gov.sju.edu User Guide

Welcome

Welcome to Saint Joseph's University new governance tracking and communication platform! The platform supports a centralized submission and routing of mandates to the appropriate governance bodies. Additionally, you will find resources for the University community to facilitate understanding of and navigating through the governance system.

My View

"My View" allows for quick access to everything you need regarding governance, including your group page(s), your mandate(s), and your meetings.

You can see your mandates that you have submitted or co-authored and where they are in the system. Also, you can review the mandates are in your group's queue to discuss. Additionally, you can also see all mandates that are in progress and those that are approved. 

Secondly, you can view your meeting information. Each meeting includes the meeting's date, time, location, contact person, agenda, documents, and, if any, the mandates that you are discussing. After the meeting is over, your group's secretary can add the minutes to it. 

Governance Bodies Pages

On the Governance Structures page, all the governing bodies are listed. The listing includes a description, link to the charge of the committee, and link to the protected page for the governance body.

Each governing body has a page on the site. The page includes the description of the group, the group's bylaws, a list of the membership of who has access to the group, and a designated area for documents and resources of the group (Google Drive folders). The access has been established based upon the guidelines in the faculty handbook and can be managed. 

If you are getting a "You need permission" message from Google Drive, please switch accounts by clicking the button on your group's page. This will switch your account from your personal Google account to your SJU Google account.

Using Google Drive

In the summer of 2018, the Offices of Information Technology and Marketing and Communications migrated files from each Blackboard site to folders in Google Drive. These files included past years' meeting minutes and agendas as well as other files. The chair of the respective committees own the folders. The access has been established based upon the guidelines in the faculty handbook and can be managed by the chair and secretaries.

To access your group files, you can do this in multiple ways:

  • Go to your group's page and view the files
  • Go to your group's meeting page and view the documents there
  • Add a “Star” the folder(s) in Google Drive
    • Learn how to star a folder here.

Managing Google Drive

In the summer of 2018, the Offices of Information Technology and Marketing and Communications worked with the various governance bodies on migrating their files from Blackboard to folders in Google Drive. The access is established based upon the guidelines in the faculty handbook. The chair and secretaries manage access with the support of the Office of Information Technology. We suggest the following folder structure:

  • Group Name - Master
    • Group Name: Executive Committee
      • Folder for each meeting 
      • Folder for miscellaneous important documents
    • Group Name
      • Folder for each academic year
        • Folder for each meeting
          • Includes the agenda, materials being discussed, minutes
        • Folder for each special projects  
      • Folder for Committees
        • Folder for each committee
          • Folder for each meeting
            • Includes the agenda, documents being discussed, minutes
      • Folder for miscellaneous important documents

We encourage you to discuss this organization with your fellow executive members and past executive members.

A note on the main folder for the executive committee and general member folders, it's important that these folder IDs do not change. We use these to embed your Google folder on your group's page. If you have any questions, please contact us.

Mandates

Members of the University community are now able to submit mandates for consideration to go through the governance system consistent form. Mandates will be searchable and filterable by title, year of submission, status, and keywords. Additionally, they can be tagged to meetings. 

Mandate Submissions

After submitting, the submitter will be able to track where their mandate is in the system. Then governance bodies will be able to see when the mandate comes to them. The mandates can then be tagged with meeting dates of when the governance body discussed it. Afterward, the governance bodies can attach their report on the mandate.

