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User guide for officers and representatives

webmaster's picture
on Fri, 2015-02-27 21:31
Hello officer/representative!

This guide is intended for you, the elected representative or officer, who will need to interact with DN's website beyond merely spectating. We have prepared this guide to make it easier for you to achieve your objectives, whether they are to create opinion, disseminate information, or get reports on the current or previous state of doctoral representation at Uppsala university.

The last task can be done without signing in, but the former two require you to authenticate yourself first. (Click on the title to read the full guide!)

Signing in with Persona

You can sign in using the button in the top right corner of every page. The first time you sign in, you will be prompted to set up a log-in with a system called Mozilla Persona [1, 2, 3]. Enter your Uppsala university e-mail address and select a password. (It's important that you use your UU e-mail address so that we recognize you as a member of Uppsala University!) Once you have set up your user account, a person that already has editing rights can change your role at this website (see below for the definition of the different roles). After that you can sign in through Persona, you can edit your user account (for instance, add a profile picture, link to your LinkedIn profile, change the email address) and create or edit content on this website (exactly what you can do depends on your account's role).

User permissions

User permissions are organised into four roles (or levels) that determine access. The roles are mostly hierarchical, meaning a higher level encompasses all the permissions of the lower levels. Permissions within each role are set by the site administrator. Only the site administrator can create or remove roles. Site moderators can elevate or demote individual users through the role hierarchy.

  • Non-authenticated users
    This is the role automatically assigned to any user who browses the website without signing in.
    Effectively a "read-only" interaction with the website and its content. Permissions are essentially limited to viewing published content.
  • Authenticated users
    This is the role automatically assigned to any user who signs in.
    Since anyone is allowed to create an acccount and sign in to this website, permissions at this level are rather limited by design. Commenting on posts (that have comments enabled) is essentially all that is allowed.
  • Officer (officers/representatives)
    Corresponds roughly to an "editor" in Internet-forum parlance. This role can only be assigned to an account by the site administrator or a user with the moderator permission. In general, all currently elected representatives or appointed officers are eligible for this role.
  • Presiding officer (DN-AU and presiding officers of faculty councils)
    Corresponds roughly to a "moderator" in forum parlance. This role can only be assigned by the site administrator or an existing moderator. In general, members of DN's executive committee (AU) and chairs and deputy chairs of the faculty PhD student councils are assigned this role.

Site administrators have their own role, not described in this guide.

In general, authenticated users (and by extension, non-authenticated users) have very limited permissions (since anyone can authenticate using their Persona account); users with role officer can create appointments, blog posts, documents, and meetings, but cannot edit or delete content created by other users; and users with role presiding officer can create appointments, blog posts, pages, book pages, documents, and meetings, and can edit or delete any such content (created by any user).

The guiding principle in assigning user permissions should be to make life easier for DN's elected representatives and appointed officers. The site has been designed around that principle, but even the best system designer cannot foresee all use cases. So if you feel hindered in any task on this website that you think should be possible/permitted, then please make yourself heard.

 

Creating or editing content

The purpose of this website is to facilitate communication and information within and between DN, faculty councils and PhD representatives in other bodies and councils within the university. Aside from accessing information, the most relevant functions for most DN officers will be to create meetings, to upload documents and to add or edit appointments/positions.

Content types (and who can create, edit or delete such content)

  • Appointment/position
    Add an appointment or elected position for a representative or officer.
    Requires role: officer or above. Users with role officer can edit or delete their own appointments/positions; users with role presiding officer can edit or delete any appointment/position. Update: the permissions have been relaxed so that all officers can edit any appointment/position.
  • Article
    Create a new post in the DN blog (visible on the frontpage by default).
    Requires role: officer or above. Users with role officer can edit or delete their own posts; users with role presiding officer can edit or delete any posts.
  • Basic page
    Basic pages make up static content, such as the 'About us' page, or the 'RSS' page.
    Requires role: presiding officer or above. Users with role presiding officer can create, edit or delete any basic page.
  • Book page
    Books have a built-in hierarchical navigation. Currently only used for the PhD Handbook.
    Requires role: presiding officer or above. Users with role presiding officer can create, edit or delete any book page.
  • Documents
    Use this content type to create new documents, including meeting minutes and agendas.
  • Meeting
    Add a meeting (with venue and date) to the calendar.

