This page provides website contributors with important guidelines and tips about authoring and editing content on this site. [If the information is not displaying properly on this page, contact the CSSR webmaster.]
Subscribers, members and donors are invited to:
- Contribute to our Resources pages
- Send us relevant announcements (i.e. calls for papers) to post on our home page blog
- Paid members may contribute guest posts or book reviews, or become a regular contributor, author, or editor on our site
- Participate in the French translation team
- Assist the webmaster with your design or editing skills
To offer any of the above, or provide website feedback, contact the webmaster.
Becoming a Registered User
When you are added as a registered user, the webmaster will assign an access level to you. These are the standard WordPress user levels:
– ADMINISTRATORS can change anything on the site including adding and deleting users and changing all the basic settings.
– EDITORS can change any site content on both PAGES and POSTS, but cannot change the WordPress settings or other users.
– AUTHORS can only add and edit their own POSTS (the news blog on the Home page), and cannot add or edit PAGES (pages are accessed via the main horizontal menu bar).
– CONTRIBUTORS can draft their own POSTS but can’t publish what they draft; they must email an editor or admin who can then publish it for them.
– SUBSCRIBERS can only add comments, and will receive email notifications of new posts if the site is set up to do this.
The webmaster(s) and president are usually the “administrators.” Executive members, translators, web assistants, and trusted authors are “editors.” Other members may be added as “authors” or “contributors.” View more info on user levels in the WordPress.org codex.
You will receive your temporary password in an email from WordPress after an administrator adds you and selects the option to email the password to you. If you do not receive the password email, check your spam and junk folders.
Log in to the site by clicking “Log In” under “Meta” links in the website’s footer or sidebar.
The username the administrator created for you should be your standard Firstname Lastname. Use the appropriate capital letters and include a space between names.
CAUTION: If you enter the wrong password/username more than 2x you may be locked out of the site for hours or a day, due to our security settings. See instructions below for obtaining a password reset.
After logging in, to access the dashboard, click on the “Site Admin” link and go to Users > My Profile. Please make your password something memorable and fill in all the fields. The “Bio” field will contain information made public on the website. Other fields may eventually be visible to other members.
If you ever forget or want to change your password, click “Log in” and then click “Forgot your password?” in small print under the login screen.
The system already has your email address on file, so it can use your username or email address to reset your password.
The WordPress software will automatically email you with a special link to reset your password. The webmaster will receive an email notifying them that you’ve changed your password.
Guidelines below ensure that there are no technical problems and usability problems with the content you post. They also help your content to fit within the navigation structure and consistent visual formatting conventions established for the site. They also help you to adapt and place your message within the site’s unique rhetorical situation (arrangement, delivery of content via email and social media, audiences).
WordPress.org (not .com) is the website that represents the creators of WordPress software. It has reliable help forums for users of WordPress.
If you get help and advice elsewhere online, it may not be trustworthy or up to date.
Also, the WordPress.org “codex” is a user’s manual. It contains a wealth of instructions and how-to videos for using WordPress. Refer to it if needed. http://codex.wordpress.org/Main_Page
When using help and forums on WordPress, take note of the date of the information (it may be outdated), the WordPress (WP) version, and the name of any Plugin that the information is specific to. Our website uses the current version of WordPress (we try to keep it up to date), and our WP version # is shown on the Dashboard home page. Our website has also been customized by a specific set of Plugins that the webmaster has chosen to install. Plugins (like applications or add-ons) extend the features of the website.
About “Posts” and “Pages”: Fundamental info
A “post” is an announcement or message you want to share with the public and all members of this organizations. Posts are ephemeral messages and are expected to go out of date, so they are organized in date order, newest first. Our posts are located on the CSSR Home Page blog. They are navigated by “Categories” and “Archives” widgets in the sidebar.
A “page” is an important webpage with organizational information, such as this one, that always needs to be accessible on the main menu. Only certain members of the executive and leadership can author or edit pages on this site.
