to other materials of interest.  Contact either the appropriate Extension Specialization contact, John Schafer or Bob Rubinyi of the IT Team.

Extension Web Home Page Feature Area

An important part of maintaining the currency of the Extension home page is the use of the feature space in the center column of the page.  For this area, two public feature and one internal-only feature slots are currently available.  Karen Lilley maintains a schedule of upcoming featured items and requests should be forwarded to her.

Extension Web Team:

John Schafer and Bob Rubinyi (IT Team); Karen Lilley and Rich Sherman (Publishing Team) form the Extension Web Coordinating Board.  The Board meets on a regular basis to guide the development of the Extension Web, set basic policy, work with content providers, troubleshoot, resolve outstanding issues and serve an overall editorial function.  John Molstad is the design and graphics advisor for the Extension Web.

Who to Contact for more information

• For Web technical issues, general Extension Web site information, page upload concerns or consulting, technical difficulties, database issues, Web forms, links to other Web pages, search issues, and specialization areas contact Bob Rubinyi or John Schafer (IT Team)



• For information on the content and Web design of publications, news releases, and special projects, contact Karen Lilley (Publishing Team)



• For information on the development of interactive Web curricula for distance learning, contact Larry Coyle (Distance Education & Video Team)



• To place a request for Web page creation services from the Publishing Team, contact your Communications CMS.

Information Technology Page

University of Minnesota Extension Home Page

URL: http:// www3.extension.umn.edu/units/cets/it/gen_web_guide.html  This page was updated Feb. 20, 2001 .
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