Board Site

The University of Rochester, in collaboration with Microsoft, has developed a state-of-the-art solution to support the needs of the Board of Trustees. Mouse over the different sections of the Board site in the interactive demo to learn more about its design.

Since our launch, the following universities have approached the University of Rochester/Microsoft to leverage this framework:

  • Columbia University
  • Dartmouth College
  • Duke University
  • Rice University
  • SMU
  • University of Chicago
  • Washington University

We have since presented this solution at multiple higher education conferences, including:

  • Association of Board Secretaries (ABS) Conference, July 2008, Southern Methodist University, Dallas, TX
  • Association of Governing Boards of Universities and Colleges (AGB) Professionals Workshop, April 2008, Boston, MA.
  • ABS Conference, July 2007, Johns Hopkins University, Baltimore, MD.
The objective of this site is to answer some of the frequently asked questions about the University of Rochester Board of Trustees website.

If you are from a higher education institution interested in learning more or exploring opportunities for collaboration, we encourage you to contact either of the following resources:

Contact Us:

Jackie King, Assistant Secretary, University of Rochester
jackie.king@rochester.edu
(585) 275-1051

Matthew Byrnes, Technical Project Lead
matthew.byrnes@rochester.edu
(585) 276-5803
 

Frequently Asked Questions (FAQs)

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Getting StartedFeatures and FunctionalitySolution ArchitectureTraining And Support

Q: How did you decide on the technology for the Board of Trustees solution?

A: In 2007 we were tasked with developing a solution to meet the increasing administrative and Board needs for timely, secure document sharing and pre-meeting collaboration. The process being used was complicated by the difficulty in disseminating large documents electronically across multiple email systems with different filtering and rules.

Given the visibility and criticality of the need, we decided to leverage our collaboration with Microsoft to deliver a secure, collaborative workspace to support these needs. SharePoint’s document management capabilities and collaborative workspaces provided the foundation needed to deliver a state-of-the-art solution for the Board of Trustees.

Q: Is the Board of Trustees site live today? Did you pilot the site before go-live?

A: Yes, the Board of Trustees site was officially launched in March 2008, when we held our first board meeting off the new site.

To facilitate this launch, the site was piloted to a select group of Trustees and administrators over the summer and fall of 2007. We kicked off the pilot with overview sessions offered to 30-40 key administrative staff from areas that are heavily involved in Board meeting material production. These included assistants to the Deans and Vice Presidents and key staff in Administration and Finance, Communications, and Advancement. Our goal was to introduce them to the site, get their suggestions for improving the functionality, and get their buy-in for the process. The early exposure and buy-in was critical to our success.

Early in the pilot, we also reached out directly to the Vice Presidents. They all were very supportive, even enthusiastic. This is especially true for the Vice Presidents critical to Board material production – the Sr. Vice President and General Counsel, the Sr. Vice President for Administration and Finance and CFO, the Sr. Vice President for Institutional Resources, and the Sr. Vice President for Health Sciences and CEO of the Medical Center and Strong Health. We were also fortunate to have a few staunch Trustee supporters in the pilot group, including the Chairman of the Board.

The success of the pilot and official launch was due in large part to the strong collaboration between the executive members of the President’s staff and the University Information Technology resources.


Q: What types of board documents are available on the Board of Trustees site?

A: Document libraries were created for BOT Committees, BOT Bylaws, the University Charter, BOT Policies, and Financials. Any existing documents were then uploaded to the site under these document libraries. The Board of Trustee site has been designed to accomodate easy navigation and presentation of the most common requests for information which include:

  • Board Directory
  • Past Meetings
  • Meetings & Events
  • Financials
  • Links to Board Resources (ie:Bylaws, Charter, Policies)
  • Committee Materials
  • General Board Materials and Resources
  • Board Materials and agenda for upcoming meetings, itemized by day of meeting
  • Administration of Site Permissions

Q: Is there any additional cost to use the Board of Trustees site?

A: Although there was an initial investment required to build the Board of Trustees site, there is no additional cost to use the site. Also, there is no incremental annual cost for the product.