- Any news-like or magazine-like message or article that does not fit on our “pages”
- Content that is appropriate for sharing with the public, and having archived on the site.
- Posts are an easy way of providing institutional history to new members when they join. They create a historical record. They attract more users to our site over time because old posts will still appear in search engine results.
- Content that may be of interest to all or most members. Members are subscribed to new posts via email. If members start to feel overloaded with email messages or feel they are irrelevant, they may wish to unsubscribe from emails sent from the site.
As examples of content, you can see what has been posted before, and you can also peruse the existing categories for posts (visible on the right when you create or edit a post).
Posts to the “home” page blog:
- Posts may be sent via email to all site subscribers, weekly or immediately, according to subscription settings.
- Posts may also be distributed automatically by RSS to our organization’s pages on Facebook, Google Plus, Twitter, etc.
- Posts will be indexed by search engines like Google as they “crawl” the internet for new updates to websites.
- Posts may be personally shared and emailed by users.
Pages added to the website’s main menu:
- New pages are “silently” added to their designated location in the main horizontal menu, with no announcement being sent to users. If your new or edited page contains important new information, you may need to announce the change in a new Post that provides a link to the Page. It may take some time for search engines like Google to index any new pages in search results.
- Many users find that subpages, and especially sub-subpages, are difficult to locate on the website. One cannot depend only on “search” and “menu” navigation methods to inform users of relevant information on the site. Therefore, links to relevant pages and sub-pages must be embedded into appropriate posts and pages, as explained below.
- The “Top” or “Parent” pages on the main menu (that have sub-pages under them) must always include an automatically-generated “subpages list.” In addition, subpages that have their own child or subpages must always display a “submenu” that shows where pages are located in the hierarchy of parent, sibling, and child pages.
- The automatic subpage / submenu feature is not a basic feature of WordPress; it is made possible by a WordPress Plugin called “April’s Super Functions Pack” (ASFP).
- Subpage lists in Parent pages are automatically generated by “shortcodes” based on the ASFP plugin. This is because it is too difficult to manage manual links to sub-pages when pages are added, moved or deleted. The code is only visible in editing mode.
Author a Post or Page
After logging in, access the admin dashboard.
- If you are adding a POST, in the left menu click on “Posts > Add New.”
- If you are adding a PAGE, “Pages > Add New.”
- If you are editing a page, navigate to that page in the public view of the site, and click “edit”
We do not use bilingual titles. There is no room in the menu and navigation links and search results for the length required of bilingual titles.
- Titles of bilingual posts and pages will be in English.
- Titles of posts/pages can be French if the content is only in French.
The item’s title in the “Title” field must be VERY short, especially if it is a Page: If your title “breaks” the menu format, shorten it. Horizontal menu bars must not “wrap” to 2 lines due to their horizontal length. Page titles should only contain 1-2 key words.
Titles of Posts can be longer than Page titles, but should ideally not be longer than 1.5 lines when previewing the post at its final width on screen (make sure you preview posts at 100% zoom on your screen). Long titles will wrap when appearing in the “Recent posts” widget in the right-hand sidebar. Titles may be truncated when distributed via email or to Facebook.
The title of a Post can be journalistic. It is often a teaser (to inspire readers to open it), or an oversimplification.
Please insert a date or year in the title of a post whenever possible, since the information is archived on the site for many years! It will come up in keyword search results on Google or in using the search form on our site.
Post title examples:
- “Conference 2012” is better than a longer version “2012 Conference in Waterloo.” It’s also wise to avoid putting the date first.
- “CFP: Rhetoric and Media 2016” is better than “Call for Papers: Rhetoric and Media conference in Atlanta, GA.” CFP is a standard abbreviation for calls for papers. People will find details like the location in the body of the post.
- “Position at U of Saskatchewan 2016” is better than “Associate Professor of English at the University of Saskatchewan”
After you enter a title and move to the message editing area, a “permalink” will be created under your title. Please check it and edit the hyperlink so that the end of the link contains only the essential words and is as short as possible.
