In OneDrive

The topic pages are set up in a shared OneDrive area. There is a template document there (called Template) that you should review as it has helpful notes about writing the page, and some relevant content examples that you can re-use or modify.

Many topics have the Careers - and sometimes the subjects - pre-written from existing publications and other resources. Various people around the place have done this work to give us a head start - it helps a lot. You may need to modify this content a little after the interview - the interview is the authoritative version.

Setting up the interview

We are writing new content. To create this, we're carrying out one-to-one interviews with the main subject-matter expert (SME) in the relevant school.

Notify the comms advisor for the faculty that you will be carrying out interviews and make sure they know what the project is about. They will guide you on how to go about approaching people - they may advise you to ask the faculty or school manager for names of interviewees. Also let the comms advisor know that after the interview, you might get them to help with sourcing media or writing lecturer profiles.

Make sure you interview a senior academic person - programme director, senior lecturer or head of school - someone who has the authority to review and sign off the content later. (For complex topics, you may need to interview several people.) Don't interview a faculty or school administrator, such as a faculty or school manager - we need subject-matter experts.

What you need from the SME:

- Interview (book 1 hour).
- Review the draft and provide feedback.
- Approve the final version.

Send the email below to the SME - then call them if there is no response. Book out a time in their calendar - you can usually meet in their office.

At the start of the interview

Spend a few minutes giving them an overview of the project, but don’t go into it in depth - that communication is happening alongside the interview process by Jane and Paul.

This is what I say: Thank you for taking the time to meet with me. I’m part of a project that is writing much better content for the Victoria website, for prospective undergraduate students who are thinking of studying here. [Show them current subject pages - three paras at the top - “we want to give you more space to market and explain what you teach”.] Show them the new Explore page and explain mega topics and topic groupings. Tell them the links will go to the new topic pages. Describe how a topic page works - describe each of the four tabs/pages and what it’s for.

Introduce the personas - Mattie and Henry. Stand one or both of them up on the desk - I tend to use Mattie. Throughout the interview, say to the academic: “Tell Mattie - talk to him” “How would you explain to Mattie what xxx is” (etc).

If you strike someone who is resistant or negative in some way, take time to explain the project and get them on board - you can always come back and do the interview another time. If that doesn’t work, politely leave, then inform Jane.

Ask if you can record the interview. Explain that you won’t be quoting them - it’s just so you don’t have to write notes. I use a laptop (the MS record feature) as my main method, and I use a dictaphone as a backup. Plug in the laptop when you first arrive and set it up while you chat about the project - otherwise you’ll be waiting for it to fire up.

Let them know that the draft will come to them for review.

During the interview

Use the interview questions (below). Make sure you cover all areas, but don’t let the interview go on for too long. Think about what you need, to write the page.

Be positive and interested.

Remind them to talk to Mattie (or Henry).

After the interview

Save the recording.

Thank them.

Transcribe the interview as soon as possible. I recommend putting the transcript in a separate document and saving that to the Topic page folder in OneDrive.

Use a copy of the transcript to write the page. Draw on the content from our publications if you need to - but the interview is the authoritative source.

Gathering media

The comms advisor will be able to help you find student work examples and other media. They might be happy to interview a lecturer and create a lecturer profile.

If they're creating a lecturer profile, don't forget to ask for a photo to go with it.
If they're providing student work examples, ask them to also provide an outline of the project, a caption for each image, and signed permission forms from the students.

Contacts:

Faculty	Comms advisor	Web admin
FAD	Megan Sellars	Kristin Svendsen
Science	Megan Sellars	TBC (ask Megan)
FHSS	Chris Wilson	Melissa Gough
Engineering	Megan Sellars	TBC (ask Megan)
Law	Josie Vidal (new - starts 19 Jan 2016)
Education
VBS	Ann Thomson	Kay de Malmanche

Review and sign off

Flowchart showing the review process

Review email and checklist for SME:

Sign off email and checklist for SME:

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