Training Checklist for Comms Officers and Web Stakeholders

This document is meant to assist YSM communications officers and web stakeholders in the basics on working with the web team and self-service tools.

Onboarding

Requests for routine changes should be made by creating a ticket on the portal: m.yale.du/web-help or by emailing ysm.editor@yale.edu. When you first interact with us, you will be added as a customer to our Jira ticketing system. Please respond to the automatic confirmation email you receive. Using the portal allows your to more clearly follow the progress of your work.
All YSM website requests and materials are screened for ADA compliance. Users should take the University digital accessibility training. https://usability.yale.edu/web-accessibility/accessibility-yale since documents submitted for posting, such as PDFs must be properly tagged by the submittor.
Users are asked to maintain certain content through Beatrix, including profiles, events, news, people listings, newsletters, hosting videos, and publication listings.
After training, submit a ticket to request the appropriate permissions to manage content in Beatrix.

Use the preview.yale.edu version of the URL (change medicine.yale.edu to preview.yale.edu in the url).

Scroll to the navy blue footer and click on “Download as Word”.

Use track changes and send that to us via http://m.yale.edu/web-help or ysm.editor@yale.edu.

Sites should be organized and written in an audience centric manner.
Images must be professional high resolution images. You may have access to the school’s Getty Image account to preview and select images. We will purchase them on your behalf. YSM images are also available through out Multimedia team and its repository on NET X.
Text for sites should be preapproved before sending to the web team.
Content for internal audiences should be hosted on a department sharepoint or intranet. This landscape is evolving, but the content should not be hosted on pages designed for external audiences.

Routine changes are published straight to the Live Server.
If changes are complex the team may elect to use preview with the expectation that the pages will be reviewed promptly for publication.
Submittors should have the authority to approve pages.
Project rebuilds will be made in preview but may require content freezes on the live site.