The link to your post will also be included in any email or Facebook distribution of your post or page, so please check your link (under the title) and ensure it is very brief. Edit the URL ending if you can shorten it.
Enter your message (post body) in the editing screen. The best way is to compose directly into the editing frame, adding any formatting using the toolbar at the top of the editor.
There are 2 toolbar rows available on top of the editor. To reveal or hide the second row of buttons, click the “Toolbar toggle” button. The 2nd row of the toolbar provides important tools like heading levels, indentation, and the “read more” tag.
The “Read more” tag tells WordPress where to cut off the excerpt that appears when the most recent posts are listed on the Home page; it will insert at that spot a link to “continue reading.”
If this “read more” line is missing, WordPress will display the full post on the summary page and make our Home page too long to scroll down.
2 columns is the preferred way to present bilingual content in pages and posts because it prevents us from having 2x as many pages and posts on our site, and it enables quick checking and editing of the translation. English is in the unshaded column on the left, French is shaded on the right.
However, there are exceptions to the 2 column format:
- If a page or post includes special formatting or length that does not make narrow columns feasible, a set of two separate pages or posts should be created that appear next to each other, one in English, one in French. Include a link to view the other language at the top of each page or post.
- When the bulk of a given page is not translated because it is deemed unnecessary or inappropriate (i.e. a bibliography or conference program), a bilingual introduction is desired to present a brief introduction to the page in 2-column bilingual format.
When creating a NEW bilingal post or page, the easiest way to insert our column format is to borrow the table-code from an existing page or post that has the columns in it. (If you want to do it the harder, manual way, see the tips at the bottom of this page.)
Browse our site for an appropriate page or post to use as a template. Click to “edit” that post or page as if you were going to change it. In the editing view, click the “Text” tab on the upper right corner above the toolbars of the editing frame. (Copying the HTML ensures you copy all the invisible formatting code.) Copy all the HTML code. Paste** it into your new post to use it as a template.
**Make sure you paste HTML code it into the “Text” tab of the page/post editor (in the upper right corner above the toolbars) before switching back to the “Visual” tab to continue editing your new post or page.
Please copy the HTML of columns for a POST (not a page) when using it as a template for a new POST. Posts will include a special “read more” dotted line under the first block of French text on the right hand side, and will have a relatively short upper table row to display a short excerpt.
WordPress will occasionally create an autosave, but you can also save a draft by clicking the “save draft” button on the right.
At any time during writing you can see what your post will look like online when published by clicking the Preview button.
Before publishing, select all the categories to which your post applies. This is important because the “category” is information that may be sent via email subscriptions.
Categories keep our posts organized. It makes your post easier to find by category when it is no longer one of the most recent messages shown on the home page.
If you select a sub-category, it will go into the major category automatically as well.
If you forget to apply a category upon publication, it will be filed under “uncategorized.” Please categorize it later for website viewers. You’ll need to UNcheck “uncategorized” category when putting it in its proper category.
If you ever have problems with your desired formatting not showing up in the preview or published item, highlight the problematic text area, click the eraser button in the toolbar (next to the Omega symbol) and reapply the formatting. Alternatively, cut the text out (ctrl X) and then re-insert it by clicking the “T” clipboard button on the toolbar, and then reapply formatting.
Advanced users: If you want to insert HTML code, or you want to fix something in your post and can understand HTML programming language, you can click the HTML tab of the editor to view and edit the code underneath your post.
Your message will not be published until you click the PUBLISH button. At that time, your post will be sent out automatically by email to any website subscribers and any associated pages like our Facebook page.
You can change the “Published on” date of any post, so that it appears to be posted in the past, or is scheduled to appear in the future.
You can always edit or delete the online version of your post or page. Simply find it again in the list of posts or pages on your left-hand menu in the dashboard. Alternatively, navigate to the public version of the page, and use the “edit” or “edit page” button that will appear when you are logged in.
Updated posts will not be re-emailed after the daily mailout time has passed, since only new posts on a given day are emailed.
