Document status: Most recent version but currently under revision to prepare key messages and presentation for F&S
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 and external 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 increasing organising the website content around task (and some by audience then by task), rather than by our organisational structure.
- There will be less duplication of content: Increasingly, information will have a single source yet be surfaced in multiple places according to need.
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 will be undertaken as BAU, with priorities influenced by WIP2 need.
- Improvements to staff profiles are in scope for WIP2, ITS are informed and Fronde are being engaged to do the system plumbing.
- Scoping work is underway to provide an information page that sits 'behind' every site page, and can be accessed by staff (i.e. some of the analytics). 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.
- Keyword tagging will enable an item of content to be centrally authored then presented in relevant locations on the site ('reusable content').
- Victoria's association with related third-party sites will be made clearer, when this is appropriate.
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 with only one school (or that wish the same solution) will be offered a blended area. Faculties where this might be suitable include Law, Engineering, Education, and Graduate Research (this only leaves Architecture and Design, Humanities and Social Sciences, Science, and VBS)
- The faculty areas and school areas must be different from one another: Each has a clear purpose and identified target audiences, so the content should be different. They will be much simpler than the current sites.
Content that is currently on these sites that follows a standard university approach (i.e. isn't unique or truly faculty-specific) will be located in the appropriate area of Homesite (cf distributed across different faculty areas or school areas).
For example:
- Student well-being 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 best viewed as university owned/curated will be centrally located on Homesite (but can be surfaced on faculty and school sites as and when required). For example:
- Courses, subjects and programmes will be located in Future Students (might be renamed Study at Victoria).
- Diplomas, certificates and professional development courses will also be located in 'Study at Victoria'.
- Profiles of research projects (current projects and significant past projects), research funding and research partnerships will be located with the Centres, Institutes and Chairs, where appropriate.
- Scholarships information will be located in the Scholarships section of 'Current students' (which includes the Scholarships database) wherever possible.
- Information about the location of faculties and schools (including maps, information about getting there and parking, and similar) will live in an improved version of the area that is currently called Our campuses.
- Student study materials and other learning resources that are currently on school sites are likely to eventually live in a student learning area of Homesite, but this will take time.
Other content:
- Research reports are extensive and diverse, and need careful consideration. They could be located in the Library, or in the Research hub, or stay attached to their faculties and schools.
- Research centres, institutes and chairs will be located in the Research hub, at least until Engagement have a better plan.
Centrally authored content:
- Some types of content will be 'authored' centrally, then pulled through to faculty areas and school areas (and other relevant locations) via keyword tagging. This includes faculty and school news and events; and all staff profiles.
Linkages
Faculty and school content that is on the Homesite will be clearly discoverable from within the faculty areas and school areas.
- Graphic/promo links will be integrated into the design.
- Text links will be integrated into the content.
Design
- The faculty areas and school areas will have a new design that is engaging and appealing, either utilising an appropriate presentation layer technology (e.g. we used Angular JS for Topics and Degrtees) or, if this doesn't pan out using responsive templates in Squiz (similar to Homesite).
Content improvement
- Most of the content that is currently on faculty and school sites will be moved pretty much as is, with some trimming and some rewriting as resource allows. Attention should be given to the needs of the target audiences and therefore the writing should be in plain language, formatted for online readers, have more visual elements and be more engaging.
- 'Features' (eg, student experience and project profiles) will be rationalised: We will consider carefully what they cover, align them more closely with News, include more multimedia, reuse those used on topic pages where possible, and 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. This 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 will be shared from user sessions where Victoria students were asked which channels they prefer for getting information and updates from faculties and schools.
The Faculty of Graduate Research will be addressed in the postgrad phase of WIP 2 (phase 3). This is because in that phase we will look specifically at the information needs of postgrad students.
School area
Purpose
- Provide a profile of the school and its activities, demonstrating its strengths and relevance to the key audience groups (see table below).
- Provide a base for school-specific study and research material and information for current students (longer term, this may live in a student learning area of Homesite).
- Surface Homesite content as appropriate in a school setting.