How To Submit A Mandate

  • Log in
  • Go to the Mandate Proposal Submission form
  • Fill out the form:
    • Contact Name: Your name will be automatically filled in. Your name shows on the mandate page on the side at the top.
    • Contact Email: Your email will be automatically filled in.
    • Did you co-author this mandate with anyone?: Select 'No' if you did not work with anyone on the mandate or select 'Yes' if you did work with one or more other members of the university community on the mandate.
    • Select Your Co-authors: If you selected 'Yes' to 'Did you co-author this mandate with anyone?', a dropdown of a list of users registered on the site will appear when you click on the down arrow. Check off of the name(s) of your fellow co-authors. If you do not see your fellow co-author(s), please make sure they have signed up for the site. Your co-authors display on the mandate page on the side at the top, next to your name.
    • Mandate Title: The title of your mandate. The title is shown on the mandate page on the top and is used in the search box on the mandate repository.
    • Mandate Objective:  The purpose and outcome of the mandate. The objective is shown on the mandate page below the red header section and used in the search box on the mandate repository.
    • Year of Submission: The year of submission is automatically selected for the current academic school year. The year of submission shows on the mandate page on the side as the third row of information and is a search option on the mandate repository.
    • File Upload: Use this field to attach a file, such as a PDF, to your mandate submission. The maximum file upload size is 8mb. If you try to upload a larger file, your file will not be attached. Very large files may cause the form to fail and not save any of your data. The file will appear on the mandate as a button titled "Download [Mandate Title]." 
      Suggestion: Merge all of your mandates files (i.e., appendixes, etc.) into one PDF file. You can learn how to create the file here.
  • Once submitted, the mandate will be emailed to the Provost Office to begin the process

Mandate Updates: Provost's Office

There are several fields for just the Provost's Office to update the mandate after submission and review from University Council:

How To Update A Mandate

  • Log in to "My View" and go to "I Need to Review."
  • Select the mandate you need to edit
  • Click the "Edit" button to launch the "Edit Mandate" page
  • Fill out the form:
    • Mandate Status: The default status is "Submitted." Upon adding the mandate to the University Council Executive Committee's agenda, change the status to "Executive Committee University Council." Upon approval from the University Council Executive Committee, change the status to "University Council."  The status is shown on the mandate page on the side as the fourth row of information.
    • Mandate Category: Upon submission, the mandate is categorized as pending. Upon approval from the University Council Executive Committee, change the status to the proper category. The category is shown on the mandate page on the side as the third row of information. It is also used for filtering on the repository, and in the "My View" areas. The categories are:
      • Academic Policy:  A mandate regarding an academic policy such as the mandate "Intellectual Property Policy Update to Include Student Works."
      • Center/Institute: A mandate regarding the creation or management of a center or institute, such as the mandate for the "Center for Addiction & Recovery Education."
      • Faculty Policy: A mandate regarding a faculty policy such as the mandate "Create a New Category of ‘Assistant Professor of Practice’ under Faculty Classifications in the Faculty Handbook."
      • Governance Policy: A mandate regarding the governance system at the university, such as the mandate "Policy on Interim Policies."
      • Major/Minor Addition: A mandate regarding the creation of a new academic program such as the mandate "Minor in Industrial Organizational Psychology."
      • Major/Minor Subtraction: A mandate regarding the removal of an academic program from the University's offerings such as the mandate "the Elimination of the Major and Certificate in European Studies" in 2015
      • Other: A mandate regarding a topic that is not mentioned above such as the mandate "Establishing a Just Employment Policy at Saint Joseph’s University
      • Pending: Not to be used after the mandate's status is changed to "University Council."
    • Nest Document Repository Link: When you have uploaded the mandate's documents to the Nest's Document Repository, paste the link here. This shows on the mandate page on the side as the first row of information as a button.
    • Publish This Mandate after University Council Executive Committee: Upon submission, the mandate is not published but is marked as "pending review," which allows just you to see it. Upon approval from the University Council Executive Committee, change the status to "Published."
    • Do you need to notify the Registrar Office?:  If the mandate is related to a new program, check "Yes." This automatically sends an email to the Registrar Office with the mandate to be on their radar.
    • Mandate Reference Number: This the number that used in governance when referencing this mandate. It typically structured as the academic year then the number of how many mandates have come in so far. For example, #2019-2020-01 would be the reference number for the first mandate of the 2019-2020 academic school year. This shows on the mandate page beneath the title of the mandate.
    • Due Date Back to University Council: This is the date the University Council sets for the mandate to come back to the University Council after review by other governance bodies. This shows on the mandate page on the side as the sixth row of information.
    • Governance Body: By selecting University Council, it shows two fields: the University Council report and selecting the meetings the mandate was discussed.
    • University Council Report Upload: This field is for the URL of the Mandate in the Nest's document repository. This shows on the mandate page below the description (i.e., objective).
    • What University Council Meetings Was The Mandate Discussed at?:  Check all of the University Council meetings that mandate was discussed at. This shows on the mandate page below the description (i.e., objective).
  • When once complete, hit the "Update Mandate" button. The mandate will be updated, and the date of the update will appear on the mandate page on the side as the fifth row of information.

