University of Bath

Updating award ceremonies content on the website

The process for updating the web pages with news, guidance, images and videos about the summer and winter graduation ceremonies.

Who updates the content

Different teams are responsible for creating and maintaining content for the award ceremonies. The teams involved are:

  • Academic Registry
  • Audio Visual (AV)
  • Digital Content
  • Events
  • the University Photographer

Academic Registry

The Academic Registry team updates:

  • ceremony timetables
  • dates of future award ceremonies
  • guides for students and their guests about getting ready for the ceremonies, getting tickets and what happens on the day
  • Location pages, like the Theatre Royal

Audio Visual (AV)

The AV team uploads videos of the award ceremonies to Vimeo.

Digital Marketing & Communications

The Digital Content team updates:

  • guides about travel and parking
  • Vimeo channels by adding the new videos
  • the Award Ceremonies Topic page by pinning content there when it is relevant to the users

The Digital Content team also reviews the pages the other teams have updated.

Events (Department of Marketing & Communications)

The Events team updates:

  • guides for staff about processing at award ceremonies
  • pages for orations (speeches given for the honorary graduates, for example, John Cleese)
  • Location pages, like the Theatre Royal

Press Office

For some award ceremonies, the Press Office creates Announcement pages about graduates and the people receiving honorary degrees.

University Photographer

The University Photographer uploads photos of the award ceremonies to Flickr.

When the award ceremonies happen

There are award ceremonies twice a year. The summer graduation ceremonies are in July and the winter graduation ceremonies are in December.

We update content throughout the year so that it stays relevant for students, guests and staff.

January

Academic Registry

If you're in the Academic Registry team, add accessibility information and a link to the summer venue to the page, 'Preparing for your graduation ceremony'.

Also, unpublish the page, 'What to do on the day of your graduation ceremony'.

February

We don't need to make any changes to content in February.

March

In March, we start preparing the Topic page for the upcoming summer award ceremonies.

Academic Registry

If you're in the Academic Registry team, update the ceremony timings page for the summer graduations when you have the relevant information.

When you've updated the page, email web-support@bath.ac.uk with the page title and URL. The Digital Content team will then review the page and pin it to the Award Ceremonies Topic page.

Events team

If you're in the Events team, when you have the relevant information, you should update:

When you've updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Digital Content

If you're in the Content team, contact the Academic Registry and Events teams and ask when they plan to update their pages.

If you're a Content Designer, review the new and amended content from the Academic Registry and the Events teams, then publish the pages. You should now update the Topic page, adding new sections where needed.

Section 1

Name this section 'Summer graduation ceremonies' and add the summary:

'Find out the dates of graduation ceremonies happening this summer.'

In this section, pin the timetable page for the summer award ceremonies. The Academic Registry team will provide the page title and URL.

Section 2

Name this section 'Information for graduating students' and add the summary:

'Find out about bringing guests, what to wear and what to do on the day of your ceremony.'

In this section, pin the pages:

Section 3

Name this section 'Getting to your graduation ceremony' and add the summary:

'Information on graduation venues and how to get there.'

In this section, pin the pages:

Section 4

Name this section 'Information for Staff' and add the summary:

'Information for staff processing at the award ceremonies this July.'

In this section, pin the pages:

Section 5

Name this section 'Previous award ceremonies' and add the summary:

'Watch videos and view photo collections from previous graduation ceremonies.'

Create External items linking to the Flickr album and Vimeo channel showing the most recent award ceremonies. External items let you pin links to web pages that aren't on Typecase.

In this section, pin the External items linking to the:

  • Vimeo channel for the latest award ceremonies
  • Flickr album for the latest award ceremonies

Also, add a related content button. Give the button the text 'Read previous orations' and add the link:

http://www.bath.ac.uk/corporate-information/?meta_label_and=graduation&f.Type%7CY=Speech

Section 6

Name this section 'Future award ceremonies' and add the summary:

'Check the dates of future ceremonies.'

In this section, pin Dates of future award ceremonies.

April

We don't need to make any changes to content in April.

May

We don't need to make any changes to content in May.

June

In June, we pin more specific content about the upcoming summer award ceremonies to the Topic page.

Academic Registry

If you're in the Academic Registry team, create Event pages for each of the summer award ceremonies. See the Event page for a winter award ceremony in 2016.

You should also update the page, 'What to do on the day of your graduation ceremony'.

When you've created and updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Events team

If you're in the Events team, you should create Corporate information pages for each of the honorary degree orations. See the oration page for John Cleese.

When you've updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Digital Content

If you're in the Content team, contact the Academic Registry and Events teams and ask when they plan to update their pages.

