Website Audit Instructions
The college is redesigning its public website as part of a new brand development strategy to support recruitment marketing and to better appeal to prospective students. The new site will feature an enhanced user experience and be mobile responsive so that our target audiences can see the breadth and depth of what Brooklyn College has to offer. We are planning to launch the new site in spring 2022.
As we prepare for this transition, we are asking all current web content managers college-wide to take some steps, described below, to help us as we proceed with planning for the migration of the existing content to the new site.
Website content managers should audit, document, and update the pages for which they are responsible to reduce the number of pages on the site and to ensure the quality of the content and information being presented and migrated.
Helpful Tips
As you audit and review pages on the site, keep these filters in mind:
- Is this information useful, relevant, or important to attracting prospective students/staff/faculty, and to retaining current students? Does it present the college in a positive light?
- Is the content concise and clearly written?
- Does the content you are reviewing overlap with that of other internal groups? Make sure all relevant stakeholders have signed off on the recommended approach for revisions/removal of content/pages.
- Are any of the forms, information, page content, or resources dated more than two years? If so: (a) ensure they are still valid, (b) update them if they are not, or (c) delete them. If they are to be deleted, consider if there is a group that would still need access to that information, specify who they are, why they need it, and if it can be accessed through an existing alternative resource.
Step 1: Audit and Document
During your audit of existing pages on the Brooklyn College website that pertain to areas you oversee, carefully document the following:
- Pages that can be permanently removed from the website.
- Pages that are more appropriate for internal-use only. Such pages have no relevance to prospective students/staff/faculty and can be considered administrative items only for those who are already part of the college community (e.g., How to Submit a Proftech Order; the Dispatcher's Manual for our EMS crew
- Pages that should no longer be published but should still exist in the CMS. These pages will be removed from the live site but retained in the CMS, making it quick and easy to revive them with new information when available without having to re-create the pages. This is a good option for, for instance, a page for an Open House admissions event that has already occurred but that will take place again.
- Pages that should be converted to "archive"-type page (e.g., "Past Events"), where old information can be found but is not presented as current information.
- Outdated photos, some of which are of poor quality, or are old, or both. This is also an opportunity to arrange photo shoots with our in-house photographers to create a reservoir of images for the existing and future site. Photo needs that arise because of this audit can be requested here.
- PDFs that can be converted to an HTML page. A 30-page handbook or a designed newsletter should remain as a PDF, but, for instance, a one-page PDF of a Word document with just instructions or information is better served as an HTML page.
Step 2: Update / Revise
For pages that will migrate to the new website, make all updates and revisions to content on those pages via the CMS. This includes:
- correcting misinformation and errors;
- updating all time-sensitive information (e.g., deadlines, due dates, events, etc.);
- resolving conflicting information;
- fixing all incorrect/broken hyperlinks to both Brooklyn College and external sites; and
- adhering to the established CMS style and the official college editorial stylebook.
All pages (except database-generated pages) will be subject to editorial review by the Office of Communications and Marketing and will adhere to the college's approved editorial style and the established CMS style. The editorial review process will not alter the actual content. If a content change suggestion comes up during editorial review, the team will contact the appropriate party to discuss before making a change.
Step 3: Formally Request Updates Post-Audit
After you have reviewed your area of the website, made all revisions and updates that your credentials permit, and documented changes and deletions per the criteria above, send that clear and detailed documentation, as well as any relevant questions, through the form below.
The Office of Communications and Marketing is available for any questions or guidance that is needed. Please reach out to Charles Thompson with any questions or concerns.
We ask that all areas complete this important audit no later than November 1, 2021.
We appreciate your collaboration on this important endeavor and thank you in advance for your time.
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