WSG Minutes - Michaelmas Term 2008

1. Establishing a Web Strategy Steering Group
   GPC has approved the creation of a high-level strategy group that will look at improving the university's web presence. The WSSG will comprise all 5 Pro Vice Chancellors with Professor Ewan McKendrick chairing. It was noted that the web was a technological issue but what is largely being addressed is the content or information on Oxford's web. The LSO had expressed concerns over liability issues re information on the web and this would be raised in the discussions of the new Steering Group. The reporting relationship between WSG and this new group was discussed.
   Action: JN to report back on progress at next meeting
   
   
2. Staff Gateway update
   It was reported in the previous WSG meeting that this project would deliver in Michaelmas Term 2008, however, due to the unexpected departure of a key project team member, the delivery date has now been changed to February, 2009. The project had also been useful in highlighting concerns that are widely felt but beyond the remit of the project, namely: problems with searching, problems with contact search, information management and the possibility of an intranet.
   
   
3. Responsibility for web content
   The meeting discussed the issue of responsibility for web content in the light of an inquiry from the Assistant Registrar concerning the forthcoming QAA Institutional Audit taking place in Hilary Term 2009. Attention was drawn to a circular sent from the Registrar in 2004 to all Heads of Division and Divisional Secretaries, Heads and Administrators of all Departments placing responsibility with individual web managers.
   Action: SW to discuss with the Registrar.
   
   
4. Updates on iTunes U, teachers' e-newsletter and online debates
   The first online debate ran from 12th May to 9th June and was considered a successful start to the project. The second debate, on an economics theme, will begin on November 3rd.
   
   It is now possible to create, send and administer e-newsletters and mailing lists with the oxweb CMS.  The first example of this was the teachers' e-newsletter, which was sent out on September 9th to around 1800 recipients working in schools and colleges. The feedback has been entirely positive, more than 200 new subscribers signed up via the website and the second e-newsletter went out on 16th October.
   
   Oxford's iTunes U site launched on 7th October.  It has been extremely well received and garnered much media coverage in print, TV and online. In its first week it attracted 168,000 visitors and 60,000 downloads. A lecture organised by the James Martin 21st Century School secured the Top Download spot by the beginning of the second week, gaining even more media coverage, and remains there at time of writing. Downloads increased by 21% by the end of the second week to 71,000 and a further 9% to 77180 in the third week.
   
   The fact that a large number of staff in UAS and other central departments are unable to access iTunes on their office PC, among several other useful software packages that have been determined necessary for their work, was raised. The group were informed that this was a matter for their local ICT officers. For those supported by the ICT Support Team, this shortcoming is being addressed.
   
   
5. Funding of Google Search appliance
   The license for the GSA will expire in early 2009.  Further funds to renew the license are being sought from the Registrar to maintain this valuable service.
   
   
6. Use of http://ox.ac.uk
   Stephen Sanger, Web Officer in PAD, submitted a paper on the use of http://ox.ac.uk. A brief survey of other universities, both national and international, had revealed that three quarters used this format along with the usual http://www.name.ac.uk. The meeting asked for further information from OUCS about the true nature and extent of the obstacles to doing the same here.
   Action: PJ to gather further information from OUCS.

Keith Lewis of OUCS sent a message to inform the group that necessary updates were required for the GSA.  He suggested dates in December and January for the two half-day maintenance sessions. It was pointed out that some of the dates in December coincided with the dates on which the Science Admissions would be taking place, so it was requested that these dates should be avoided.

Action: CE to contact OUCS to ensure that the work does not cause disruption during this period.

The Hilary Term 2009 WSG meeting will be held on Thursday 29 January 2009. Proposed papers/items should be sent to christopher.eddie@admin.ox.ac.uk for consideration no later than Thursday 22 January.