You can delete your own post, but of course, you can’t take back the email that was sent out if it was ever published.
If you are authoring a PAGE rather than a post, it must be categorized properly within our page hierarchy.
File it under a logical “parent” page if it is a subpage (consult with the Webmaster about where it should go).
Please do not add or edit items at the top of the MAIN menu or the existing hierarchy without discussing it first with the webmaster. It will affect the overall navigation logic of the site. Changing the hierarchy of upper-level pages will change the Page URLs of all subpages, and any change may cause many broken links.
Give the page an “order” of priority (0 = highest, 9 = lowest) so that WordPress knows where to put it in a sub-menu in relation to any present or future “sibling” pages.
Also, your new page will not automatically appear on our main menu. You must manually add it to our CSSR custom menu in Appearance > Menus. Please ask the Webmaster for assistance if you are not sure how to use this feature.
Content Formatting tips for authors
Online rhetoric in the “blog” zone of our site ranges from news journalism to instructions and information. Start with a paragraph that gets right to the point, use short paragraphs, use bullet lists whenever you list things, and use headings whenever helpful to signal topics. (Use the drop-down menu to format headings properly)
If your message requires or welcomes action by a certain date, put this information or key words in the title and repeat it within the post. Early in your post, put your reader into the frame of mind to act, not just to passively read/scan.
If you really want to engage your readers, use active verbs and the pronouns “you” or “we” near the start of sentences, i.e. “If you have never sung this piece before, don’t worry, we … ” If you want to engage dialogue or replies, consider ending with a question or invitation to reply.
To create a heading within your post, please do not make your text bigger or simply use the bold function.
Our website uses standardized heading formats so that they are consistent across the entire website.
Select the text you want to make into a heading, then use the “paragraph” drop-down tool on the second row of your editing toolbar.
Avoid using Heading 1. Select “Heading 2” for major headings (Heading 1 is usually too large and competes with the title of the post). Try to avoid using too many heading levels within a post or page.
Now that your heading is properly classified as “heading 2,” if we ever decide to make all heading 2s red or green, those formatting changes will be applied to your post and all other posts on our website.
To insert a link, highlight the http:// address or the words in your message under which you want to embed the link. Then click the link symbol in the toolbar and insert the URL address. Without this step, the link will not be clickable in the online published view.
Active hyperlinked text will appear as colored text in the published view or preview.
If it is an email link, put “mailto:” in front of the email address. This will make the computer activate the person’s default email program when it is clicked and it will insert the email address in the “to” line.
NOTE: for inserting email addresses of CSSR Executive members, please do NOT use their personal email addresses, but rather the CSSR public contact addresses shown on the Contact page of our website. This protects their personal email address from any spam email generated by robots (robots continually troll the Internet to pick up email addresses published there).
You can attach files to the online message by clicking the “upload/insert” icon. Files are uploaded the same way that images are uploaded: see “Inserting an image or media file” here on this page.
Attached files will NOT be sent via an automatic email to subscribers since only the message content, not its attachments, is sent via email. They will have to come to the site to access the attachment.
Your uploaded file will go into our website’s Media Library on WordPress.
If you embed images into our website, make sure they come with permission and proper attribution. Do not upload copyrighted media (if the media does not say it’s free to use, it isn’t). The use of online “Creative Commons” licensed images is preferred. You can search for Creative Commons licensed images on Google or Flickr image databases using their advanced search feature. In addition to providing proper attribution in the caption, it is a courtesy to provide a link to where the original image may be found online.
Photos and videos of recognizable faces/bodies are often considered private and should be shared with respect and consideration. Images and video may be considered public if they are photos taken of a public performance (where people can expect to be photographed and recorded). However, photos taken at members-only events are usually private unless written consent has been obtained. If no sharing permission was obtained at the time the photo/video was made, obtain it before sharing it.
Click on the symbol next to “upload/insert” above your toolbars. You will then be able to browse files from your computer or enter a URL. Each file uploaded in this way will become part of the website’s media library located under the “Media” tab on the left.
