Poets Website Update Guidelines
Requesting a Website Update
Document Update
PDF Creation and Editing
Update Process and Individual Responibilities
When an Edit is Wrong or Missing
Requesting a Website Update:
When requesting an update to an existing page an EMAIL to poets@sfsu.edu must include the following (hard copies will not be accepted unless under unusual circumstances):
- The URL for ALL pages being updated (exception made for menu bars.)
- Content to be replaced should be in paragraph form. We will not search content to fix technical or grammatical errors.
- All text for a newly added link.
- A clear and accurate description of the update/edit.
- A note as to whether the web update is urgent and why.
If There is a Document:
- All documents to be uploaded should be in their final form. Please don't send a .doc if the final document on the web should be .PDF.
- Include the URL to the page the document is linked if a document is to be added or removed, and the approximate location of the link in the content.
- A note as to whether the document is an update or a new document. (new document see #3 above)
- When updating the information on a web document send the updated document web ready, NOT the edits that need to be made to the document all ready online!
How to Create a PDF Form a Word Document
To save a .doc or .docx as a .PDF: make sure you are finished editing it in Microsoft Word.
Go to file-> print-> save as PDF and save the document as a PDF to send to poets@sfsu.edu
To Edit a Pre-Existing PDF:
To edit a pre-existing PDF you will need Adobe Acrobat Professional. The POETS do not provide this program for faculty or staff, please talk to you AOC to purchase the program.
In Adobe Acrobat Pro:
Go to tool-> advanced editing -> touch-up text tool
Click on the text you wish to edit and wait for the text to be initialized. When you can delete or add text the text cursor will be blinking.
Additional Notes:
Some edits to PDFs may change the layout of the PDF. To avoid layout problems save .doc copies of frequently edited PDF documents and use Word to edit the document and then convert it into a PDF again. (See above)
How the Poets Update the Website and What is Expected of You:
The POETS will make web updates in as timely a manner as possible. We will usually complete updates in the order they are received, or by the complexity of the update. When we are done with the edits the update will appear on the test server and the POETS will email you with a link to the test server to check the requested updates. THIS IS NOT THE LIVE SITE. No one but you and the POETS will be able to see the edits yet.
When you approve of the edits on the test server, reply in an email to poets@sfsu.edu. If there are additional edits please reply considering the update request guidelines above.
When you have sent the POETS an email stating you approve of the updates made and posted on the test server, the pages will be uploaded to the live site. Please give the updates time to go live before responding to the POETS that the updates have not been made.
When an Update is Wrong or Lost:
When an update is wrong or lost please email poets@sfsu.edu stating what update is wrong or lost and the approximate date when you approved of the edit on the test server. You can also include the last email the POETS sent you regarding the update.
Give the POETS time to review the problem and find out why the update is not on the live site, or why it is different than the update approved on the test server.
If this update is urgent and needs to be expedited, include a short reason why and we will do the best we can to correct the update on the live site ASAP.
