Admin Checklists

These checklists summarize the main administrative tasks for maintaining SWPRO. They are intended as practical reminders, not as a replacement for the detailed instructions in each section.

New Semester Setup Checklist

At the beginning of each semester, professors send the office manager the list of students who need new portfolios.

Use this checklist when preparing for a new semester:

  • Receive the official list of students who need portfolios
  • Confirm each student’s full name
  • Confirm each student’s Southern email address
  • Check whether any students already have portfolios
  • Create new portfolios only for students who need them
  • Add students as administrators of their own portfolios
  • Set up login information for each student
  • Make sure each portfolio is password protected
  • Add new portfolio links to the alphabetical portfolio list
  • Send students their portfolio address, login information, viewing password, and tutorial link
  • Provide technical support as students begin working on their portfolios

New Student Portfolio Setup Checklist

Use this checklist each time a new student portfolio is created.

  • Use the first part of the student’s Southern email address for the portfolio URL
  • Use the same first part of the email address for the student username
  • Use the student’s full name as the portfolio title
  • Create the new site in Network Admin → Sites
  • Go to the new portfolio dashboard
  • Rename Sample Page to Home
  • Change the page slug/address to home
  • Select an approved simple theme, usually Twenty Ten
  • Set the front page to a static page
  • Select Home as the static front page
  • Add the student as Administrator of their own portfolio
  • Create the student login password
  • Set or confirm the portfolio viewing password
  • Confirm that approved templates are available
  • Add the portfolio link to the correct alphabetical list page
  • Test the portfolio URL
  • Test the viewing password
  • Test that the Home page opens correctly
  • Confirm that the student can access the correct portfolio
  • Email the student the portfolio address, username, login password, viewing password, and tutorial link

Mid-Semester Maintenance Checklist

During the semester, most administrative work is support and troubleshooting.

Use this checklist as needed:

  • Help students with forgotten passwords or login problems
  • Reset passwords manually when needed
  • Contact Lucian/Intercer if a student is locked out after too many failed login attempts
  • Help students locate the correct dashboard for their portfolio
  • Check user permissions if a student cannot edit their portfolio
  • Help professors locate student portfolios
  • Confirm portfolio links on the alphabetical list
  • Fix broken links or incorrect portfolio addresses
  • Help students troubleshoot media upload problems
  • Remind students to use JPG images saved at web quality
  • Remind students to avoid uploading large files or videos
  • Encourage students to link to large media hosted elsewhere
  • Refer content questions back to professors

End-of-Semester Maintenance Checklist

SWPRO does not normally require portfolios to be deleted or archived at the end of the semester. The main end-of-semester task is to check for updates and provide technical support as needed.

Use this checklist near the end of each semester:

  • Check WordPress for available plugin updates
  • Check WordPress for available theme updates
  • Update carefully, especially because SWPRO is a Multisite network
  • Contact Lucian/Intercer before making updates if there is uncertainty
  • Help students resolve final access or upload problems
  • Help professors locate portfolios for review or presentation
  • Confirm that important portfolio links are working
  • Document any recurring problems that should be added to the tutorial site

Annual Maintenance Checklist

Once a year, review the overall SWPRO system to make sure it remains organized and functional.

Use this checklist annually:

  • Review the alphabetical portfolio list for obvious errors or broken links
  • Check whether portfolio naming conventions are still being followed
  • Review current templates and confirm they still work properly
  • Review whether Twenty Ten or the approved theme is still available and functioning
  • Check plugin and theme updates
  • Review common student support issues from the year
  • Update tutorial pages if procedures have changed
  • Confirm contact information for Lucian/Intercer
  • Confirm hosting/support arrangements with Intercer
  • Review whether any technical issues need higher-level support
  • Make sure new office staff know where to find this tutorial site

The main goal of these checklists is to keep SWPRO consistent, accessible, and easy to maintain from semester to semester.