Apologies for absence

From Amanda Pearce

1. Minutes of Previous meeting 29.07.03

These were accepted.

2. Matters arising

Provision of on-going support and training for Web

External courses have been reviewed. The action is an on-going exercise, which is continually developing. Carys Thomas to continue investigation.

3. Web questionnaire

Steve Ashurst has designed and prepared the web questionnaire as a web page with an email action. The information received via the email needs to be fed into a text document so the data is suitable for quantitative analysis. This will be completed and the web questionnaire will be available on-line by Monday 3^rd November 2003. An announcement on the LU notices and a banner on the LU front page will alert people to its presence.

Action: Julian Highfield, Steve Ashurst, Chris Garrod and John Town (an email detailing actions was sent to all the above mentioned on 29.10.03)

The above action has now been completed and the web questionnaire is available on the LU homepage.

4. Loughborough University search engine

Julian Highfield has prepared a revised document, which will be re-circulated (sent 28.10.03).

Google offer a free University search package – this is only updated every 30 days and there is no guarantee that the search engine will keep running. The alternative to the free search is the Google silver package, which will cost around $600. This offers little advantage over the University free search.

If Google is used, the logo must be displayed prominently on the same page as the search function. There is currently little room to accommodate this on the LU homepage. It may be that the search function could be located on a separate page.

It was noted that the current University search function is set to default as ‘loose’ match and if changed to ‘exact’ match better results could be yielded.

Action: Julian to change to ‘exact match’ on the LU search function on Monday 3^rd November to give everyone the opportunity to search on ‘loose’ and ‘exact match’ as a comparison. WAG members to report results back to Julian by November 14^th 2003.

Once established WAG to hold an email vote on whether to pursue an alternative search route or to use the existing search function (default set as loose or exact match).

5. Use of PDF files on the LU site

The use of PDF files on the web was raised as an issue in the context of a user unknowingly being lead to either opening a PDF file or downloading a PDF file whilst on the LU site.

Concerns were raised over whether this presented accessibility issues in addition to unnecessary user irritations. It was confirmed that Acrobat reader supports accessibility issues but it should become policy that users are made aware when linking to either a PDF or a word document.

PDF or word files should only be mounted on a website when it is appropriate to use this format instead of a standard Web Page. Examples of appropriate delivery were given as mathematical formulae, forms or where a document has been designed for print.

A standard policy needs to be implemented (existing guidance is not terribly strong).

It was noted that there is currently a project running within the Engineering Faculty (steered by Bruce Scott and Jim Chandler), which is looking at ways to create PDF documents. The outcome of which will be to implement a solution in a cost effective and accessible way - currently this is to use Acrobat 5.02.

WAG supports the group’s activity and recommends that Acrobat (Adobe) 5.02 be used.

Action: Julian to send current guidance information to WAG for review and comment. All WAG members to feedback views to Julian (sent 28.10.03).

Arif and Julian to work together on feedback and report at the next WAG meeting.

6. Budgets

Media Services had put together a case to Operations Sub-Committee for additional resources (0.5 FTE) which looked at supporting the design and future development of the LU website. This included monitoring the corporate identity on-line, offering advice on good design practise, on-going maintenance of the top-level pages and proactively developing the design style on the top-level pages.

Unfortunately, the proposal was turned down by Operations Sub-Committee who felt the request was not a priority.

It was recognised that although WAG have been reasonably successful in implementing changes to the LU website (albeit on a ‘grace and favour’ basis) the current situation can’t continue - ultimately the quality and standard of the site will suffer.

Action: It was agreed that John Town and Anne Mumford should take the discussion further and try to pursue funding for the activities outlined.

7. Term of Reference document

It was noted that the Terms of Reference document supplied by Val Blackett did not appropriately outline the activities of WAG.

Margaret Evans had originated a Terms of Reference document. A copy of this document has not yet been located.

8. Any other business

Staff pages – there were some concerns over the re-structuring of the staff page. All WAG members to present feedback to Anne Mumford.

Action: Feedback to Anne, Steve Ashurst to implement changes required.

9. Date of the next meeting

Next meeting to be held in January 2004.

A calendar of meetings dates to be agreed for January, April, July and October 2004.

Action: Amanda to arrange a calendar of dates for 2004.

Update

Further to the WAG meeting Tim Rogers has reported to Amanda Pearce that the Engineering Faculty entry pages will be launched soon.