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A) Backups: Generally we should make backups of the entire contents of the site frequently enough (whatever that means). When updating a page, make sure you can always restore the previous version, if something goes badly wrong during your update attempt. Chances may be small, but if something does go wrong, it will be a long cry trying to build a complex page from scratch.
B) Bilingual pages: There is always a page for each purpose both in English and in Finnish. Our primary web language is English, which means some of the corresponding Finnish pages may just state that the information is given only (or mostly) in English - with a link to the English page. However, when updating pages (or creating new ones), it is important to update both languages simultaneously (or at least check the contents of the other language as well). Some pages, such as separate pages for news items, point to the theme level page in Finnish (instead of having a corresponding low level Finnish page). This saves some effort.
C) Home page: There should be no need to touch the files www.astro.utu.fi/index.shtml or www.astro.utu.fi/index.fin.shtml as changing bits are read from other files. These files are: www.astro.utu.fi/seminars/SEMINAR.html and www.astro.utu.fi/seminars/SEMINAR.fin.html for seminar announcements and www.astro.utu.fi/news/NEWS.html and www.astro.utu.fi/news/NEWS.fin.html for observatory news. See D) on updating these. Due to the nature of the home page, there is no need to have 'last modifications' notice at the bottom of the page.
D) News and seminar announcements: These announcements appear on
the home page of the observatory and are, hence, of considerable importance.
Please, modify the files mentioned in A) as follows:
In NEWS.html you will see how the news items are listed by now. Just modify
or copy/paste as needed. This may be a matter of opinion, but I think there
should be no more than two news items with a picture at any given time.
There is no reason to limit text-only news items to two or a few, but the
list should not be too long and at least the oldest (more than six months?)
items should be removed. See E) for instructions on News page itself.
In SEMINAR.html you should update the date, person, and
topic of the seminar. Sometimes the weekday is also not Friday,
and should be updated (remember to restore Friday afterwards). See F) for
instructions on Seminar page itself.
E) News: When there is a fresh news item, write a story of it to our News page (www.astro.utu.fi/news/index.shtml). The News stories exist currently only in English, which is not good, but not really a problem either. If the story is long enough, write also a separate page for it. Name the file with the news date (YYMMDDx.shtml, where x is a letter a,b,c,... in case there are several news items per day) and put it into the news folder (e.g. www.astro.utu.fi/news/051119a.shtml). Update the NEWS.html page according to instructions in D).
F) Seminars: When a new seminar is announced (by seminar master or the director of the institute), update the Seminar pages (www.astro.utu.fi/seminars/index.shtml and (www.astro.utu.fi/seminars/index.fin.shtml) using the ingenious copy/paste AS instructed in the page itself. The front page announcement should also be updated as instructed in D).
G) Conferences: All conferences should have their own folder in the conferences folder (e.g. www.astro.utu.fi/conferences/FewBody2005/). I see no reason to limit the ingenuity in naming the folder as long as its location is fixed. Similarily conference pages should have a free format to individualise them.
H) Staff pages: Staff pages are handled automatically by Hannu Karttunen's programme. Ask him if there is something to be updated. All information is given in the English page and the Finnish page only points to that page with a wee dictionary for those with limited skills in English.
I) Publications pages: Publications are handled automatically by Kaj Wiik's programme. Ask him if there is something to be updated. All information is given in the English page and the Finnish page only points to that page.
J) Research: The research page should host general information and an introduction of our research and the research folder should have a subfolder for each research project. Those in charge of the projects should have permission to the subfolder in question and they should have responsibility in keeping the project pages tidy and up-to-date.
K) Teaching: All observatory courses and information on the teaching given by us should be here. So far we are married with the Department of Physics in this matter so there should be no conflicts between information on our page and that on theirs.
L) Visitor info: This is a place for information for random tourists and visiting astronomers alike. How to get here, where to buy food, what services we provide to visitors, and other such questions should be answered here. At least when new editions of phone books appear, we should check they have not (yet again) changed the map co-ordinates.
M) Links: All worthwhile web links should be listed here. PLEASE, check them regularly. There are few things in web more embarrassing than links pages with obsolete links in them.
N) VISPA: At the moment VISPA pages are located in a folder under the observatory home page. They are no longer maintained.
