A new approach to faculty and school content (v.2)

Anne is working on this document right now (Wed.)

What is the current situation?

Workshop feedback

In the workshops, representatives from faculties and schools gave us the following feedback about their sites.

Design

• The design is 'tired'. 
• The design needs to be simpler. 
• The aesthetics and user experience aren't good or attractive. 
• Needs to be more current, engaging and simple.

Content

• There's too much content. Pages can get buried and forgotten about. Maintaining the sites is time consuming. It's difficult to keep time-sensitive information current. Content maintenance is a big issue: we've found spelling mistakes that weren't picked up, links that don't go anywhere.
• Pages are too wordy. They need to be much simpler. They need to be more visual and use current technology - such as more video and podcasts.
• Lack of time and resources for web content. Need more content writing resource.
• Content management works best when it's led by one person.
• If you're not going to use Squiz often, it's hard to use.
• Regular content planning meetings work well for web and social media, especially when there's input and engagement from academic staff. 

IA

• It's hard to find things. You go looking for something and you can't find it. Need to be able to find information faster.

Staff profiles

• Maintaining staff profiles is a pain.
• The staff directory is a problem - people don't know how to fix it and don't know that they are supposed to keep it up to date. 

Channels

• We've got too many channels of information. Students are missing information even though they are being told it in a million different ways. They don't know which place they should go to.
• It would be good to have linkages to official social media channels.
• Some of our social media channels aren't well managed.

Analytics

• Faculties and schools want to see analytics, including data about conversions.

Search

• The site search doesn't give useful results.

Google Analytics 

A Google Analytics report for 1 March to 31 May 2015 showed us that audiences are using faculty and school sites primarily to access the following information.

Faculty site:

• Who to contact
• Staff profiles
• Subjects and programmes - undergrad and postgrad (this traffic is likely to come in via the site search)
• Admin info for current students (eg, facilities, building access hours, academic transcripts, faculty handbook, forms)
• Accessing centres and institutes.

School site:

• Who to contact
• Staff profiles
• Subjects, programmes and courses - undergrad and postgrad
• Scholarships and awards and exchanges
• News
• Events
• Student profiles - eg, research students
• Accessing centres and institutes.

User sessions

Victoria students

In July 2015 the WIP2 web project team held sessions with six current Victoria students from a range of study areas. Five were undergraduate and one was postgraduate.

• All the students had very low engagement with the 'Vic website' (a term they used to include F&S sites). These students reported that they use the 'Vic website' to meet a very narrow range of needs: find a person, get course info or access a shortcut to a tool (via the header menu). One student indicated that he also uses the Vic website to access information on dates, grades, timetables and similar - this content is in 'Current students'. 
• When accessing staff profiles, students used search and therefore didn't visit the home page of the faculty or school site where the profile was located. They thus missed news, events and other features on the home page.
• The students identified email and BlackBoard as their preferred channels for information from Victoria, with all students also following relevant pages on Facebook.
• The undergraduate students didn't understand that faculty and school sites existed as separate sites. When we pointed out to one student that she was on a separate school site, she commented: “This should all be one thing – school, faculty and Victoria. And it is all the same thing. We are one university and there is no reason why it can’t all be together."
• The postgraduate student had greater awareness of separate faculty and school sites, but said she only used the school site for staff info - so she could find out the room number for a staff member. Occasionally she might look at pics of staff members "to see who they are"; or might use staff profiles to find out "which Dean to talk to for which thing". She didn't use faculty or school sites, or the Victoria website, for anything else.
• Three students stated that they didn't trust the web content because it might be inaccurate or out of date: they would email or phone someone to check.

Secondary school students

In July 2015 the WIP2 web project team held sessions with six secondary school students from years 12 and 13 who had identified as being interesting in going to university. Students from a range of interest areas were selected.

Relevant findings:

• Search results were sometimes swamped with results from F&S sites, which could be confusing.
• Students weren't sure about the roles of faculties and of schools. 
  
  

Victoria University website: where it's going

• The Victoria University website represents a single organisation. A key aspect of this is that all core sites are being integrated with the main site (referred to as the 'mainsite' or 'homesite'). 
• The Victoria University website is topic, task and audience based. We're moving towards having all the website content organised on this basis, rather than by our organisational structure. 
• There will be no content duplicates: all information will have a single source. However, the site will provide the ability to display some content in different locations when needed (eg, news, events, staff profiles).

New initiatives

• The current information architecture (IA) is under review, including top menu items and second-level navigation options.
• Work to improve the site search is underway.
• Improvements to staff profiles have been proposed by the WIP2 project team, who are having discussions about this with ITS. 
• Scoping work is underway to provide an information page that sits 'behind' every site page, and can be accessed by staff. This would provide detail on the page's purpose, target audiences, content owner, core analytics (eg, number of views of the page, average time spent on page) and similar things. 
• The effectiveness of both News and Events is being considered and solutions discussed to bring about improvements.   

A new approach for faculty and school web content

The WIP2 project team has been asked to recommend an improved approach to presenting faculty and school content online.

Structure

• Each faculty and each school will have an area (or subsection or space) rather than a distinct site.
• Faculties and schools that are combined, or wish to be combined on the web, will have a blended area. See attachment for how these could be presented in a flattened IA. Combined areas could be provided for: Law, Engineering and CS, Architecture and Design, and Faculty of Education/School of Education: Te Kura Māori (to be discussed).
• The faculty areas and school areas will be located in About us > Faculties and schools. 
• The faculty areas and school areas will be different from one another: they won't have duplicate content, and each of the two types of area will be tightly focused on a clear purpose and identified target audiences. They will be much simpler than the current sites.
• Where content represents a standard university approach, it will be located in a common area of the mainsite, rather than duplicated across faculty areas or school areas. For example:
  • Student wellbeing and support will be located in 'Current students'.
  • Alumni will be located in a new 'engagement hub' that is being planned.
  • Overseas exchanges will be located in 'Victoria Abroad'. 
     