The site also uses a few so-called structure elements, that help the website system to infer the required relationships between meetings and documents, users and documents, appointments and boards/committees, and so on. The most important structure in this regard is the taxonomy.

 

Guidelines for editing taxonomies and menus

Taxonomies and menus are part of the site structure, which points to the fact that changes could potentially break functionality. At the same time, changes are necessary and required for the site to reflect reality, which we want it to do.

Taxonomies

We encourage users with role officer or presiding officer to carefully read this section before attempting to edit taxonomies.

Taxonomies form the veritable backbone of this site. A taxonomy is basically a list of terms. Each term has a name, a description, a parent, and a URL. When creating a new term, only the name must be provided by the user. A description is optional, the parent is set to root unless changed by the user, and the URL is always automatically assigned. Changes do not take effect until saved (use the Save button).

  • Rule 1: Never delete an existing term from any taxonomy. Doing so may break the site.
  • Rule 2: It is perfectly OK to edit existing terms, except for the taxonomy committees/boards, where you should apply rule 2a instead:
    • Rule 2a: If a committee/board changes name in the corporeal world, create a new term with that name and leave the original term in the taxonomy. Consider adding a note to the description of the original term, stating the date the committee/board ceased to exist.

Rule 2a is meant to ensure that former representatives and officers do not lose their appointments in the system.

The sequential order and the relationship (hierarchy) of terms in a taxonomy is easily modified by clicking and dragging the cross-shaped arrows next to the term in the list tab of the taxonomy.

Short description of the taxonomies:

  • Committees/boards
    This is by far the most complex taxonomy on this site. It delineates the hierarchy and relationship of all committees or boards that are relevant to DN (whether at UU, the student unions, SFS, or other places). A lot of thought and care has gone into this taxonomy. A large part of the functionality of this site depends on the existing hierarchy of this taxonomy, so do not change the existing hierarchy unless you are fully aware of the repercussions on other parts of the site. End of stern warning.
  • Functions
    Primarily created for convenience and to reduce spelling errors when inputting functions.
  • Meeting venues
    Primarily created for convenience and to reduce spelling errors when inputting venues.
  • Publication types
    Governs the display of the content type Documents. The only other taxonomy that uses hierarchical relationships.

All taxonomy terms are in Swedish. For the sake of consistency and unambiguousness, please use the same language for any new terms.

Menus

Only moderators can edit menus. The site has several menus, but the only one of relevance to moderators is the main menu. And the only time a moderator may have to edit the main menu is when reordering the PhD Handbook.

 

A few step-by-step examples

The following examples assume you have the appropriate permissions.
 

Signing up for the first time (and filling out your user profile)

If an administrator has already created an account for you, you should make sure to use whatever email address was associated with your account. Otherwise, feel free to use any email address you own.

  1. Click on the orange-and-black "Sign in" button in the top right corner of every page.
  2. Input your email address, and click "Next".
  3. Select a password for your Persona account.
    Note: Persona is run by Mozilla. To manage your Persona account, or to reset a lost password, go to login.persona.org.
  4. Click the link in the confirmation email sent to your email, and you should immediately be signed in to DN's website.
    (If you used an email address from Gmail or Yahoo, Persona will instead transfer you directly to that provider's login page.)
  5. Upon first login, you will be presented with your user profile page. Fill it out!
    1. Write your full name in the username field. If some former officer or representative has your identical full name, consider adding your middle name(s) or initials, if you have any. Else, we suggest you add the current year to the end of your name, like this "Johan Andersson 2015".
    2. Upload a picture or avatar. If not, the system defaults to a unique pattern (based on your email address).
    3. If your elected position has a special email address, put it in the Office email field. If not, leave it blank.
    4. Link to your Uppsala university profile page (katalog.uu.se preferred over mp.uu.se, since only the former is public).
    5. Link to your ORCID profile. If you don't yet have one, we suggest you create one. Go ahead, we'll wait.
    6. Link to your Linkedin profile, if you want.
    7. Click Save and you are done.

Authenticated users will see a black bar stretching the length of the page along its top edge. This your user menu. On it, you will see your username. Following that link will take you to your user profile page. You can always edit your own user profile.
 