Mandate Updates: Chairs and Secretaries

There are several fields for governance bodies to update the mandate after submission and review from University Council:

How To Update A Mandate

  • Log in to "My View" and go to "I Need to Review."
  • Select the mandate you need to edit
  • Click the "Edit" button to launch the "Edit Mandate" page
  • Fill out the form:
    • Mandate Status: The default status is "Submitted." Upon the Provost Office adding the mandate to the University Council's agenda, they will change the status to "University Council." Upon approval from the University Council, the Provost Office will change the status to whichever the next governance body needs to review it. Once your governance body had reviewed the mandate, change the status to the next governance body. This shows on the mandate page on the side as the fourth row of information.
    • Governance Body: By selecting your governance body, it shows two fields: the report and selecting the meetings the mandate was discussed.
    • University Council Report Upload: This field is for the URL of the Mandate report in your Google Drive. This shows on the mandate page below the description (i.e., objective).
    • What [Your Governance Body] Meetings Was The Mandate Discussed at?:  Check all of the meetings that mandate was discussed. This shows on the mandate page below the description (i.e., objective).
  • When once complete, hit the "Update Mandate" button. The mandate will be updated, and the date of the update will appear on the mandate page on the side as the fifth row of information.

Contact Us

Need some help or have a question?

Updates

It's a new academic school year! That means some updates!
 
First, new features:
  • Co-authoring of mandates:  A new question appears on the submission form asking the submitter if they co-authored the mandate with anyone. If they selected 'Yes' to the question, a dropdown of a list of users registered on the site would appear when they click on the down arrow. They then can check off of the name(s) of their fellow co-authors. If they do not see their fellow co-author(s), it typically means that the co-author does not have an account on the site. Their selection shows on the mandate page on the side at the top, next to their name
  • User Guide: We have released a user guide on how to use the site!
Second, updates and enhancements:
  • Mandate Repository: The repository got a new facelift! 
  • My View: We added a tab for meetings, a section in “My Mandates” that show the mandates you co-authored, and broke out the “Approved” mandates in the “In Progress Mandates” tab. You are also prompted with a popup to review the user guide upon your first login. 
  • Google Drive Permission Issue: Occasionally, if you had a personal Google account open, you may have gotten a "You need permission" message from Google Drive. We added a button that will switch the person's account from their personal Google account to their SJU Google account. It will then open whatever folder is embedded on the page.
  • New School: We have added the School of Health Studies and Education’s council and committees to the site as well as added new statuses, options, and views to reflect that. 
  • Mandate Redirect: When trying to view a mandate while not being logged in, you are prompted to log in. Once you had logged in you were automatically redirected to “My View” instead of the mandate. This issue is now fixed, and you are redirected back to the mandate that you were trying to view. 
  • Clearer forms: We have added more descriptions to the fields and update the automatic fill-in of the submitter’s name and email. 
  • Clearer “Page Not Found”: We have updated the message that you get when you try to access another group’s page if you do not have access.

Welcome to Saint Joseph's University new governance tracking and communication platform!

Below is a summary of how the site works as well as our integration with SJU's G-Suite:

gov.sju.edu

  • The central location of all governance related materials (formerly in various BlackBoard sites)
  • Each governing body will have a page on the site that shows the description of group, group bylaws, the membership of who has access to the group, and a designated area for documents and resources of the group (Google Drive folders)
    • The access has been established based upon the guidelines in the faculty handbook and can be managed
  • In the near future, members of the University community will be able to submit mandates to go through the governance system in a uniform manner
    • Submitter will be able to track where their mandate is
    • Bodies will be notified when the mandate comes to them
    • Mandates can be tagged with meeting dates of discussion
    • Attach reports on mandates from the various bodies
  • Mandates will be searchable and filtered by title, year of submission, status, and keywords

Google Drive

  • Files have been migrated from Blackboard to folders in Google drive
    • Meeting minutes
    • Agendas
  • These folders are owned by the chair of the respective committees
  • The access has been established based upon the guidelines in the faculty handbook and can be managed
  • For easy retrieval, faculty can add a “Star” the folder(s)