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Governance Intranet roles and access

The Governance Intranet is a central repository for UCT’s committee and other governance documentation. The portal includes several sections, but your level of access depends on your role. Most users can display or download non-sensitive information, but some users are given access to restricted content that is relevant to the committees with which they are involved. Others, such as servicing officers, are responsible for keeping committee documentation up to date.

Review the table below to see which role(s) you fall into and the access given to you:

Authorised UCT community members

Description
  • 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.
How to get access Access is given automatically when you receive access to the UCT network.
What can they do?
  • 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.

 

 

Committee members

Description
  • 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.
How to get access
  • 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.
What can they do?
  • Committees section: Can display or download committee documentation.

 

 

Servicing officers

Description
  • Those given the role of servicing officers on service committees.
How to get access Log a call: Service Portal > search for Servicing Officer Application, then select Add/Remove Servicing Officers.. Access is assigned after the form is processed and you have attended training.
What can they do?

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.

 

 

Policy officers

Description
  • People who manage the policy review cycle for their own policies or policies they oversee.
How to get access Log a call: Service Portal > search for Servicing Officer Application, then select Add/Remove Servicing Officers. Access is assigned after the form is processed and you have attended training.
What can they do?

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.

 

 

Secretariat

Description
  • Staff members within UCT’s Department of Legal Services and Secretariat, responsible for a major amount of committee work and other governance tasks.
How to get access Log a call: Service Portal > search for Servicing Officer Application, then select Add/Remove Servicing Officers. Access is assigned after the form is processed and you have attended training.
What can they do?
  • 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.