Here's some information about the process of updating existing pages, creating new pages, and style guidelines. If you have questions about your updates, need to request a change be accepted, or for general web- and Drupal-related questions, please email ugs-cms-admin@utlists.utexas.edu.
Logging in to Drupal
Go to http://www.utexas.edu/ugs/user and login with your UT EID and password.
How to Request Changes
Each time you edit or create a page in Drupal, you must send an email to ugs-cms-admin@utlists.utexas.edu in order for your changes to appear. We will not accept any changes until you email us and say your changes are ready to be published. We can usually accept your edits within a day or two, but if it must be published sooner, please say so in your email.
What Drupal Contributors Can Do
Though some aspects of page editing are limited for contributors, a large portion of Drupal updates can be handled by your office's desigated Drupal contributor (or, as they're known in the dean's office, Drupalistas).
On their individual program's pages, Drupalistas can
- Edit existing content in the main body and right sidebars
- Create new pages and add new documents (though UGS-CMS-Admin must publish them before they're visible)
- Add photos and videos to the main body and right sidebars
- Create and manage wikis
Create a New Page or Upload a Document
To create a new page or upload a document, hover over Content Management in the black administrator bar (visible only when you're logged in to Drupal) and then over Create Content. Choose your content type_--either _UGS Page or UGS Document.
You can also upload documents and photos directly to your content page using the File attachments option in your Drupal Edit tab.
What UGS-CMS-Admin Can Do For You
You must email ugs-cms-admin@utlists.utexas.edu to
- Publish changes you've made to existing pages
- Publish new pages and documents you've created
- Edit the left navigation
- Change information in the headers and footers on your pages
- Make changes to programmatic information included on the main UGS site
UGS Style Guide
In general, UGS follows the UT Austin Writer's Style Guide. Here are some common formatting, style, grammar, and punctuation issues you might encounter.
Headings
The main title of the page will always be in h1 style (this is coded into the site). Use h2 for section titles and h3 for subsections. Don’t skip from using an h1 to using an h3.
Every header should have text underneath it; don’t double title (for example, an h2 directly under an h1).
Content & Links
A page’s call to action (fill out this form, make an appointment, attend this workshop) should be at the top of the page with the text hyperlinked to any relevant form or contact info.
Try to incorporate links into the body of your text. Avoid linking words like "click here." For example, "The School of Undergraduate Studies oversees course flags and Signature Courses."
Link building names on your pages to their corresponding online maps. For example, "Visit the Office of the Dean in MAI 202."
Each page should speak to one audience. For example, there should not be information for students and information for faculty on one page.
Keep paragraphs short with one main idea that is summarized in the heading.
The entirety of a page’s content should fit on one screen without having to scroll. If there is a lot of excess content that you really can’t cut, make a new page and link to it within the text.
Bulleted and numbered lists
- Do not put periods at the end of a bullet (should ideally be phrases, not sentences)
- Do not put a colon at the end of the text preceding the list
- Try to use either bold or bullets to make text stand out, not both
PDFs
Avoid asking people to download PDFs from the UGS website. Instead, revise the content and put it directly on the web so it can be viewed without downloading. Exceptions include forms or checklists that students are expected to print out and complete.
Internal content for use by staff can be posted, revised, and updated on a wiki rather than on the public website.
FAQ
Avoid using "Frequently Asked Questions" pages as a way to organize information on your site. If information is requested often enough to be included as an FAQ, it should be addressed in the front-facing content of your site.
Emphasis
Use emphasis sparingly; it loses its impact if used too much on one page. Don’t double up on styles (for example, bolding and italicizing a word).
Do not use exclamation points.
Grammar and punctuation
- Refer to the university as "The University of Texas at Austin" (note the capital T in "The", even mid-sentence) or "UT Austin," never "UT."
- Use "university" and "school" instead of "University" and "School" mid-sentence. For example, "I work at The University of Texas at Austin. The university is a great employer."
- Semesters are always lowercase unless they're in a headline. Avoid saying "fall of 2012" or "spring of 2013."
- CORRECT: "Enrollment for fall 2013 begins in March."
- INCORRECT: "We're now hiring mentors for Fall 2013."
- When referring to degrees conferred, one receives a "master's degree in art history," not a "Master's degree in art history." Same for bachelor's.
- Include punctuation in degree abbreviations: Ph.D., M.A., M.Ed., etc.
- Names of departments should only be capitalized if they describe a country or region or if they are included in the proper name of the department.
- CORRECT: "He graduated from UT Austin with a bachelor's degree in physics."
- CORRECT: "She majored in physics and English."
- CORRECT: "She is a faculty member in the sociology department."
- CORRECT: "She is a faculty member in the Department of Sociology."
- INCORRECT: "He got his master's degree in Sociology."
- Job titles are only capitalized if they are presented as a part of a person's title.
- CORRECT: "Interim Dean Larry Abraham works in the Main Building."
- CORRECT: "Larry Abraham is interim dean of the School of Undergraduate Studies."
- INCORRECT: "Larry Abraham is Interim Dean of the School of Undergraduate Studies."
- We're pro-Oxford comma! Make sure all items in your lists are separated by commas.
- CORRECT: Bridging Disciplines Programs, Sanger Learning Center, and the First-year Experience Office are all part of the School of Undergraduate Studies."
- Phone numbers should be entered with hyphens, not parentheses. For example, 512-475-7000, not (512) 475-7000.
- Formatting times: Use periods in "a.m." and "p.m." and only include minutes if it's other than :00.
- CORRECT: 4 p.m., 4:30 p.m., "Join us 4-4:30 p.m. in MAI 202."
- INCORRECT: 4:00 pm, 4 pm, "Join us 4:00-4:30 pm in MAI 202."