• Content that is of high interest to Victoria's audiences will be centrally located on the mainsite, rather than in faculty areas or school areas. 
  • Courses, subjects and programmes will be located in 'Study at Victoria' (now called 'Future students’). The structure, presentation and content will be improved. 
  • Diplomas, certificates and professional development courses will also be located in 'Study at Victoria'. Improving the content is out of scope for the current project.
  • Research centres and institutes, research projects, research funding and research partnerships will be located in the 'Research' section. It is proposed that research reports are located in the Library.
  • Information about the location of Victoria's campuses, where to find faculties and schools within campuses, and higher-level content about facilities will live in an improved version of the area that is currently called Our campuses.

• Content that demonstrates the work faculties and schools do will remain discoverable from within the faculty areas and school areas. Two methods will be used to achieve this:
  • Keyword tagging will enable some content types to be authored centrally, then pulled through to faculty areas and school areas. 
  • Clear links to related content will be integrated into the design. 

Design

• The faculty areas and school areas will have a new design that is engaging and appealing, matches the homesite and works well on mobile devices.

Content

• Much of the content currently on F&S sites will be improved as part of the project. Skilled web editors will ensure it is written for online readers and focused on its target audiences. Content will have more visual elements and be more engaging.  
  
• Features ('profiles') will be rationalised: we'll plan more carefully what they cover, align them more closely with News, and include more multimedia. We'll ensure they're always recent.
  
• Guidance will be provided to faculties and schools to help them address some of the content management issues they mentioned at the workshops. It will include advice on content planning, and tools and techniques for keeping content current. It will draw on effective practices identified in the workshops, and expertise and prior experience within the web team.
  
• Findings from user sessions with Victoria students relevant to which channels they prefer will be shared with faculties and schools. 

The Faculty of Graduate Research will be addressed in the postgrad phase of WIP 2 (phase 3).

School area

Purpose

• Provide a profile of the school and its activities, demonstrating its strengths and distinctiveness.
• Provide a base for school-specific study and research information and materials for current students.

Primary audiences

IA

Content

Home

About / About the school

Student info

Purpose: School-specific info for current students by coursework and research students that wouldn't fit into the generic content on the homesite.

Content will vary by school - below is indicative only.

Notes

Other areas with important 'local' content for current students can be added to this subsection as needed - although eventually this may be incorporated into the homesite.

Examples:

• Law has 'local' content on overseas exchanges: http://www.victoria.ac.nz/law/study/overseas-exchanges
• VBS has 'local' content on case competitions: http://www.victoria.ac.nz/vbs/study-careers/student-opportunities/case-competition
  
  

Content to be moved:

• Content on clubs to go here 
• Scholarships to go here
• Prizes to go here (needs improvement) - eg, Linguistics, Maths.

To be moved into the Research section of the homesite:

• All profiles of research projects (extensive) - take across current projects and significant past projects
• All research reports (extensive and diverse) - consider principles of open information (provide access to full versions whenever possible).

To be moved into the new Postgrad info on the homesite - info on Research with a student focus - eg:  

• Research grants and funding (info for students on what's available. Info on tools such as the Oracle Grants Management System).
• Research groups (info for students on what's available in the school. See School of Chem.)

Student study materials and other resources may eventually live in a student learning area of the homesite. 

New page: We will create a new page in Current students > New students telling them what channels to use to get updates, how to sign up to them, etc. Make sure they know all they need to about BB, Fbk, Vic email addresses, and so on. 

Faculty area

Purpose

• Provide a profile of the faculty, including its purpose, roles and responsibilities; structure and affiliations.
• Provide faculty-specific administrative material for current students.

Primary audiences

IA

Content

Home

About / About us

Student help

Blue text identifies scope to include admin info for specific topics if it's distinct to the faculty (eg, see Faculty of Law on assessments and exams). Generic faculty 'rules' and FAQ-type info should be moved into 'Current students'. Cross-linking will be important.

Notes

Academic transcripts and Certs of Completion: provide form on 'Forms' page. Link to relevant page in Current students.

Summary

• Sections/areas, not separate sites.
• Much smaller and simpler - audience focused, clearly defined purpose.
• Content much more integrated with mainsite. Content exposed in key areas of site where visitors are looking at related material. 
• No content duplication.
• Flexible approach - 'local' content that has no logical home on mainsite remains on school site. 
• Aligned with mainsite approach for content being organised by task, topic or user group - not by organisational structure.
• Proposal to move away from distributive publishing, towards an account manager web publishing model. Needs lots of discussion! Current issues are poor quality publishing, writing (endemic) and content management; and the amount of training and ongoing support needed.

Some key changes:

• Courses, subjects and programmes will be located (only) in Future students. (The plan is to rename this section 'Study at Victoria'.)
• Dips, certs etc will be located in Future students.
• Research projects, centres and institutes, research funding and partnership info (ie, outward focused) will be in an improved Research section.
• Info for research students will be located in the postgrad 'area' or with related PG content (depending on how this pans out in phase 3).
• Wellbeing and other 'student support' content will be integrated into Current students.
• Location/facilities info will be moved into an improved 'Our campuses' area (via Maps).

Talk points

• This review is about faculties' and schools' web content, rather than faculty and school sites.
• Much of the existing content will be integrated with the mainsite.