The A to Z index http://www.jcu.edu.au/atoz/ and the forms register http://www.jcu.edu.au/forms/ are two of these.
The process used to build the "old" A to Z index page involved the JCU web manager adding links for pages as and when it was appropriate and requested. As new content was created the web manager had to "discover" it or be asked to include it. This process was cumbersome, did not allow quick turnaround, and the index was always incomplete and out of date.
The "new" A to Z page is built by searching all JCU web pages for an A-Z metadata tag. Pages with the tag will be included automatically, those without will not be referenced. The tagging process also allows for the automatic inclusion of synonyms. The most obvious advantages of such a system are:
- the web developer can be assured that it will appear in the index without having to contact ITR personnel;
- the currency of all items in the index is assured;
- the entries in the index are effectively made by the web developer and are more likely to be correct in spelling and phrasing and reflect exactly what the developer wanted;
- the ability to have a page appear and therefore the responsibility for a page appearing in the index lies solely with the web developer.
The guidelines for which pages should be indexed and the way to construct the tags can be found at: http://www.jcu.edu.au/office/itr/webmanagers/atoz/. Ward Saylor, Manager, Information and Research Support, has prepared the guidelines and they state (in part): "It (the A-Z index) is designed as a pointer to major functions and activities, especially the homepages for all significant teaching, research and administrative units and sub-units and for all major services."
There are still significant gaps in the new index. It may well be that now that the new index has replaced the old (17/7/2000), the homepage for your organisational unit is not be referenced by it.
The regular JCU Web Managers Group meetings have explored and refined the process and all divisional, faculty and school web managers should now be well aware of this change. It was expected that the Web Managers would pass the information on to page developers and maintainers in their area. This has apparently not occurred in all areas of the university.
I urge that you check the new index (http://www.jcu.edu.au/atoz/) to see whether the homepage for your organisational area is indexed and if it is not, to have the Web Manager responsible for its maintenance http://www.jcu.edu.au/office/itr/ITContacts/ address the issue as soon as possible.
If any problems are experienced please encourage them to contact either Mr Simon Baird (ext. 4671) (Simon.Baird) or myself, Mr John Anderson (ext. 4670) (John.Anderson).
A central forms register is also part of the new web site and it is hoped that all forms used by staff, students and visitors such as potential students will be listed there. The forms register is generated in the same way as the A-Z index. Instructions for the current register (http://www.jcu.edu.au/forms/) and the instructions for including a form are at: http://www.jcu.edu.au/office/itr/webmanagers/forms/ Again the Web Manager responsible can add the necessary entries.
Once again if your staff have any trouble adding forms to the index please contact Mr Baird or myself.
Regards,
John Anderson (Web Manager)