Creating a new appointment/position

If the person elected is already in the system:

  1. Click on Add content in the user menu.
  2. Click on Appointment/position.
  3. Begin filling in the name of the representative and select the correct person from the drop-down menu.
  4. Begin filling in the committee/board and select the correct one from the drop-down menu.
  5. Begin filling in the position (e.g. representative, chairperson, secretary) and select the correct one from the drop-down menu.
  6. Fill in the mandate, i.e., the board/committee that elected the person.
  7. Fill in the term of office for which the person is appointed. If unsure, select first July until last June as a default.
  8. Click “Save” at the bottom of the window.

If the person elected is not in the system, s/he must first be added using the function “Add user”. This is done by presiding officers, or the person can set up their own account.
 

Creating a vacancy (and filling a vacancy)

  1. If the vacancy is due to a mid-term resignation of the officer, first edit the affected appointment/position with the new end date.
    1. To do that, proceed as follows:
      Go to Find content. Put the name of the officer in the Title field, and select "Appointment/position" in the Type drop-down. Now edit the positions that the officer resigned with the new end date.
  2. Next, you'll want to create a vacancy. Go to [Add content -> Appointment/position] as usual.
  3. In the field "Full name of officer", enter the special username "Vakant". Then fill out the rest of the appointment details as usual.
    Set the start date as the day the position became vacant, and unless the end of the vacancy is already known, set the end of the current activity year as the end date.
  4. Once an officer has been elected/appointed and the vacancy thus filled, first edit the existing appointment of the special user "Vakant" to reflect the end date of the vacancy, then create a new "Appointment/position" with the elected officer's name.
     

Changing/updating an existing appointment or position

  1. Click on Find content in the user menu.
  2. Put the name of the officer/represenative you want to edit in the Title text field and select Appointment/position in the Type dropdown field.
  3. Locate the appointment/position you wish to change/update and click “edit”.
  4. Edit as appropriate.
  5. (Optional) Click on “revision information” at the lower left side of the window to provide a short statement on what has been edited.
  6. Click “Save” at the bottom of the window.
     

Promoting articles, documents or meetings to DN's twitter account

Any user with the permission presiding officer can promote website content (only articles, documents and meetings) to DN's twitter account @doctoralboard. Either when first publishing the content, or at a later time by republishing and selecting "Post to twitter.com" in the options at the bottom of the post submission form.
Take care to describe the tweet in a professional and inviting manner, and don't forget to include a tinyurl link to the website content.

DN's twitter account is @doctoralboard. It is usually managed by a member of DN-AU, who can follow/unfollow others and who has discretion over which accounts are included in the "Newsreel" list that is displayed on the frontpage. The current manager of @doctoralboard is Emil Hamnevik.
 

Creating a meeting

  1. Click on Add content in the user menu.
  2. Click on Meeting.
  3. Begin filling in the committee/board and select the correct one from the drop-down menu.
  4. Add the meeting date. Check the box “Show end date” to be able to fill in the exact time the meeting will begin and end (e.g. 2015-03-19 13:15 until 2015-03-19 15:00).
  5. Begin typing the name of the venue and select the correct one from the drop-down menu (if the venue is already in the system). I you don’t know, select TBA (To Be Announced). A new venue can also be entered into the taxonomy system (Structure à Taxonomy à Meeting venues à add terms).
  6. Add a description if you wish.
  7. Click “Save” at the bottom of the window.
     

Adding meeting minutes, agendas and other meeting documents

  1. Click on Add content in the user menu.
  2. Click on Documents.
  3. Enter an informative title, e.g., "Protokoll DN". There is no need to include the date in the title.
  4. Enter a representative and/or a committee/board as author of the document.
    Preferably both, and it is strongly recommended to add a committee/board to make it easy to find the document on the “Documents” page.
  5. Select the appropriate publication type from the drop-down menu.
  6. Input the publication date - enter the date of the meeting (this makes the system match the document to the calendar event).
  7. Upload the document as an attachment.
  8. Add a description if you wish.
  9. Click “Save” at the bottom of the window.
     

Uploading a document

  1. Click on Add content in the user menu.
  2. Click on Documents.
  3. Enter an informative title.
  4. Enter a representative and/or a committee/board as author of the document. Preferably both, and it is recommended to add a committee/board to make it easy to find the document on the “Documents” page.
  5. Select the appropriate publication type from the drop-down menu.
  6. Input the publication date.
  7. Upload the document as an attachment.
  8. Add a description if you wish.
  9. Click “Save” at the bottom of the window.