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Cooperative Extension Service
Departments
Administration
Procedure for Submitting Content to The Web
Posting of Web Pages
All design and posting of web pages for the entire U A C E S will be done by the Web Development Associates. Web pages can be developed using FrontPage by other employees but will have to be sent to the Web Associates to make sure all policy and guidelines for web are followed. Upon completion of testing the Web Associates will upload the pages to the web. It is recommended that if web pages are sent to the web associates that the user has formal training in HTML, Cascading Style Sheets, Web Accessibility, and FrontPage. If you have any questions on this contact Donna Rinke, 501-671-2302,
drinke@uaex.edu .
Content
Develop and save content as a Word file. Publisher files cannot be used. PowerPoint and Excel files may be used under certain circumstances. Please contact the Web Associates prior to submission if there are any doubts about file types that can be submitted.
Only material dated within 30 days of the current date will be posted. This
allows us to better serve our clientele by offering only timely information. If
you have any questions about web submissions, please feel free to contact Donna
Rinke at drinke@uaex.edu.
Do not make notes in the document for the editors or web developers.
Avoid abbreviations in text. Use abbreviations, including the ampersand (&), in running text only when part of official names. If the name represented by an abbreviation may be unknown to some readers, use the full name in the initial reference. This includes months. Do not use Jan for January, etc.
Events and meetings will not be posted to static web pages. All
events must be posted on the on-line calendar (http://calendar.uaex.edu).
Contact your District secretary or A O S in your area to post this information.
Limit use of acronyms unless they are phonetically read (EFNEP, AACES). Job titles, names of organizations, centers, buildings, forms, departments, and other objects are generally spelled without periods but need to be separated by spaces:
U A C E S
F C S
U of A
F A C S
Make acronyms plural without apostrophes (unless the last letter of the acronym is an s , in which case the apostrophe is needed).
Ensure that information is not conveyed through color alone. For example, when asking for input from users, do not write "Please select an item from those listed in green." Instead, ensure that information is available through other means. Use of color for conveying any information cannot be used.
If a P D F is requested, please be sure to include on the Word document the U of A Logo and cooperating and E E O statements that will be included in the PDF. The Web Associates will use the Word file to make the P D F accessible. See
instructions
for making accessible PDF's.
All Printer Friendly version links will be accompanied by a
 printer
icon and located at the top right corner of the document immediately below the header.
Graphics in place of Text
Do not make graphics to be used when straight text can be used. Graphics add
to load time and if the information can be displayed in text format a graphic is
unnecessary.
Use of Color for Conveying Information
Ensure that information is not conveyed through color alone. For example,
when asking for input from users, do not write "Please select an item from
those listed in green." Instead, ensure that information is available through
other means.
How to Submit
The web-based Web Submission program was created to allow users to send files to the Web Associates that will be posted on any U A E X web site. Failure to submit using the Web Submission Program will cause a delay in posting your information to the web.
- Go to http://websubmit.uaex.edu
, or select the Web Submission Program link from the Intranet home page, and use your Intranet Id and password to login (users set up with single login will be logged in automatically).
- Fill out the form to tell the editors and web associates what is needed to complete your submission. The entry screen allows users to enter specific information about their upload. Specific information includes the type of submission (new or existing page), name of the person submitting the information, date of submission, kill date, information to tell if the material is time sensitive or not, the date needed, the author, title, the description of the page content, keywords of the content, the name of the website to be updated, the URL of the page to be updated or changed (for updating existing pages), and additional notes that might be useful to the editors and web associates.
It is imperative that document title, description and keywords are provided. These are to be provided by the submitting author. These three primary pieces are used by search engines to determine the relevance of a web site.
Put yourself in the consumer's position.
The title is one of the most important items of a web page. It should describe exactly what the document contains.
The description needs to compliment your title. It needs to tell your audience why they should select your listing. What's in it for them? Why should they go there? What sets this listing apart from others that they see?
Keywords should be less than 250 characters. No single word should be used more than twice. Keywords should contain words and 3 word phrases. These words and phrases should be contained in your visible copy of your web page. Phrases should not be generic. Having specific and accurate keywords and not generic will increase our chances of being higher in a search engine listing. However, there are no guarantees when it comes to search engines.
After entering the specific information, users select the CONTINUE button to move to the next page.
- The next page allows the user to select (by pressing the BROWSE button) the files to be uploaded. The following file extensions are allowed: .doc, .dot, .exe, .png, .tif, .gif, .jpg, .wpd, .htm, .asp, .pdf, .html, .ppt and .xls. Up to 10 files can be uploaded at a time. After all files have been selected, selecting "Submit to Editors" will notify the editor(s) via email that that files have been uploaded. If the user decides that the submission needs to be cancelled, the button to "Cancel this Submission" should be chosen.
- Each hour an email is generated to the editors to notify them that files have been uploaded that need to be reviewed. The person submitting the files will also receive a confirmation at this time. The confirmation e-mail also contains a link that will allow the user to check the status of their submission at anytime. Users can select to view all submissions by selecting the appropriate link from the menu on the top left-hand side of the screen.
- The editors will review the document to see if any changes need to be made. Once the editors are through with the submissions, the record is modified to show the editors name and date of edit (or review). An email is then generated to the Web Associates to inform them that a document is ready to be posted to the web.
- The Web Associates will then retrieve the files and post them according to
the directions specified by the person submitting the files.
- Once a submission has been posted, the person submitting the information will receive an automated e-mail notifying them of the posting.
Please help our web associates by using this program to submit all your material for the web. It will help us help you faster.
If you have any questions or problems with the web submission process or program, please contact Donna Rinke or Becky Bridges.
Time Sensitive Material
All items submitted for placement on the U A C E S web sites are done on a first come first serve basis unless the material is News or Jobs or has been previously scheduled with the Web Development Associates. Be sure to choose
TIME SENSITIVE when submitting the information using the
Web Submission Program only if the item is truly time sensitive. The Editors and Web Development Associates will try to the best of their ability to edit and post time sensitive information within 3 business days.
Editing for the Web
A professor of rhetoric and writing and three undergraduate interns from University of Arkansas at Little Rock will proofread all written material, other than fact sheets and miscellaneous publications, submitted for the web.
If you wish to review the edited version prior to it being submitted to the web associate for posting, please indicated your desire to do so in the notes section of the web submission form. The editors will send this back to you for your approval. Please notify the editors and they will take care of forwarding the final version to the web associates for posting to the web.
The typical turnaround from the time material is received until it is proofread and posted on the web is three to five days. If you chose to review the edited version prior to posting to the web, this could add 2 to 3 days to your posting time. The Editors and Web Development Associates will try to the best of their ability to edit and post time sensitive information within 3 business days.
The associate designers/ editors will edit fact sheets and miscellaneous publications before they are placed on the web and submitted for print on demand or printing.
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