Web/Newsletter Committee

Chart of Assignments 2004-2005

Plan for Newsletter 2004-05

Our Work Schedules

• Terry
• Laura
• Jennifer: Normal 8 to 5
• Stacy: Normal 8 to 5???
• Harriett: Not here Fridays
• Calendar

LSA News 2003-04

2003-04 assignments

Duty or Assignment	Name
Publish/announce LSA News	Jennifer
Write "Lead Story"	Rotates
Do announcements of LSA events	Harriett
Compile Kudos/staff changes	Lonni
Liaison to Cathy about food column	Harriett
Do "Fact File"	Terry
Do photos	Hilary
Compile staff profiles	????
Update committee pages	Lisa (for now)
Rep. to Executive Council	Terry

Lead Story-schedule

2

Chart of Assignments 2001-2002

Meetings

• 090324
• 060831
• 050825
• 050613
• 050208
• 040714
• 011015
• 000908
• 990830
• 990714
• 990319
• 990308
• 980828
• 980821
• 980812
• 980713

Annual Reports

• 2005/2006
• 2004/2005
• 2003/2004
• 2001/2002
• 1998/1999

Decisions

• June, 1999: We decided via email discussion that we won't publish an August issue this year, and that we think future committees should plan not to publish in July or August.
• August, 1999: We decided in a meeting to change the "Committees" link on the sidebar to say "LSA Business," which link will go to the page which now has just committees stuff but will now also have annual reports, budget, other LSA business stuff.
• August, 1999: We decided after some discussion to keep the bulletin board but rename it, something like "Classified Ads." We think "Bulletin Board" is boring and doesn't really suit the purpose we think people will (are?) use it for. We further decided to refer to it in the body of the newsletter more frequently, by pointing out ads in it, or just mentioning it if there is nothing current.
• August, 1999: We decided to back up the whole directory to jeeves every month, in case as has happened before we goof and paste over ourselves in sending out the newsletter, or some other error or failure of the server occurs.
• August, 1999: We agreed that all newsletter committee members must be on lsaweb; and that no one who is not a current member may be on lsaweb, and that no one but current members may actually edit the newsletter. This has as much to do with the editing protocol in which we notify each other of being in particular pages, as anything else.
• August, 1999: Based on the previous, we agreed that submissions from outside parties should be emailed to libweb (or accepted some other way if need be), and the person assigned to "Outside Contributions" that month will put it up basically as-is, and will let the author know about any questions, any iffiness about whether it should go up as-is, etc. The suthor may then let us know if there are typos, spellos, etc, and we will fix them.
• August 1999: About pictures: we decided we will place notices on pretty much anything we put out which indicates people may let us know i they do not wish their pictures to be published. However, we will only specifically ask permission of readily identidifiable subjects before publishing (that is, if there are 4 people in the foreground of the shot, and 15 in the background or turned away, etc, we will get permission from the 4, but not the 15).

Naming Protocol

• Named newsletter.html
• Is posted on the web from the 1st of the month through the last day of the month (or until the first workday of the next month, when the next issue is released).
• An exact copy is also named appropriately for its month and a link is made to it from the Previous Issues page.

Future months' newsletters:

• Named: the month/year of the newsletter plus the word news plus dot html.
• Month/year format to use: the four digit date in the form yymm (so that they will file in chronological order in our directory.)
• See the list of future newsletters.

Procedures for Editing

When more than one person is working in the same document, one person's editing will not be saved. To avoid this, LSAWebbers have agreed to notify the group via the lsaweb listserv when they are inside a particular document. A short note, even just a subject line, to lsaweb is adequate.

Sending the Newsletter:

1. Check to make sure there is a copy (with date in the name) of the one currently at newsletter.html in the subdirectory for the current year
2. On the newsletterold.html page, add a link to the previous month's newsletter, pointing to the copy in the subdirectory for the current year
3. Bring up the next newsletter in libweb and your web browser, check to make sure all links work, and make a copy of it named newsletter.html When asked if you want to overwrite the current newsletter.html, answer yes.
4. Re-load newsletter.html on your browser and again check that all links work. If any have broken, on libweb open the copy found at newsletter.html and edit links to point to the proper subdirectories. Links should only break if there are extra pages, pages related to the newsletter and found in the current year's subdirectory. If this happens, edit the link so that the /lsa/newsletter99/ [or whatever the current subdirectory is] appears before the page name.
5. Send email to lib-staff and lib-faculty lists announcing the new issue is available. Include a table of contents with the major contents only, and a sentence about it also having announcements of events and activities.