Audiences
Audience | Information needs |
|---|---|
| Current students - both coursework and research | Study and research material and information that is distinct to the school/programme. |
Prospective students, including international and postgraduate students, and their influencers | Understand the strengths and features of the school. Why would I choose to study here? What would it be like being a student here? |
Prospective staff | Is this somewhere I'd like to work? What do they do? Who else works here? |
| Prospective research partners (industry and business, government (central, local), other universities) | Understand the strengths and features of the school. Why would I work with them? Who are their people? What are their areas of expertise? |
Home
| Introduction | Brief intro block, linking to Introduction page in About Us section |
| Our services | Overview of services school offers (what is taught (via a topics/subjects widget) and what is researched (content or a filtered search result?)), with rest on About Us section. |
| Our people | People finder widget for academic and general staff, as well as research-focused PG students |
| Contact us | Block with key contact details. |
| News | Research projects, student achievements etc. Surfacing from Homesite based on tags |
| Events | Seminars, conferences, careers events, lectures etc. Surfacing from Homesite based on tags |
Content
The content outline below represents a general example of what a school area might contain. While some content will be in all school areas (eg, Introduction, What we do), other content won't be required by all schools - and some schools may have additional content needs.
About us
| Introduction | Strengths, unique features. Vibrant, exciting, makes an emotional connection. Like a walk down Cuba St? Include a video tour? Consider including a 1-minute video from HOS. |
| Our services | A fuller version of what is in the Home section/page.Link to Homesite content when ever possible (eg: Subjects/topics; UG Degrees and PG programmes; Research projects; Centres, institutes and chairs). May be a series of visual 'promo' links. Could have a course widget to show courses taught by the school (or staff in the school). |
| Research capability | Profile of areas in which research is under taken and can be supported. Links to examples, staff profiles, etc |
| Location and facilities | Link to Our campuses on the homesite. Retain info about facilities, building/floor access, health and safety, and similar (although potentially this should be located in 'Current students'), but maybe have an overview here and the detail in the Student Information section |
| Students | A small collection of features covering the university experience of recent students. Are these stories? Projects? |
| Alumni | Medium term plan is to move much/all alumni information to the new 'engagement hub' and link to it. However, a short-medium term solution might be required to retain it on the new school site. |
| Positions | Appointments and important positions outside the normal management chart (e.g. Academic Visitors' Programme, Fellows, Curator in Residence (School of Art History). |
| Partners | Accreditation, affiliations, professional bodies, industry associations and partnerships, sponsors, donors. |
| Forms | If any. Could be improved (to be online forms) and moved to Current Students in future |
| Publications | Links to core publications (e.g. School Prospectus, Faculty Handbook) Does this include research reports/publications (that are not by an individual (therefore in staff profiles) or a centre/institute/chair (therefore in Research hub) if they can't go to the library? |
Student information
Purpose: School-specific information for current students by coursework and research students.
Content will vary by school - below is indicative only.
(Note that longer term, study and research material and resources may live in a student learning area of the homesite.)
| Facilities | Details behind overview in About Us section above. Includes:
|
| Resources | Study and research resources - eg: databases, software, online written resources. Example: School of Linguistics |
| Study groups | Student study groups. Is this also where we put research groups (even though it seems buried)? |
| Work experience and internships | (Amend nav label as relevant to the content) Will only be required by a few schools - eg, ECS |
Links
(A tentative list) | Areas of study (topics, degrees, postgrad programmes): Although this might need a smarter widget if we wanted to surface them in the school site, rather than link away. Centres, Institutes and Chairs: Research information including Research projects (in Research expertise?) and Research reports (maybe cared for by the Library?) 'Current students' - eg: Student services and support / New students / Wellbeing / Clubs Social media sites (eg, Facebook) |
Questions
- Is Student Information better labelled Supporting students in study and research?
- Is Resources different or does it include Publications? Facilities? Forms?
- What do we do when facilities are not necessarily for teaching/students but either for research or available to industry (e.g. specialised equipment)?
- Where do we plan to put outputs from (historic) research funding?
- Publications and forms seem to fit as well in Student Information as in About Us. Are there a subset there and others on About Us? references?
