Information Technology
Process and Standard Operating Procedures

Department: IT Division – Web Site Administration

Process: Displaying an External Links Disclaimer Statement

Objective: Identify and create streamlined process and protocol for displaying an external links disclaimer statement on all school, teacher, staff, and other web site home pages that have hyperlinks that direct users out of the FCS web environment.

Resources needed: Disclaimer statement approved by the communications department,
Outgoing email message from Communications or the Technology Help Desk notifying web developers of the new disclaimer requirement.

1. Identify each person/position involved in the process.
- School, teacher, staff or other web site developer
- Susan Hale / communications staff
- District Web Administrator

2. Provide a summary of the process.
The communications department along with the IT division communicates the new requirement for displaying an external links disclaimer statement on all school, teacher, staff, and other web site home pages that have hyperlinks that direct users out of the FCS web environment. Web developers are directed to the FCS disclaimer statement at http://www.fultonschools.org/addapage.asp?page=/media-bin/html/disclaimer.htm where they can either copy the “external links disclaimer” text or simply add the disclaimer link at the bottom of their home page.

3. Create a list of Standard Operating Procedures (SOP) that supports the process.
- Requesting Web Space
- Designing/Developing school, staff, teacher, or other FCS web sites (coming soon)
- Publishing web sites to FCS web servers

Information Technology
Process and Standard Operating Procedures

Department: IT Division – Web Site Administration

Process: Requesting modifications to content on the FCS Homepage

Objective: Identify and create streamlined process and protocol for the modification of content on the FCS Home page. Home page content that will be subject to the new protocol includes, but is not limited to: graphic buttons, changes to left-hand navigation items, drop-down menu items, any hyperlinks from the homepage, news stories, activities and events, and FYI items.


1. Identify each person/position involved in the process.
- Individual making the request to modify home page content
- Communications Director
- Susan Hale / communications staff
- Webmaster

2. Provide a summary of the process.
Any requests regarding modifications to the FCS home page that are sent to the webmaster will be forwarded to the Susan Hale and the director of then communications department. Communications and the individual making the request can open a dialog to determine the best way to display the information on the homepage. The communications department sends a request to the webmaster to make modifications to the FCS homepage. Webmaster designs graphic elements (if necessary), makes the requested modifications and then notifies the communications department for verification that modifications were implemented to communications standards.

3. Create a list of Standard Operating Procedures (SOP) that supports the process.
- Making modifications to the Left-hand navigation
- Making modifications to the drop-down menus
- Designing graphic buttons for the FCS home page
- Placement of graphic buttons on the home page

Information Technology
Process and Standard Operating Procedures

Department: IT Division – Web Administration, Development and Support

Process: Setting up teacher, staff, dept., etc. web space and communicating upload instructions

Objective: Identify processes involved in setting up teacher, staff, dept., etc. web space and communicating upload instructions

Resources needed: Testing Web Servers (Web), Application Developer

1. Identify each person/position involved in the process.
- Webmaster
- Application/Web Site Developer

2. Provide a summary of the process.
In order to set up teacher, staff, dept., etc. web spaces, users must login and fill out the Web Space request form at http://www.fultonschools.org/itdivision/forms . The webmaster logs into web server and manually creates web space, sets access permissions and sends upload instructions to end user. Webmaster requests a follow-up if there are any questions or concerns.

3. Create a list of Standard Operating Procedures (SOP) that supports the process.
-Filling out web space request form
-Setting Permissions (Webmaster)
-Choosing a template*
-Creating and uploading website
-Installing Content Management Solution
-How to use Content Management Software/FTP

Information Technology
Process and Standard Operating Procedures

Department: IT Division – Web Site Administration

Process: Teacher/STS/Webmaster Communication

Objective: Identify and create streamlined process and protocol for Principals, Teachers, Staff members and School Technology Specialists presenting technical issues to the webmaster.

Resources needed: The ability for HEAT to send email notifications to the webmaster's FCS Outlook mailbox.

1. Identify each person/position involved in the process.
- Principals, teachers, school web developers and staff members
- School Technology Specialists
- Webmaster

2. Provide a summary of the process.
Principals, teachers, school web developers and staff members are to first contact the School Technology Specialist (STS) when experiencing technical difficulties resolving web-related issues. If the STS cannot resolve the issue, the STS should then communicate directly with the webmaster via email or by submitting a HEAT request. Email messages are the preferred method of communication as they serve as a written record and can be easily reviewed for the details of a specific issue.

3. Create a list of Standard Operating Procedures (SOP) that supports the process.
- Submitting HEAT Requests

Information Technology
Process and Standard Operating Procedures

Department: IT Division – Database Administration, Development and Support

Process: Custom development of Division and Department Web Sites

Objective: Identify and create streamlined processes for the custom development and standardization of division and department websites.

Resources needed: Testing Web Servers (DB), Application Developer

1. Identify each person/position involved in the process.
- Webmaster
-Division Directors
-Department Directors
-Department/Teacher web developers
-end users (for information needs and feedback)

2. Provide a summary of the process.
Division or Department director fills out web space request form (which needs to be updated to collect more detailed department/division info – i.e. director name, tech name, requested deadline date, etc.). The webmaster logs into web server and manually creates web space, then starts custom development of division/department site based on info from forms. Basic web layout to come from web template consistent with new Superintendent's branding initiative and approved by communications. Webmaster then sets access permissions and sends update instructions to end user. Webmaster installs and provides instructions for Content Management solution and requests follow-up if there are any questions or concerns.

3. Create a list of Standard Operating Procedures (SOP) that supports the process.
-Filling out web space request form
-Setting Permissions (Webmaster)
-Choosing an approved template*
-Creating/developing and uploading website (Webmaster)
-Installing Content Management Solution
-How to use Content Management Software/FTP