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Web Committee procedures

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Revision as of 11:56, 11 November 2014 by Poslfit (talk | contribs) (Creating Committee Yahoo! Groups: updated for Yahoo changes)

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Web Committee procedures are used by the members of Web Committee to perform routine tasks.

This is a living document; the contents are updated as procedures are refined and developed.

Committee roster updates

When any NASPA committees invite new members or members retire or change roles, Web Committee updates the committee roster as follows:

  1. Verification: all changes in committees, committee leadership and committee memberships may be authorized by Executive Committee. Changes in committee membership or members’ roles may also be authorized by the any of the chairpersons of the committee. Committee members may also resign by their own announcement.
  2. NASPAWiki access: check if the person needs to edit NASPAWiki in any of his/her current roles and add or remove access as necessary.
  3. Mailing list update: our mailing list administrators (Chris Cree, John Chew or Dallas Johnson) shall update the mailing lists as appropriate.
  4. Database update: Use the command-line tools add-to-committee, delete-from-committee and set-committee-role to maintain the database. Web wrappers for these tools will be made available when time matches demand.
  5. Contact page update: create the contact page if necessary, copying an existing committee member’s page to get the database access right, update the contact information as needed (do not publish private contact information without permission).
  6. Membership number: if the member is not already a committee member, ask if the member prefers a CM-series membership number
  7. Notifications: update the breaking news page as appropriate; post to Twitter, Facebook and Google+; notify Bulletin staff by sending email to info@scrabbleplayers.org.

Contact page updates

Our web site shall have a personal contact page for each current and former committee member, person with specific duties (spokespersons, NSC division leaders, office staff etc.), person of the year, and national champion.

  1. Create the contact page when the person is added to the applicable roster (such as committee members). List the person’s roles on the contact page. Link the pages both ways (person to role and role to person).
  2. Contact the player to determine what contact information (phone and/or email) should be listed on the page. Do not list any private contact information without the person’s permission. (You may list public information, such as the person's name and official roles and the place of residence as listed on the public member search page.)
  3. Categories: add category tags in this order as appropriate:
    1. Champions
    2. Person of the Year
    3. Committee members
    4. Former committee members
    5. Tournament Directors

Creating Committee Yahoo! Groups

Each NASPA committee needs a Yahoo! Group in which to conduct and archive its official correspondence, and to offer an email address to which public inquiries may be directed. We currently use the yahoogroups.com system for doing so. Requests for new group creation should be directed to the Web Committee, who should follow these steps to ensure that the group is correctly configured.

  1. Assign the group the category Entertainment & Arts
  2. Give it a name that starts with “naspa-”
  3. Specify English at the group’s primary language.
  4. List the group in the Yahoo! Groups directory.
  5. Specify the committee NASPAWiki page as the group website.
  6. Specify that all web tool permissions are member-only, and enable chat.
  7. Specify that membership is restricted (requires approval, to prevent spammers and other unauthorized joiners), do not allow members to hide their email addresses, and leave the welcome message at the default for the committee chair to edit.
  8. Specify that anyone may post messages (to receive public inquiries), replies go to all members, moderation is for new members (so that spam does not get posted automatically), attachments are stored in email and not on site (so that people can view attachments offline) spam filtering is on (not that it works), and the archive is accessible only to members.
  9. Manually add (“from an existing list”) the following people to the list, grant them all administrator privileges and specify that the receive all admin email notifications: the committee chair (or cochairs), Chris Cree, John Chew, another Web Committee member willing to take responsibility for the group if available, and any committee members whose preferred group email address is known.
  10. Use the web interface to invite all committee members to join the group, and follow through to make sure that they do so without difficulty.
  11. Make sure each committee member’s individual message posting settings are set to unmoderated, overriding the group default above.

Problems receiving Yahoo! Groups messages

Follow these steps to help diagnose why a user may not be receiving Yahoo! Groups messages.

  1. Go to the group website, click on Members, Bouncing, see if the user is listed. If they are listed as Soft Bouncing, follow the instructions to try to reactivate them. If they are listed as Hard Bouncing, ask the user to resubscribe.
  2. Go to the group website, click on Members, Members, search for the user, make sure they are set to receive Individual Emails or Daily Digest (not No Email).
  3. Ask the user if they are receiving other Yahoo! Groups email at their same address. If yes, and if you have administrative access to those other groups, check that the user is in fact ubscribed at the same address. If yes, their mail client software is likely hiding the specific group’s messages from them for some reason.
  4. Ask if they are receiving any other email from other sources.
  5. Ask if their mail client software is configured to automatically group email into threads or conversations, and if they are aware that it might be hard to see new messages at the end of long ongoing discussions. Some mail software may also automatically put a user’s own posts into their Sent Mail folder and not their in-box.
  6. Ask if they checked all of their spam traps (some users may have separate spam folders at their ISP, company or institution, as well as on their personal machines).

NASPAWiki editors

Follow these steps to create a new NASPAWiki login for a person that will be editing web content.

  1. Create the user: current convention assigns each user their preferred email username (e.g., if their email address is jjchew@math.utoronto.ca, their Wiki username is jjchew). Assign a secure random password.
  2. Assign privileges and groups: typically committee-member privileges. Be sure to capitalize the first letter of the username, and check for a message saying the user was successfully added.
  3. Create a contact page for the user.
  4. Create a Wiki user page for the person and redirect it to the contact page. This allows every entry in Wiki page edit history to be linked to the actual person who performed the edit.

NASPAWiki password recovery

Followe these steps when an authorized NASPAWiki editor forgets their username and/or password

  1. Find their username in Special:ListUsers. It should be the username portion of their email address at the time that they became a NASPAWiki editor. It is 'not' their NASPA ID.
  2. Generate a random password and assign it using Special:EditUser.
  3. Email them the new password and instruct them to change it right away.