If you're a Content Designer, review the new and amended content from the Academic Registry and the Events teams, then publish the pages and update the Topic page.

Section 1

Replace the first section with a new Events section. Name it 'Summer graduation ceremonies' and add the summary:

'Find details of all the graduation ceremonies happening this summer.'

In this section, pin the Event pages for each of the summer award ceremonies. The Academic Registry team will provide the page titles and URLs.

Section 2

Keep this section as 'Information for graduating students'.

In this section, pin the page, 'What to do on the day of your graduation ceremony'. The Academic Registry team will prove the page title and URL if it has changed.

Section 3

Keep this section as 'Getting to your graduation ceremony'.

Section 4

Keep this section as 'Information for staff'.

Section 5

Add a new section 5 and move 'Previous award ceremonies' to section 6. Give section 5 the title, 'Honorary degree orations' and add the summary:

'Read about the people receiving honorary degrees this summer.'

In this section, pin the Corporate information pages for each of the honorary degree orations. The Events team will provide the page titles and URLs.

Section 6

Move 'Previous award ceremonies' from section 5 to section 6 and update the links to Vimeo and Flickr so they show the previous summer's award ceremonies.

July

As soon as possible after the summer award ceremonies, we pin videos and photos of each ceremony to the Topic page.

Audio Visual (AV)

If you're from the AV team, upload videos of the award ceremonies to Vimeo. You should start to upload the videos no later than two days after each ceremony.

To upload the videos:

  1. Log in to the University of Bath Vimeo channel
  2. Upload each video and name them by ceremony number.
  3. Set each video privacy as 'Only I can see this video'.
  4. Save each video and email web-support@bath.ac.uk to let Digital know that the videos are ready.

Don't add the videos to a Vimeo channel or album. The Digital team will do this.

Press Office

If you're in the Press Office, add the Announcements about graduates and the people receiving honorary degrees to Flow and tag members of the Content team.

University Photographer

If you're the University Photographer, upload photos of the award ceremonies to Flickr, creating a separate album for each ceremony. You should start to upload photos the day after the final award ceremony.

Use the same format to name each album, for example, 'Summer Award Ceremony 5 20[19]'. Each album name should contain the ceremony name, number and year.

When you've uploaded the photos, email web-support@bath.ac.uk with the album URLs.

Digital Content

If you're in the Digital Content team, you should pin the images and videos to the Topic page as soon as they are available.

The AV team provides videos two days after each award ceremony.

The University Photographer will start to upload the photos to Flickr the day after the final award ceremony.

Before pinning the videos to the Topic page

Create a new Vimeo channel for the summer ceremonies. Use the same naming convention as in previous years, for example, 'Summer Graduations 2018'.

When the AV team have emailed web-support@bath.ac.uk to say the videos are ready, find each video in Vimeo.

In the settings for each video:

  1. Rewrite the title using the naming convention, 'Summer Graduation 2018. Ceremony 9. Thursday 12 July 2018, 12.15pm'
  2. Write a description using the same format as in previous years - find the details for each ceremony
  3. Change the 'Who can watch' setting under 'Privacy' to 'Anyone'.
  4. Make sure 'Where can this be embedded?' is set to 'Anywhere'.
  5. Make sure 'Who can comment' is set to 'No one'.
  6. Make sure people can't download the video.
  7. Make sure people can add the video to collections.
  8. Add the video to the 'Awards Ceremonies' channel.
  9. Add the video to the channel for this year's summer graduations.
  10. Save the changes.

Before pinning the photos to the Topic page

Create a Flickr collection for all the new albums created by the University Photographer.

To create a collection:

  1. Go to flickr.com/photos/organize.
  2. Click on the 'Albums & Collections' tab at the top of the page.
  3. Click on 'Create a new: collection'.
  4. Name the collection using the naming convention, 'Summer graduation ceremonies 20[19]'.
  5. Select 'Graduation ceremonies' from the dropdown menu under 'Where do you want to place the new collection?'.
  6. Click 'CREATE'.
  7. Drag the new award ceremonies albums into the collection.
  8. Click 'CREATE MOSAIC' under the collection name, then click 'OK' and 'SAVE'.
  9. Review the new collection.

Section 1

Replace section 1 with a new Pinned items section. Name it 'Summer graduation 20[19]' and add the summary:

'See photos and videos from the 20[19] summer graduation ceremonies.'

Create External items linking to the:

  • Flickr collection of albums for the summer ceremonies
  • Vimeo channel of videos for the summer ceremonies

External items let you pin links to web pages that aren't on Typecase.

In this section, pin the External items linking to the Flickr collection and the Vimeo channel.

