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Overview for staff requesting changes

As part of the web operating model, two sorts of changes have been identified: minor changes and major changes. Here is an overview of how these are handled.

Minor change (correction) requests

Minor changes can be made by departmental text editors or sent directly to the web team, but all are vetted by the web team – this happens within 3 days of a change being submitted.

If you have an urgent request, please add the word 'URGENT' to the email subject line so we can prioritise it.

If you have an approved departmental text editor/s able to make changes to text, the guidelines below explain what they can do themselves versus what is exclusively done by the web team.

For minor changes going to the web team, the following will help to process your request:

  • Always include the URL of the page/s to be changed!
  • If you need images uploaded, keep them as files. Do not put them in a Word document.
  • If you need a PDF uploaded, ensure it is accessible by creating it in Word and using the Accessibility Checker.
  • If you need to update a lot of text on a page, copy and paste the whole web page into a Word document, turn on Track Changes, and make your edits there. Then send us the document.

Contact the Web Experience team via this web services request AskOtago form

Major change (improvement) requests

Major changes are more significant updates. They include site restructure, homepage refresh, site improvements, new websites, adding sections or pages, removing sections or pages, and search engine optimisation (SEO) reviews.

Major changes need to go via Divisional marketing advisers, and then are prioritised by the Web Content Advisory Committee. Timeframes for major changes will vary based on the type and scope of change, and the number and type of projects ahead of you in the queue.

For site updates, please identify the top three or four issues you are looking to resolve rather than designing your own solution.

Academic departments should contact your Divisional Marketing Advisor to discuss any potential major change.

Non-academic departments can contact the Web Experience team via an AskOtago form.

Contact the Web Experience team  via this web services request AskOtago form

Web content not managed by Web Experience

Web Experience does not manage paper pages (otago.ac.nz/courses/papers?) or the online phone book (otago.ac.nz/contacts). Plus a few other online features and locations.

Review your web page content

To ensure the University of Otago website is useful for visitors, departments should regularly review their pages for accuracy and relevance. Here are some questions to ask (adapted from data.govt.nz):

  • Does it serve a user need?
  • Does it meet a communication goal?
  • Is it redundant, out-of-date, or trivial content ('ROT' content)?
  • Are there any errors – typos, broken links, poor grammar?
  • Does it follow the style guide?

Web best practice and training

SEO best practice, web best practice, web writing guidelines, and Squiz Matrix training manual (University staff only) are provided to improve web content quality.

Squiz Matrix training manual

The Squiz Matrix training manual can be found in the CMS text editors Community of Practice Teams site. This document is found under General »  Files » Training documents folder. Text editors are added to the Community of Practice once training has been completed.

Accessibility statement

The University of Otago is committed to providing services that are accessible to everyone. Significant resources have been invested to enhance the accessibility and usability of its website, ensuring it meets the needs of all users.

The University believes that improving accessibility benefits everyone and supports the principles of dignity, equality, and independence for all individuals.

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