Everything you need to know about the process for beginning the web migration of your college, school or major administrative unit is outlined here. As we mentioned on the migration schedule page, this process can only be started with a dean's or provost's approval to move an entire unit (college, school or major administrative unit). The tasks are listed here in chronological order.
Request the migration
- Select 2-3 people who will serve as points of contact and representatives for the college/school/administrative unit during the migration process. These people will facilitate communication between the web team and all the departments or sub-units and oversee the completion of the process for the larger college/school/administrative unit. The web team will communicate with only these people during the migration.
- Have the Dean or Provost contact the web team with a request that his/her unit be migrated to the new template. Be sure to include the names of the people serving as representatives for the move and add any special circumstances that might need to be considered with the migration request.
- Approximately 4-6 weeks before we plan to begin the migration of your site, we will contact the unit representatives identified by the dean or provost and schedule an initial meeting.
- You will have a folder on this website that will contain status reports and documentation for your specific move. This information can be accessed from the "Your Migration Site" link in the horizontal navigation.
- We will review the remaining parts of the move process (as outlined below) and answer any questions you may have. We want to make sure you are comfortable with the process.
Evaluate and Correct Your Site Web Pages
- We will send you a list of all the sub-sites for your unit. The unit representatives should review this list for accuracy and contact the person responsible for the work to be done on each sub-site.
- As you go through your sub-site in the steps below, please consider any changes/updates that need to be made in the near future. Go ahead and add or update any information that you know will be needed in the next 8-10 weeks. If you don't want to publish right away, add the data and schedule a publish time for a future date. Once the web team begins migration, users will not be able to make any changes to the sub-sites!
- Login to OU campus and open each pcf page of your site from within OU campus to check for the issues listed below. As
you check pages, you will record and mark these pages as complete in the pages check
form for your site. [See the "pages check" link under your department on the My Sites page] If you need help with this process, please see our OU Page check tutorial. Please check each pcf page for:
- blank pages or pages with only 1 link or sentence of content
- error trying to open or save the page
- errors in content (bad or outdated information, broken links, etc)
- spelling errors
- Next, open the Chrome web browser and download the link checker identified on the resources page. Once those are installed, navigate to your website using Chrome and open each page of your site in the browser. For each page, run the link checker. If you find any pages with errors, login to OU campus and correct these errors. As you check pages, you will record and mark these pages as complete in the record keeping form for your site.
Evaluate and Correct Your Site Documents
- We will make a list of all the documents (PDF's, Word, Excel files) that are currently
linked in your site available to you. [See the "documents check" link under your department on the My Sites page] You should open each document in this list and correct any of the following
- Old logos -> replace with new approved logo (see the resources page for information on how to get a copy of your new logo)
- Contact information -> replace any old contact information (old phone numbers, addresses, personnel) with correct information
- Direct web links -> replace with general directions on how to access a page example: instead of "visit http://www.etsu.edu/mysite/stuff.pdf" replace with "visit our site http://www.etsu.edu/mysite/ and find the document under our 'forms' left navigation link"
- Finally, all Word, PDF and Excel files must be made accessible (according to government
section 508 and WCAG 2.0 standards). To qualify for accessibility, all PDF's must
be created from a Word Document (saved as PDF) or from Adobe Acrobat. A few things
to keep in mind:
- PDF's generated from scanned documents will not be usable on the web. These will need to be recreated or find another source for the information
- Any documents that are pulled from another source (another university or website) and are not accessible will not be usable on the web.
- Visit our PDF help page to find out how you can tell if a PDF has been scanned in or created from Microsoft Word or Adobe Acrobat.
- Word documents can be checked for accessibility using a built-in accessibility checker available in Word 2010 and later. For more information on making Word documents accessible, please see our resources page.
- PDF documents can be checked for accessibility using a built-in accessibility checker available in Adobe Acrobat Version 10 and later. For more information on making PDF documents accessible, please see our resources page. If you need a copy of Adobe Acrobat, please contact us for more information on how to get a copy for your use.
Set Target Date for Migration Start
- We will contact you 4-6 weeks before we are ready to begin work on your entire unit. This will give you time to complete a good portion of the work on your sub-sites, as outlined above.
- Once we are ready to begin work on your unit, we will contact the unit representatives.
If the following conditions are met, we will begin migrating the entire unit:
- At least 50% of the sub-sites have completed the review process outlined above (all documents checked and fixed, all pages reviewed and corrected)
- A realistic completion date has been set and approved by the dean/provost for the remaining sites to complete the review process
- If the unit is not ready to move (conditions above are not met), we will move on to the next big unit to begin work and will check back with you after that work is completed. This could mean an 8-12 week delay in the beginning of your move process.
- IMPORTANT! Once we begin the migration process, no content updates/changes can be made to your site until all the sites have been migrated and go live. We will be removing access to every sub-site in the unit and web administrators will NOT have access to their pages during the migration.
Final Site Review and Launch
- As we complete the migration of a sub-site, we will contact the unit representative and ask them to work with the appropriate person to review the new site. Once this review is complete, the unit representative should indicate this in the appropriate record keeping form for the unit. For more information, please see the site review page.
- Once all sub-sites have been migrated and reviewed, all sites in the unit will be made live at one time. For more information, please see the page "Launching New Site."
- The web team will work on updating links to all sub-sites across the web as soon as possible after the launch.