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PR/Marketing Committee meeting October 9, 2018

  • Ken Bunch
  • Susan Cochran – (absent)
  • Kris Collins
  • Mike Danos – (absent)
  • Kimberly French – (absent)
  • Marci Gale
  • Pat Gatti
  • Kenny Holt
  • Jill Markwood
  • Elizabeth Narehood
  • William Perez
  • Will Sandidge – (absent)
  • Patti Saffioti
  • Lana Valez – (teaching)
  • Maria Wright
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  • Meeting called to order at 1 p.m., role taken.
  • Minutes from Sept 4, meeting reviewed and approved.
  • Meeting began with a discussion of a possible new event regarding financial aid and scholarship awareness to come in June of 2019.
  • Further discussion to define the event. Patti says in March they will let people know about the June open house. Maybe bring back Super Saturday. Pat Gatti asks questions regarding the events.
  • Jill then segues to the main topic for the meeting, that being the update of the world-wide-web policy that is posted on the employee intranet area.
  • Jill and Wil Perez rewrote the first part of the policy and the chairperson began to review the draft changes with the committee group.
  • She stated the beginning didn’t really change as it just defines what the website is.
  • Next reviewed are the web policy “standards.”  A change was made to define responsible individuals, because now individual “content owners” are responsible for their content instead of the webmaster.
  • Next, a change was in reference to student organization program pages stating that they are responsible for keeping their content current. Also added a reference to defining content as it pertains to the mission of the college.
  • Wil notes we need just one copy of what each program is. 
  • Jill asked if the committee is okay with accepting these changes. They agreed.
  • The “scope” did not change. 
  • Changed "blackboard" to the "canvas" service.
  • Next, we reviewed the list of what each webpage must have. Changed it to say information should be posted to stay relevant and current.
  • Next, a list of the people who can approve the content, such as PR/Marketing Coordinator.
  • Next, took out mention of some lesser content not needing special review. Everything is reviewed now with the Content Management System (CMS). Content must be approved to be posted.
  • Next, for graphics approval content owners should check with the Media Specialist.
  • Next, regarding the college homepage, added that a suitable photo related to the content on that webpage will be provided by the media specialist. 
  • Next, is the policy definition of how external links are posted on the webpages.  
  • Next, is a mention of how the three marketing boxes on the homepage are updated, which is done by the webmaster, media specialist, and the marketing coordinator.
  • Next, is a mention of how the program webpages and academic division webpages are updated. Every program will have the same webpage style with a general description in the body area of the webpage and relevant links on the right-hand side.
  • Changed term divisions to program-head.
  • Program heads must work with the institutional effectiveness deptartment because the programs are all run through that office. People should contact Kris or Kevin if they need to change any information about your program.
  • Next, is a review of the program page format with header photo, body copy and links on the side.
  • Wil suggests bringing up a program page to review. Group looks at Mechatronics page and reviews the various page components. 
  • Changed homepage links to navigation links.
  • Most of the changes in the current policy are a result of how the CMS affects how the page is formatted. 
  • Next, for the non-academic pages content, the content managers have more control. 
  • Any CVCC website must conform to a particular CMS template.
  • Next, is the proper use of logos on webpages. The media specialist needs to provide the logos. 
  • Wil says he helps people with uploading the images.
  • Wil asks if the policy should be changed to state to follow the information in the style guide.
  • A suggestion is made to add the style guide to the marketing section of the intranet and also on the communication central webpage or the employee manual. Jill said she would do that.
  • The last part deals with the president’s cabinet control over any links of content bans. That was deleted in lieu of the CMS being in control.
  • Took out the part about standards for faculty and staff. Because we now have the Google pages instead of personal sites. Google suite is on mycvcc. 
  • Standards for student groups remain through the student activities director.
  • Jill and Wil stopped reviewing the policy at this point. The rest of the policy still needs to be rewritten and reviewed by the committee. 
  • Jill remarked that she and Wil would finish the rewrite before the next meeting.
  • The revised policy must go to the governance committee to be approved.
  • Jill remarks that more sections may have to be added by reviewing the website for any missing procedures.
  • An annual review of content must be completed by Aug. 1, by respective content owners. Wil suggests changing that deadline to May before faculty leaves.
  • Pat says that the center directors and deans have a meeting twice a year to review their programs and that would be a good time to remind everyone to review their content.
  • Jill says she will send the next rewrite out to the committee members.
  • Motion made to adjourn. 
  • Meeting adjourned at 1:50 p.m.












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