Section 2

Replace section 2 with the section, 'Honorary degree orations' (previously section 5) and change the title to 'Honorary degree orations 20[19]'.

Section 3

Replace section 3 with a new Pinned items section. Name this section 'Honorary Graduates' and add the summary:

'We create a number of honorary graduates each year in recognition of their outstanding contribution to society or academia.'

In this section, pin the existing External item called 'Our honorary graduates 1966 to present'.

Section 4

Replace section 4 with a new Pinned items section. Name this section 'News' and add the summary:

'Read stories about our graduates and people who received honorary degrees this summer.'

Check Flow each day of the award ceremonies week and pin the Press Office' Announcements to this section.

Updating the honorary graduates page

After the ceremonies, update the honorary graduates page with the names and degrees of the new honorary graduates.

August

Academic Registry

If you're in the Academic Registry team, add accessibility information and a link to the winter venue to the page, 'Preparing for your graduation ceremony'.

Also, unpublish the page, 'What to do on the day of your graduation ceremony'.

September

In September, we start preparing the Topic page for the winter award ceremonies.

Academic Registry

If you're in the Academic Registry team, update the ceremony timings page for the winter graduations when you have the relevant information.

When you've updated the page, email web-support@bath.ac.uk with the page title and URL. The Digital Content team will then review the page and pin it to the Award Ceremonies Topic page.

Events team

If you're in the Events team, when you have the relevant information, you should update:

When you've updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Digital Content

If you're in the Content team, contact the Academic Registry and Events teams and ask when they plan to update their pages.

If you're a Content Designer, review the new and amended content from the Academic Registry and the Events teams, then publish the pages. You should now update the Topic page, adding new sections where needed.

Section 1

Name this section 'Winter graduation ceremonies' and add the summary:

'Find out the dates of graduation ceremonies happening this winter.'

In this section, pin the timetable page for the winter award ceremonies. The Academic Registry team will provide the page title and URL.

Section 2

Name this section 'Information for graduating students' and add the summary:

'Find out about bringing guests, what to wear and what to do on the day of your ceremony.'

In this section, pin the pages:

Section 3

Name this section 'Getting to your graduation ceremony' and add the summary:

'Information on graduation venues and how to get there.'

In this section, pin the pages:

Section 4

Name this section 'Information for Staff' and add the summary:

'Information for staff processing at the award ceremonies this December.'

In this section, pin the pages:

Section 5

Name this section 'Previous award ceremonies' and add the summary:

'Watch videos and view photo collections from previous graduation ceremonies.'

Create External items linking to the Flickr album and Vimeo channel showing the most recent award ceremonies. External items let you pin links to web pages that aren't on Typecase.

In this section, pin the External items linking to the:

  • Vimeo channel for the latest award ceremonies
  • Flickr album for the latest award ceremonies

Also, add a related content button. Give the button the text 'Read previous orations' and add the link:

http://www.bath.ac.uk/corporate-information/?meta_label_and=graduation&f.Type%7CY=Speech

Section 6

Name this section 'Future award ceremonies' and add the summary:

'Check the dates of future ceremonies.'

In this section, pin Dates of future award ceremonies.

October

We don't need to make any changes to content in October.

November

In November, we pin more specific content about the winter award ceremonies to the Topic page.

Academic Registry

If you're in the Academic Registry team, create Event pages for each of the winter award ceremonies. See the Event page for a winter award ceremony in 2016..

You should also update the page, 'What to do on the day of your graduation ceremony'.

When you've created and updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Events team

If you're in the Events team, you should create Corporate information pages for each of the honorary degree orations. See the oration page for John Cleese.

When you've updated the pages, email web-support@bath.ac.uk with the page titles and URLs. The Digital Content team will then review the pages and pin them to the Award Ceremonies Topic page.

Digital Content

If you're in the Content team, contact the Academic Registry and Events teams and ask when they plan to update their pages.

If you're a Content Designer, review the new and amended content from the Academic Registry and the Events teams, then publish the pages and update the Topic page.

Section 1

Replace the first section with a new Events section. Name it 'Winter graduation ceremonies' and add the summary:

'Find details of all the graduation ceremonies happening this winter.'

In this section, pin the Event pages for each of the winter award ceremonies. The Academic Registry team will provide the page titles and URLs.

Section 2

Keep this section as 'Information for graduating students'.

In this section, pin the page, 'What to do on the day of your graduation ceremony'. The Academic Registry team will prove the page title and URL if it has changed.

Section 3

Keep this section as 'Getting to your graduation ceremony'.

Section 4

Keep this section as 'Information for staff'.

