Governance Intranet roles and access

• Permanent and/or full-time Professors, Associate Professors, Lecturers, Senior Lecturers and Assistant Lecturers.
• Members of the Student Parliament and Students’ Representative Council (representing all student sectors and organisations).
• All permanent and/or full-time support staff, including research staff.

• Committees section: Can display or download committee documentation.
• Policies section: Can display or download policy documentation (PDF format).
• Principal’s Circulars section: Can display or download policy documentation (PDF format).
• Legislation section: Can open the Butterworths My LexisNexis web site for finding and displaying legal documentation.

• Members of committees who are authorised UCT community members.
• Members of committees who are not authorised UCT community members, but are third parties or students.

• For members of committees who are authorised UCT community members: Access is given automatically when you receive access to the UCT network.
• For members of committees who are not authorised UCT community members, but are third parties or students: You need to ask your servicing officer to add you to the list of committee members for access. Access is assigned after the servicing officer has processed your request.

• Committees section: Can display or download committee documentation.

• Those given the role of servicing officers on service committees.

In the Committees section, servicing officers can:

• Upload and update committee documentation for each meeting (e.g. agendas, minutes, attachments, chair’s circulars).
• Maintain the terms of reference and membership list documents for the committee.
• Manage a list of current committee members linked to active directory.
• Create or schedule single or multiple meetings or chair’s circulars.
• Receive automatic meeting reminders prior to meetings to collect agenda items.
• Send out notifications requesting agenda items.
• Change the status of committee documentation.
• Send out notifications to committee members (e.g. requesting agenda items, notifying of documentation updates etc.).
• Add properties to uploaded committee documents and meetings so that they are easier to find and standard file names can be generated.
• Ask the Secretariat to approve the addition of a new committee to the Governance Intranet. They do this by logging a call: ServiceNow > Software and Business Applications > Governance Intranet > New Committee Application.

Note: Servicing officers must attend training and update the Governance Intranet on an ongoing basis.

• People who manage the policy review cycle for their own policies or policies they oversee.

In the Policies section, policy officers can:

• Upload source policy documentation.
• Add metadata to uploaded policy documents so that they are easier to find.
• Change the status of policy documentation.
• Approve policies, thereby triggering their conversion to PDF format and publishing them for the community to see.
• Add legislation web addresses to policies in which legislation is referenced.

In the Legislation section, policy officers can:

• Open and search the My LexisNexis web site for legislation referred to in policies.
• Find and note the web addresses to this legislation.

• Staff members within UCT’s Department of Legal Services and Secretariat, responsible for a major amount of committee work and other governance tasks.

• Committees section: Can request that new committees be created.
• Principal’s Circulars section: Can upload principal’s circulars in PDF format.

Note: Secretariat users must attend training and update the Governance Intranet on an ongoing basis.