Responsibilities and How-To Guide

This note covers the list of your tasks/responsibilities, as well as step-by-step instructions on how to do them.

Note: IT Reps are responsible for the maintenance and update of this documentation.

[Last updated - 09/2026]

Task List

Description: Below are a list of tasks I’ve done since taking over as IT Rep. Please refer to the other_tasks.md file for other tasks that appeared in older docs, but I have not been asked to do them yet.

Task Frequency How To Do
Update the Committee page On handover See 1.
Update the variables.yml file On handover (and whenever clubnight prices are set) See 2.
Update the Clubnight page Ad hoc - whenever clubnight rules change See 3.
Update the Varsity Page On handover (should occur after varsity) See 4.
Update the Latest News Page
(i.e., make a post)		 Ad hoc - whenever you need to make a post (e.g., about trials) See 5.
Add New Pages Ad hoc See 6.

0. General Instructions

Description: When updating the repo, please always do the below steps to avoid any issues (all step-by-step instructions following this section will now assume you do these steps).

Before doing anything:

  1. Do a git pull to ensure you have the latest files.

Before submitting your changes to the repo:

  1. Run the command bundle exec jekyll serve to spin up a local version of the website.
  2. Browse to http://localhost:4000 to see the changes before you push them to GitHub.
  3. If changes are good, push them to GitHub (using whatever git commands you prefer). I just use the standard:
    1. git add -u to add the updated file for commit.
    2. git commit -m "Updated XYZ page" to commit the changes.
    3. git push to push the changes to the GitHub repo.

1. Update the Committee Page

Description: After the new OUBaC committee has been selected, you should update the website to reflect the new members. You should also update the variables.yml file (see 2.).

Note: Traditionally:

If you cannot obtain the above two things (photo + description) from the predecessor/successor, you may need to fill in the description yourself and/or source a photo from their Facebook.

Step-by-step instructions:

  1. Access the the-committee directory (assets/the-committee).
  2. Create a new directory for the current year and upload all member profile pics.
  3. Access the committee directory (_data/committee).
  4. Create a new YYYY.yml file for the current year and update all information as required.

2. Update the variables.yml file

Description: The variables.yml file lists the President, IT Rep, Welfare Reps, and Secretary. These are used in various places over the website to auto-update to the current position holder. The relevant details need to be changed to the new committee members.

The clubnight prices are also detailed here, along with the clubnight reps. These need to be updated as well whenever those details are finalised.

Step-by-step instructions:

  1. Access the variables.yml file (_data/variables.yml).
  2. Make the required changes (update names, emails, and prices).

3. Update the Clubnight Page

Description: If required, the content of this page should be adjusted to reflect new rules, content, etc. Typically, the pres or Vice-Pres will provide the text or details that need to be updated.

Note: Some of the details (e.g. prices) are handled in the variables.yml file. See 2.

Step-by-step instructions:

  1. Access the clubnight.html page.
  2. Make the required changes (usually just adjusting some of the bullet points).

4. Update the Varsity Page

Description: After Varsity, the website needs to be updated with the results. This requires the Varsity scoresheet, which someone from the previous committee should have.

Step-by-step instructions:

  1. Access the varsity folder (_data/varsity).
  2. Create a new YYYY.yml file.
  3. Copy and paste the required fields from a previous year’s file, then make the required changes to update the results.

5. Update the Latest News Page

Description: The “Latest News” bar on the homepage displays the three most recent entries from the _posts folder in the repository. To update it, simply create new posts as necessary.

Note: You can create a post about anything, but at a minimum, you should usually create:

  1. A post linking to the current year’s Clubnight details. You can generally copy a previous year’s post and update the year and any relevant details. Tbh, I have created a general post that links to the Clubnight page anyway, so you can just update the last updated part of clubnight.html just to let people know it is up to date.
  2. A post about squad trials. This is usually posted once you have the link to the signup sheet, around the start of Michaelmas Term (MT). Same as (1), I have created a general trials post that links to the squad-trials page. Again, just updating the last updated part of squad-trials.html should be sufficient.
  3. A post about the Freshers’ Fair. It is worth posting this each year in case people are unable to attend. Same as (1) and (2), I’ve created a general post pointing to the freshers-fair.html page. Just keep this page updated instead.

Step-by-step instructions:

  1. Access the _posts folder.
  2. Create a new YYYY-MM-DD-[name].html file.
    1. Copy and paste from previous posts as necessary, then update the dates, links, and other relevant details.

6. Add New Pages

Description: If you need to add new tabs or pages to the website, you can follow the steps below. This should not need to be done very often. Please obtain permission from the President before making these changes.

To add a new tab to the homepage

  1. Access the _includes folder.
  2. IMPORTANT: You will need to replicate the changes across both top-nav.html and side-nav.html so that the changes appear on both the desktop and mobile versions of the website.
  3. Copy and paste an existing navigation item to ensure the formatting remains consistent with the others. Update the name of the tab as required.
  4. Update the relevant href links and create the required page(s). See below on creating new pages.

To add a new page

  1. Create a new .html file in the main directory as required.
  2. Copy and paste the HTML from an existing page that uses the formatting you need.
  3. Update and complete the page as required.
  4. Update any relevant href links (e.g., in any homepage tabs/posts).