Faculty area
Purpose
- Provide a profile of the faculty demonstrating its strengths and relevance to the key audience groups (see table below)
- Present the value add functions the faculty offers, both on behalf of its composite schools and in activities that cross school boundaries. This includes responsibilities, structure (i.e. schools) and affiliations.
- Surface Homesite content as appropriate in a school setting.
- Surface school content as appropriate (e.g. an aggregation of some content from composite schools (e.g. news, events, staff)
Audiences
Audience | Information needs |
|---|---|
| Current students - both coursework and research | Find out about Student and Academic Services - what they can help with, how to contact them. |
| Industry/external stakeholders | Building channels for research and funding We heard this but how true is it? |
Prospective staff | Understand the strengths and features of the faculty. Is this somewhere I'd like to work? Who else works here? |
Home
| Introduction | Intro block - brief. Linking to main intro in 'About us'. |
Our services | Overview of services faculty offers (what is administered and managed 'Quicklinks' to schools. 'Quicklinks' to research centres, institutes and chairs. Do we (via widgets and filtered search results) also show what is taught and researched by the schools in the faculty? Could save user time searching, but would it be misleading? |
| Our people | People finder widget for academic and general staff. Could have option to expand search to cover all staff and research-focused PG students in the composite schools. |
| Contact Us | Contact block, including Student and Academic Services. |
| News | Research projects, student achievements etc. Surfacing from Homesite based on tags Could include items created by the composite schools, especially if cross-school (and maybe engagement or alumni) focused? |
| Events | Seminars, conferences, careers events, lectures etc. Surfacing from Homesite based on tags Could include items created by the composite schools, especially if cross-school (and maybe engagement or alumni) focused? |
Content
The content outline below represents a general example of what a school area might contain. While some content will be in all school areas (eg, Introduction, What we do), other content won't be required by all schools - and some schools may have additional content needs.
About Us
| Introduction | More official/prestigious (than school), covering purpose/role., strategic objectives, strengths and features. Maybe organisation chart. |
| Location and facilities | Link to Our campuses. Retain info about facilities, building/floor access, health and safety, and similar (although potentially this should be located in 'Current students'), but maybe have an overview here and the detail in the Student Information section. |
| Research capability | Profile of areas in which research is under taken and can be supported. Links to examples, staff profiles, etc |
| Mission, vision and values | If required |
| Committees and boards | If required. Complex information needs to be simplified or 'flattened' out (i.e. not nested too deeply). |
| Partners | Accreditation, affiliations, professional bodies, industry associations and partnerships, sponsors, donors. If relevant at faculty level (rather than school level) |
Dean's list | Dean's list, Dean's award. |
| Forms | As on faculty sites now (where there are large number) Could be improved (to be online forms) and moved to Current Students in future |
| Publications | Links to core publications (e.g. School Prospectus, Faculty Handbook) Does this include research reports/publications (that are not by an individual (therefore in staff profiles) or a centre/institute/chair (therefore in Research hub) if they can't go to the library? |
Links
| (A tentative list) | Areas of study (topics, degrees, postgrad programmes) Research Centres, institutes and chairs (if located elsewhere) |
| Social media sites (eg, Facebook) |
Questions
- Should we consider a model where more of the action/glamour is at a faculty level (by including the aggregation of news and events from units within a faculty) and leave schools to handle supporting students? Why do we want a lite faculty site and have many more active school sites?
- Where do we show research centres that are attached to faculty (not school) level?
Summary of approach
- Sections/areas, not separate sites.
- Much smaller and simpler - audience focused, clearly defined purpose.
- Content much more integrated/aligned with Homesite (i.e. strong links to and even content surfaced from Homesite.
- Focus is on the audience context for showing content and building a relationship between existing content, not the duplication of it.
- Flexible approach - 'local' content that has no logical home on Homesite remains on school site.
- Aligned with Homesite approach for content increasingly being organised by task, topic or user group - not by organisational structure.
- Encourage people to think about F&S content (rather than F&S 'sites').
