Digital Channels Governance Committee Terms of Reference

Purpose:

The Digital Channels Governance Committee will oversee (as needed and as appropriate) the definition, creation and optimization of the UBC presence on the world wide web, digital signage, use of mobile applications, social media  and other emerging digital communication channels for the dissemination of UBC-related content to the university’s internal and external communities.  

Objectives:

 Draft necessary policies for the appropriate use of these channels for official university business for approval by the Executive. 

  • Appropriate content for system-wide distribution
  • Appropriate use of emergency broadcast functions
  • Appropriate use of advertising

Develop a strategy for institutional use of current and emerging digital channels for information dissemination and representation of the UBC Brand, including:

  • Web sites under the ubc.ca root domain
  • Digital signage on UBC campuses and in other UBC-operated buildings
  • Mobile applications
  • Social media

Guide the development of and approve common tools and platforms that promote sharing and integration of UBC digital content

  • Technology platforms, tools, standards for use at UBC
  • Common content management solutions for use at UBC

Guide the development of and approve support functions for digital channels and content owners

  • Technical support for technology platform users
  • Content development support for contents owners

Promote common visual standards that recognize the power of the UBC Brand as a visual link amongst all UBC web sites, digital signs and mobile applications

Serve as a forum for emerging issues arising from the use and evolution of digital channels

Discussion Inputs:

 Recommendations from specialised working groups and project teams concerning

  • standards in digital channel technologies (including software, display devices and management tools)
  • content management processes and tools
  • content common look-and-feel (CLF) standards
  • advertising and other usage standards

Discussion Outcomes:

  •  Policies and strategies to ensure UBC becomes a leader in the effective use of digital channels
  • Clear policy guidelines so that content owners of web sites, digital content providers understand the rules
  • Clear direction to the Working Groups, described below.

Committee Chair:

The Digital Channels Governance Committee will be chaired jointly by the Director, Public Affairs and the University Chief Information Officer.  The role of the Co-Chairs is to:

  • Schedule the meetings
  • Set the meeting agendas
  • Lead the meetings
  • Ensure meetings are minuted and minutes are circulated promptly
  • Ensure that agreed follow-up actions as documented in the meeting minutes are completed

Procedures:

  • The Digital Channels Steering Committee meets quarterly.
  • Substitutes are not permitted.
  • The Governance Committee will constitute an operational Working Group for digital to develop recommendations concerning these channels.  The Working Group will meet as required
  • The Governance Committee will strike other Working Groups as appropriate to advance web presence, mobile apps and social media at UBC.