   Example:

   • It is May 1st, the day to publish the May newsletter.
   • Open your browser and look for a copy of the April newsletter [called 9904news.html] in the newsletter99 subdirectory
   • Add a link to 9904news.html on the newsletterold.html page
   • In your browser, open newsletter99/9905news.html and check all the links
   • In libweb, pico newsletter99/9905news.html, WriteOut [ O], and save as newsletter.html. You'll be asked if you want to overwrite the current file named newsletter.html. Since you have just checked to be sure there is a copy of the previous newsletter and it is already linked from newsletterold.html, you'll say "yes"
   • In your browser, re-load newsletter.html and again check all links. If any have broken, fix according to instructions in next to last item above.
   • Send email as described above

   [January, 1999: committee members voted to discontinue translating the webbed newsletter into e-mail for e-mail distribution, but to send to faculty and staff a one-line notice that this month's newsletter has now been posted. In April 1999, this was changed to sending a notice which includes the titles of the major articles (i.e. a table of contents) If we ever decide to return to the e-mail version, the instructions are below.]

6. Log into libweb imc account. (Don't change directories.) Pico the file named "blurb". Or copy it from below. Here it is:

   
   
   The September, 1998 Library Staff Association newsletter is included
   below.  It can also be found via the Library's website at:
   
   http://libweb.uoregon.edu/~lsa/index.html
   
   Contents:
   
   Profiles:
    --
   Book Reviews by:
    --
   Articles:
    --
    --
    --
   
   ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ 
   

7. From a UO Library faculty or staff personal email account (not from libweb) send an e-mail to yourself.

8. In the body of the letter, copy the "blurb".

9. Fill in the appropriate blanks of the blurb with the month's article names, profiles, etc.

10. Copy the articles from the web page. Since they format funnily, do the work of erasing the spaces, etc. If your email program is not elegant, you might find it easier to use a word processor to cut and paste the newsletter in, so the erasing of blank spaces, etc. is easier.

11. Follow all the links as you come across them and cut and paste them, too, into the newsletter.

12. If there's a graphic, it's nice to put:

    
    (graphic)
    
    

    in the e-mail version where the graphic would be.

13. Send the e-mailed newsletter to yourself so you can see what it will look like.

14. If it's ok, then send it to lib-staff@lists and lib-faculty@lists

How to make changes in the Sidebar, Header, and Footer

When we make changes to the green sidebar, we don't want to have to make changes to many pages. So we used "Server-Side Includes". This means that a file is created which carries the html coding which we want to have repeated on many different pages. When we want to make a change to the green side bar, as an example, we change the one file which contains the master copy of the coding. Then, on each page that the green side bar appears, there's an "SSI" command that says, "go to that master file, fetch the coding, and insert it right here."

So: when you look at the multiple pages with the green sidebars, you'll see all the html coding that creates the sidebar (not a single-line command or anything), but you'll know that it got into that html page via that SSI command.

Note: you don't have to use the SSI command on every single page: only the ones you want the junk from the master file to appear on. Also, you can have lots of different master files: one for the green sidebar, one for the header, one for the footer, as examples.

Cool.

Here's how you do it: (with great appreciation to Mary Grenci).

Initial Set-up:

(We don't have to do this each time we change the green sidebar, header, or body. Mary already set up the master file for us, but we're just documenting how it's done in case we want to do this for the footer, or some other repeating feature on some pages.)

1. Creating the "master" files:

   body.incl: this is the stuff that talks about the body bgcolor, and unvisited and visited link colors. It's a very short file:

   • Opened index.html
   • Started a different libweb session: pico'd a new file called: body.incl
   • Cut and pasted this stuff from index.html into the new body.incl, and also deleted the same stuff from index.html.
   sidebar.incl: this is the stuff that creates the master file for the green sidebar:
   • Opened index.html
   • Started a different libweb session: pico'd a new file called sidebar.incl.
   • Cut and pasted this stuff from index.html into the new sidebar.incl, and also deleted the same stuff from index.html.

   header.incl: this is the stuff that creates the header stuff at the top. She did the same thing, and here's the header.incl page. Note: this "header.incl" is used on all the pages except the newsletter pages. Our newsletter page has a slightly different header, so we had to make a fourth master file. We called it headernews.incl

   headernews.incl: this is the stuff that creates the header stuff at the top of each newsletter. She did the same thing, and here's the headernews.incl page.

2. When creating a new page, how to insert the incl command: SSI commands are embedded in HTML comments. (here's an example: <!-- some stuff that won't be seen on the screen, even in "view", but will be acted upon.-- >
   Copy the three commands below into the body of the new file (right after the </head> command:

   <!--#include virtual="/lsa/body.incl"-->

   <!--#include virtual="/lsa/sidebar.incl"-->

   <!--#include virtual="/lsa/header.incl"-->

   On our web pages, we put all three SSI commands together, because that's how they appear on the page.

   If we put one SSI command, then some other html text, then another SSI comand, then the stuff "called" by the other two SSI commands would have the other html text in between. Basically, you put the SSI commands where you want the "called for" stuff from the .incl files to go!

How to change the sidebars, header, and body command:

• Change the .incl file: Just pico in the new changes, dodo.

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Last updated: 01-10-17