Section 5

Add a new section 5 and move 'Previous award ceremonies' to section 6. Give section 5 the title, 'Honorary degree orations' and add the summary:

'Read about the people receiving honorary degrees this winter.'

In this section, pin the Corporate information pages for each of the honorary degree orations. The Events team will provide the page titles and URLs.

Section 6

Move 'Previous award ceremonies' from section 5 to section 6 and update the links to Vimeo and Flickr so they show the previous winter's award ceremonies.

December

As soon as possible after the winter award ceremonies, we pin videos and photos of each ceremony to the Topic page.

Audio Visual (AV)

If you're from the AV team, upload videos of the award ceremonies to Vimeo. You should start to upload the videos no later than two days after each ceremony.

To upload the videos:

  1. Log in to the University of Bath Vimeo channel
  2. Upload each video and name them by ceremony number.
  3. Set each video privacy as 'Only I can see this video'.
  4. Save each video and email web-support@bath.ac.uk to let Digital know that the videos are ready.

Don't add the videos to a Vimeo channel or album. The Digital team will do this.

Press Office

If you're in the Press Office, add the Announcements about graduates and the people receiving honorary degrees to Flow and tag members of the Content team.

University Photographer

If you're the University Photographer, upload photos of the award ceremonies to Flickr, creating a separate album for each ceremony. You should start to upload photos the day after the final award ceremony.

Use the same format to name each album, for example, 'Winter Award Ceremony 5 20[19]'. Each album name should contain the ceremony name, number and year.

When you've uploaded the photos, email web-support@bath.ac.uk with the album URLs.

Digital Content

If you're in the Digital Content team, you should pin the images and videos to the Topic page as soon as they are available.

The AV team provides videos two days after each award ceremony.

The University Photographer will start to upload the photos to Flickr the day after the final award ceremony.

Before pinning the videos to the Topic page

Create a new Vimeo channel for the winter ceremonies. Use the same naming convention as in previous years, for example, 'Winter Graduations 2018'.

When the AV team have emailed web-support@bath.ac.uk to say the videos are ready, find each video in Vimeo.

In the settings for each video:

  1. Rewrite the title using the naming convention, 'Winter Graduation 2018. Ceremony 9. Thursday 12 December 2018, 12.15pm'
  2. Write a description using the same format as in previous years - find the details for each ceremony
  3. Change the 'Who can watch' setting under 'Privacy' to 'Anyone'.
  4. Make sure 'Where can this be embedded?' is set to 'Anywhere'.
  5. Make sure 'Who can comment' is set to 'No one'.
  6. Make sure people can't download the video.
  7. Make sure people can add the video to collections.
  8. Add the video to the 'Awards Ceremonies' channel.
  9. Add the video to the channel for this year's summer graduations.
  10. Save the changes.

Before pinning the photos to the Topic page

Create a Flickr collection for all the new albums created by the University Photographer.

To create a collection:

  1. Go to flickr.com/photos/organize.
  2. Click on the 'Albums & Collections' tab at the top of the page.
  3. Click on 'Create a new: collection'.
  4. Name the collection using the naming convention, 'Winter graduation ceremonies 20[19]'.
  5. Select 'Graduation ceremonies' from the dropdown menu under 'Where do you want to place the new collection?'.
  6. Click 'CREATE'.
  7. Drag the new award ceremonies albums into the collection.
  8. Click 'CREATE MOSAIC' under the collection name, then click 'OK' and 'SAVE'.
  9. Review the new collection.

Section 1

Replace section 1 with a new Pinned items section. Name it 'Winter graduation 20[19]' and add the summary:

'See photos and videos from the 20[19] winter graduation ceremonies.'

Create External items linking to the:

  • Flickr collection of albums for the winter ceremonies
  • Vimeo channel of videos for the winter ceremonies

External items let you pin links to web pages that aren't on Typecase.

In this section, pin the External items linking to the Flickr collection and the Vimeo channel.

Section 2

Replace section 2 with the section, 'Honorary degree orations' (previously section 5) and change the title to 'Honorary degree orations 20[19]'.

Section 3

Replace section 3 with a new Pinned items section. Name this section 'Honorary Graduates' and add the summary:

'We create a number of honorary graduates each year in recognition of their outstanding contribution to society or academia.'

In this section, pin the existing External item called 'Our honorary graduates 1966 to present'.

Section 4

Replace section 4 with a new Pinned items section. Name this section 'News' and add the summary:

'Read stories about our graduates and people who received honorary degrees this winter.'

Check Flow each day of the award ceremonies week and pin the Press Office' Announcements to this section.

Updating the honorary graduates page

After the ceremonies, update the honorary graduates page with the names and degrees of the new honorary graduates.