Group webpages. Using the online ticketing system

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1 Group webpages Each group has its own presence on the IOP s website, Group pages can be found under the activities tab on the homepage of the site. Group Committees are responsible for the content on these pages and for keeping it up to date. Each group s set of pages includes as standard, a homepage which outlines the purpose of the group and often some background information on how / when it formed; a committee page, listing all members of the committee; a contact page, which lists contact details for the officers of the group and a calendar list all events related to the group. Depending on the activities undertaken by each group, there may be a newsletter page and / or prize page. Each group also has their own pages and discussion forum on MyIOP; information on these pages is only accessible by IOP members and is generally used for keeping information relevant only to members, such as minutes from committee meetings, annual reports or reports from students funded via the Research Student Conference Fund. Groups are welcome to use these pages if they wish to do so. All webpages are maintained by the IOP s web team. You can request changes to pages in two ways, either by contacting the Science Support Officer or by logging a request directly with the web team using the online ticketing system. This system allows all groups to log requests with the web team and check on the progress of the request. Using the online ticketing system You can access the ticketing system at On this webpage you ll see the link to access the ticketing system and you ll also find some documents written by the web team to help you make the most of your web pages. To use the system you will need the username and password for your group, please contact the Science Support Officer for these details if you do not have them.

2 How to raise a ticket Once you ve logged on to the ticketing system, you should see this screen. To create a ticket, select Raise / View Issues.

3 The next screen will then allow you to type of issue you wish the web team to address. This is selected from the drop down menu New Issue. This page will also list all previous tickets raised and the status of each; this allows you to check if a job has been completed. To request an update to your calendar, please select New Calendar Event Creation Request. To request changes to a specific page, including adding copies of your newsletter, please select New Content Update. To request a new page, please select New Content Creation Request.

4 New Content Update Request This form will allow you to make your request for changes. The title should say what it is you want to do, e.g. update home page text, add new newsletter.

5 All requests put through the ticketing system should be dealt with within 48 hours and are often completed sooner than this. The severity field allows the web team to prioritise all of the requests they receive, so please only change this setting if your request is absolutely essential. In the description field, please add the details of the change you would like the web team to make. Please make it clear which page the changes refer to, you can do this by copying the url of the page you wish to change and pasting the address into this box. If you are making a lot of changes to text on a page, you may wish to consider copying the existing text in to a word document and then tracking or highlighting the changes in this document which you can then attach to the ticket. If you are adding any links to other website, please ensure that you have checked that the link works, i.e. that the other site is available. If you wish to add images to your web pages, please ensure that you have permission to use the image before submitting it. To attach a file, please click on Choose File, this will allow you to browse for the file you wish to attach. If you need to attach more than one file, simply click on Add another file. Please be aware that as the log in details only tell us which group the request is from and not the person making the request, it is helpful to include your name at the end of your request in case we have any queries which we need to ask you about. New Content Request As well as the standard page on each group s website, groups can elect to have an additional two pages as part of their site. For example, some groups like to include a page of useful links to other organisations and societies or blogs that might be relevant to their group. If you d like to add a new page you should consider discussing this with the web team or Science Support Officer before raising a ticket to discuss format, layout etc.

6 New Calendar Event Creation If you wish to add a new event to your group calendar, this is the form you will be asked to complete. Please be sure to complete all the fields which have a red asterisk next to them. The title should include your group name to clarify that you would like the event added to your calendar. All events listed in a group s calendar automatically display in the combined groups calendar and in the main IOP calendar. All group events organised in conjunction with the Conference office will be added to your calendar by a member of the team.

7 If you re adding an event that your group are organising then you should add the group name to the Organised by field; if it s an event that you are cosponsoring / supporting then the group name should go in the Cosponsored by field. You can add multiple names in both of these fields for joint group events. The event title is the name of your event and the name which will head the entry in your online calendar. All requests put through the ticketing system should be dealt with within 48 hours and are often completed sooner than this. The severity field allows the web team to prioritise all of the requests they receive, so please only change this setting if your request is absolutely essential. The event description field will allow you to include basic details about the nature of the event, what it is about, who should attend, any notable speakers. If you wish to attach an event flyer or copy of the programme, please click on Choose File at the foot of the page and this will allow you to browse for the file you wish to attach. Please be sure that there is sufficient information in the request so that anyone reading the entry in your calendar knows when and where the event is taking place, if they need to register or not, and if so, how to do this. It s also useful to include contact details for the person organising the event in case an attendee has any queries, this information should be included in the contact name field. Last revised: January 2014