Risks
| Risk | Description of risk and consequence | Likelihood | Impact | Mitigation | |
|---|---|---|---|---|---|
| 1 | Consultation could be long and slow, with many objections | Based on recent experience with the subject groupings, the consultation process could be slow, maybe very slow. This consumes time and resources, as well as the possibility that it introduces changes in a disjointed/non-integrated way. | H | M | Start early, so timelines are not adversely impacted. Shield most of the team by using only the BA and PM, plus COMT management. Attempt to use 1-2-1's with senior people (e.g. PVCs), existing forums for others (faculty manager, school managers, faculty management teams, etc), and casual or relational/network conversations with those we know and work closely with. |
| 2 | True buy-in from faculties and schools is not gained prior to starting work | Faculty and school staff may not support the approach; or may support it on face value, but not truly understand how it works. And this despite us having a mandate and consulted widely. Part of the reason for this is the number of stakeholders and the levels in the organisation (i.e. our consultation is often with faculty (and sometimes school) management, whether academic or general/administrative. Approval for the approach may be obtained, but when work starts there could be repeated rounds of negotiation required, putting stress on relationships and timeframes. F&Ss could go along with the approach, but build their own sites, wikis (etc) independently. | H | M | Ground our approach to communications/consultation in:
|
| 3 | Approach takes a long time to implement | Content on faculty and school sites encompasses a wide range of significant areas. Improving and relocating the content (including the BAU work required on Homesite) is a big job. Faculty and school sites won't change for some time: they may continue to have old design and content. Project expends all available funding without completing all f&s.. | M | M
| Planned and prioritised approach to the required work. Set and manage expectations carefully. Request more project content resource. |
| 4 | Loss of 'online identity' for faculties and schools | Much of the content that is currently on faculty and school sites will be merged with similar content (or moved to a new location) on Homesite. Faculty and school sites will be decommissioned: instead, there will be much smaller faculty and school 'areas'. Faculty and school staff may feel that their presence and importance as organisational entities is significantly diminished on the Victoria website. | M | M | Casual consultation sessions (as for risk 1). Start these sooner: now even. Present the example faculty and school area mockup (in test environment). The example mockups show that the areas have:
|
| 5 | Diminished sense of content ownership across faculties and schools | Much of the content that is currently on faculty and school sites will be merged with similar content on the homesite, or moved to a central location on the homesite. Faculty and school staff may have a diminished sense of ownership of content that is no longer on distinct faculty and school sites or areas. | H | M Faculty and school staff may not update the centralised content.
| Gain true buy-in to the approach during the initial consultation (education) and while working with faculties and schools on the content changes. Develop strong web author/editor networks to ensure people remain connected. |
| 6 | Complexity around page ownership and page edit permissions | Some of the content currently on school or faculty sites will be integrated into existing homesite pages.
| H | M No-one may update a page, or there may be ongoing small edits.
| Plan content management with the Web BAU team. |
| 7 | Content ownership of important, centralised pages could fall to the web team | Topic and programme pages are highly important for undergrad recruitment. The topic page is a media-rich marketing page; and the undergrad degree page presents complex information in a way that makes sense to school students. To avoid these pages becoming ineffective over time, they will need to be maintained by people who fully understand the strategy behind them and have specialist web content and copy writing skills. The web team are under resourced to do this work. | M | M This could put stress on the web team. However, the team will gain an extra web writer at the end of 2015. And topic and programme pages are unlikely to need frequent review.
| Plan content management with the Web BAU team. |
| 8 | The Faculty of Engineering may be resistant to moving away from using a wiki for web publishing | The Faculty of Engineering (and school) uses a wiki to author and display some of their website content.
The faculty may feel be resistant to having to move some of their activities to university-standard methods.
| M | M
| Faculty and Marketing managers meet to clarify the best approach to be taken. The features of the new university approach need to be communicated (ie, it's now better).
|
Dependencies
Upgrade of Squiz: The timing of this might affect how and when we do certain work. When will admins be trained in the new approach? Will this be on top of helping with the new pages?
Technical development of new functionality: The new faculty and school areas require some new functionality (eg, for news and events, COO, etc). These alternative approaches must be developed in time for the faculty and school areas to go live.