Library Guides Life Cycle: Going to Review

You have been working on your guide or new topic page, ensuring that it provides current and relevant resources for staff and students. You are now ready to have your guide/topic page reviewed and published.

What do you need to do to make this happen?

1. Check with your editing team and Mentor looking for dead links and asset compliance

2. Set your newly created guide status from 'Unpublished' to 'Private'. New topic pages added to existing content should remain hidden.

3. Ask your Library Network Lead to send your Subject Guide URL to the relevant TEN Group for feedback 

4. Make changes as per the feedback, keeping in mind agreed practices, Standards and Guidelines

5. Complete the TAFE NSW LibGuides Review Checklist and send it to the Review Group

6. Action feedback received from the Review Group and advise the review group when completed.

TAFE NSW library guides publishing guidelines for the review and maintenance of new and existing library guides

TAFE NSW LibGuides review checklist - use this when a new guide is ready for submission to the Review Group

TAFE NSW LibGuides topic page review checklist - use this when submitting reviews for new or revised topic pages or significant new boxes

TAFE NSW LibGuides Review Template - sent as required to developers by the Review Team to manage 2 way feedback before a guide is published

Contact the Review Group - LibGuidesReviewGroup@tafensw.edu.au

Provisional publishing is when a newly developed guide is part published and the remaining topic pages or unit pages are hidden awaiting review/approval.

It is the decision of the Review group in consultation with the Subject and Support Guides FIT Lead whether a guide should be provisionally published.

Provisional publishing may occur when:

• content has not yet been developed but we want to publish the guide so the guide URL can be added to Moodles etc.
• there is a delay in providing/reviewing the topic/unit page content.

The minimum agreed pages to publish are the Welcome, eResources and Web resources pages. 

While a guide is being developed and in Private mode, teachers may have access to the content for review purposes but must not share the URL with students.

Note that once provisionally published, topic/unit pages still under review will not be available in Private mode.

Guides are never made available in Private mode for student use.

The following steps take place in the review stage for new guides:

• Members of the LibGuides Review Group will undertake the review of the guide. (2 Weeks VET, 4 Weeks for HE).
• A completed review document will then be emailed to the chief editor of the guide to coordinate the suggested changes. (1 week VET, 2 weeks HE).
• Once the changes are made the chief editor sends the updated review document to the Review Group. At any stage during this process, the chief editor can ask for advice or clarification from the Review Group to help them update their guide.
• The Review Group then completes a final review. If any additional suggestions or changes are recommended, the Review Group will communicate this with the chief editor (1 week VET, 2 weeks HE).
• The chief editor then confirms that they have made all recommended changes or suggestions as per the review document and discussions.

Once this has been completed your guide is ready to be published!

• The Review Group will remove the 'SEN' from the guide name and change the status to Published. This will trigger the guide appearing on the list of guides on the library website.
• The Subject and Support Guide Status chart will be updated.
• The CE, the relevant LNL and MLS will be notified when the guide is published. From there the LNL will inform the TEN if appropriate, and the MLS will inform the SEN.
• A 'new guide' tile will be created for your guide and will be added to the TAFE NSW Library Services home page.
• New guides and topic pages will be announced via the TAFE NSW Library Services Team site.

Once published, your guide will be accessible in the Library Subject Guide list on the Library Home Page under the relevant guide type and Subject area ( subject guides only). It will be searchable via search engines such as Google and Bing.

Private status guides are only visible to anyone who has, or can guess the URL, but are not listed in the lists on the Library Home page or searchable via search engines. Guides that are in development or are internal support guides are private. No Subject or Higher Education guide will be made permanently private.

Unpublished status guides can only be accessed from within the LibApps platform. Guides that are just beginning development are unpublished and only available to the guide editing team and owners.

Any units no longer taught must be removed from the guides, regardless if a replacement unit is yet to be reviewed and approved for publishing.

If new unit pages have not been reviewed and approved for publishing, they must remain hidden or partially hidden. For example, the Prescribed and Recommended book boxes may be reviewed, approved and shown whilst the Review team continues to review the Weekly Readings.

• A note box is placed on the page:
  • Title: Unit Content Coming Soon (no content available) or Weekly Readings Coming Soon (no weekly readings available).
  • Message: Please refer to your online course platform for resources for this unit.

If the teaching section requires the links from the guide to add to the online course platform, the Subject and Support Guide FIT can provide a HTML version of the guide which includes live links. The HTML copy can also be provided where teaching sections may request content from previous units that are about to be removed. This HTML version of the guide is not to be shared with students.

If you are experiencing pressure from the teaching sections about the review process, please contact the Subject and Support Guide FIT lead for support.