Revision as of 16:21, 17 September 2010

Web Committee procedures are used by the members of Web Committee to perform routine tasks.

This is a living document; the contents are updated as procedures are refined and developed.

Committee roster updates

When any NASPA committees invite new members or members retire or change roles, Web Committee updates the committee roster as follows:

1. Verification: all changes in committees, committee leadreship and committee memberships may be authorized by Executive Committee. Changes in committee membership or members’ roles may also be authorized by the any of the chairpersons of the committee. Committee members may also resign by their own announcement.
2. NASPAWiki access: check if the person needs to edit NASPAWiki in any of his/her current roles and add or remove access as necessary.
3. Mailing list update: our mailing list administators (Ryan Fischer or John Chew) shall update the mailing lists as appropriate.
4. Committee page update: list new members in the Current members section and retiring members in the Former members section (create these sections when needed). Include a link to the member’s contact page, the member’s role (if applicable) and start/end dates of service (if the exact date is unknown, enter at least the month and the year). The committee page may already have been updated by the committee, but Web Committee should check formatting and links.
5. Contact page update: create the contact page if necessary, update the list of current and former duties of the member, update the contact information as needed (do not publish private contact information without permission) and update the categories of the member. New committee members should be added to the committee members category. Retiring members should be added to the former committee members category. Members can belong to both categories when they have retired from one committee but are still members of another committee.

Contact page updates

Our web site shall have a personal contact page for each current and former committee member, person with specific duties (spokespersons, NSC division leaders, office staff etc.), person of the year, and national champion.

1. Create the contact page when the person is added to the applicable roster (such as committee members). List the person’s roles on the contact page. Link the pages both ways (person to role and role to person).
2. Contact the player to determine what contact information (phone and/or email) should be listed on the page. Do not list any private contact information without the person’s permission. (You may list public information, such as the person's name and official roles and the place of residence as listed on the public member search page.)
3. Categories: add category tags in this order as appropriate:
   1. Champions
   2. Person of the Year
   3. Committee members
   4. Former committee members
   5. Tournament Directors

Creating Committee Yahoo! Groups

Each NASPA committee needs a Yahoo! Group in which to conduct and archive its official correspondence, and to offer an email address to which public inquiries may be directed. We currently use the yahoogroups.com system for doing so. Requests for new group creation should be directed to the Web Committee, who should follow these steps to ensure that the group is correctly configured.

1. Place the group in the index hierarchy at Games → Board Games → Scrabble.
2. Give it a name that starts with “naspa-”
3. Specify the committee NASPAWiki page as the related link.
4. Specify English at the group’s primary language.
5. List the group in the Yahoo! Groups directory.
6. Specify that all web tool permissions are member-only, and enable chat.
7. Specify that membership is restricted (requires approval, to prevent spammers and other unauthorized joiners), do not allow members to hide their email addresses, and leave the welcome message at the default for the committee chair to edit.
8. Specify that anyone may post messages (to receive public inquiries), replies go to all members, moderation is for new members (so that spam does not get posted automatically), attachments are stored in email and not on site (so that people can view attachments offline) spam filtering is on (not that it works), and the archive is accessible only to members.
9. Manually add (“from an existing list”) the following people to the list, grant them all administrator privileges and specify that the receive all admin email notifications: the committee chair (or cochairs), Chris Cree, John Chew, and at least one other Web Committee member willing to take responsibility for the group.
10. Use the web interface to invite all committee members to join the group, and follow through to make sure that they do so without difficulty.
11. Make sure each committee member’s individual message posting settings are set to unmoderated, overriding the group default above.

NASPAWiki editors

Follow these steps to create a new NASPAWiki login for a person that will be editing web content.

1. Create the user: current convention assigns each user their preferred email username (e.g., if their email address is jjchew@math.utoronto.ca, their Wiki username is jjchew). Assign a secure random password.
2. Assign privileges and groups: typically committee-member privileges.
3. Create a contact page for the user.
4. Create a Wiki user page for the person and redirect it to the contact page. This allows every entry in Wiki page edit history to be linked to the actual person who performed the edit.