When you upload a file, add descriptions and tags that help all future site users to index, understand and locate the file later.
- The Title is the explanatory text that will display when mousing over the image.
- Alt text is for blind users (they may use a program that reads it out loud) and using it on every image gives our site a higher usability rating.
- You can add a short Caption that will appear below an image in a gray frame.
- The Description is to tell other viewers of the site’s Media Library about the content. Enter info here if the file name is not descriptive enough or lacks essential info like authorship, date created, copyright permission, photo privacy waiver signed, etc.
- The Link that appears (or no link) will be what users will be sent to when they click on an image: it will by default take them to a page of our site displaying that image alone in its original size. If you want to send them elsewhere, change the link.
After entering the information above, you’ll need to click “Insert into post” to insert it while adding it to the media library. If you click the button below that, to “save,” it will only add the item to the media library, and you’ll have to come back to the media library to insert it into your post or page again.
Please do not upload the same image or attachment twice, since it will not overwrite the original file, but create multiple duplicates. Instead, please find the previously uploaded file in the Media Library by searching for it there by key word in the Media Library.
Respect copyright, privacy and authorship. Anything in our media library should be cleared for use on our site.
Videos and audio files should be posted to YouTube or some other sharing service and then linked or embedded into posts and pages in a way that does not require that the video file reside on our server.
When inserting photos, please limit your files to screen size or smaller. Do not upload unprocessed files from your phone or digital camera since these are often over 2MB each and may be several times the size of a normal screen. Large image files will take up too much space on our web server. Viewers with slower internet speeds will have to wait longer to load the page content. Large images will also consume users’ megabytes-per-month they may pay for on a mobile device.
If you want to share the original large-size files, please upload them to an external file sharing site such as DropBox or Box.com or Google Drive and obtain the links or HTML code to embed them in your post.
If your post is longer than a normal email or longer than 2 screens, please consider writing a summary message and then embedding a link to a file that contains the entire content.
You can share a private post or page with only some members of the executive or public user community by making it private and applying a password to view it. Its title may appear in the menu or links, but nobody can view its content from the public side of the site without entering the post’s password. It will not be sent out via email. You can give recipients the link to this post in an email message.
If you are sharing it with the executive or webmaster, you could save the draft of the post (without publishing it) and email them, telling them what your post is called. Editors and admins will be able to view all drafts of posts and private posts.
The manual way to insert our 2-column bilingual format is laborious, but here is how to do it.
1) Use the Table drop-down button on the third row of the editing toolbar. Insert a table with 2 columns and 1-2 rows (more rows may be inserted later if needed), select Left alignment and 1pt spacing, 1pt padding, and 1pt border. Leave other options unchanged or empty.
2) After populating the table with some text, click anywhere on text in any cell, and use the table tool to edit “Table cell properties” so that its “Vertical alignment” is “top.” Otherwise the default vertical alignment is “center,” which means the column with less text will not start at the top of the column but will be centered at the vertical mid-point of the cell that contains the most text. Before clicking to confirm the change to the cell’s Vertical alignment, ensure you apply this alignment to ALL cells in the table (using the drop-down item at the bottom of the dialog).
3) Indent all the French text in each cell by one step to the right using the toolbar button for right-indentation (in row 2, two buttons to the right of the Ω symbol button). You may have to click on or select each paragraph, heading or image to indent them all.
4) Apply the shading to the French cells of the table by going back to the Table menu, format cell, click on the Advanced tab, and at the bottom enter the cell background color code: “#f1f1f1”.
5) Sometimes text in cells lose their formatting during editing. This is because when placing your cursor in the “visual” tab of the editor, you cannot see whether your cursor is between or within HTML codes that are hidden in that mode. You may need to edit the HTML code directly to ensure that paragraphs have “p” tags around them, headings have “h2” or “h3” tags, etc. (Read the guidelines on using headings and formatting your text for online viewing.)