1. WGET Collaboration Platform Governance Guidelines
October 2010, version 1.0
Purpose
The purpose of this document is to provide governance and policy guidelines that will ensure the WGET
Collaboration Platform meets its intended objectives and delivers worthwhile content in an effective and
efficient way.
Scope
These guidelines present the WGET Collaboration Platform basic principles and its use by the WGET
Community.
Rationale
The Sub-Working Group on Emergency Telecommunications (WGET) is a subsidiary of the IASC and has
a wide membership including UN organizations, IFRC, ICRC, governmental and non-governmental
organizations (NGOs) and experts from the private sector and academia with an interest in emergency
telecommunications may also be invited to participate in the work of the WGET. Due to this specificity, the
governance guidelines are to ensure all stakeholders follow a common way of using the WGET
Collaboration platform.
Introduction
In recognition of the critical role of information and communications technology (ICT) in support of disaster
relief and mitigation, the IASC established the Sub-Working Group on Emergency Telecommunications
(WGET) as a forum to increase the effectiveness of its participants related to regulatory, operational and
technical aspects of telecommunications for disaster relief. WGET includes international, governmental
and non-governmental humanitarian organizations with an interest in emergency telecommunications.
The mandate of the IASC sub Working Group on Emergency Telecommunications (WGET) includes the
facilitation of operational activities and the pro-active representation of the interests of all users of
telecommunications in humanitarian assistance in the international regulatory and policy environment, as
well as vis-à-vis the private sector. WGET also represents the humanitarian community at other fora such
as IASMN (Inter Agency Security Management Network), GDIN (Global Disaster Information Network) and
ITAG (UN Inter-Agency Telecommunications Advisory Group).
WGET is an important body responsible for ensuring emergency telecommunications interoperability and
adopting standards for the humanitarian community. WGET is also responsible for developing and
disseminating issues related to regulatory, operational and technical aspects of telecommunications for
disaster relief. WGET is instrumental in facilitating the work of the Emergency Telecommunications
Cluster (ETC) through its collaborative and normative responsibilities.
WGET Terms of Reference:
1. The Working Group on Emergency Telecommunications (WGET) is a forum to increase the
effectiveness of its participants related to regulatory, operational and technical aspects of
telecommunications for disaster relief.
2. Its objectives include:
a. facilitating the promotion and implementation of The Tampere Convention on the Provision of
Telecommunication Resources for Disaster Mitigation and Relief Operations;
b. encouraging measures applying the ITU resolutions and recommendations relative to
telecommunications for disaster relief;
c. exchanging and disseminating information concerning emergency telecommunications;
d. promoting cooperation and interoperability of telecommunications with and in the field.
3. Institutional participants in the WGET include international, governmental and non-governmental
humanitarian organizations with an interest in emergency telecommunications. Individuals with an interest
in emergency telecommunications may be invited to participate in the work of the WGET.
4. The WGET has no budget of its own.
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2. 1) Technical aspects
WGET Collaboration Platform Objectives
The Website is an information-sharing tool that will allow WGET members to access relevant knowledge
and information quickly and easily. It has the following objectives:
• Improve communication and collaboration between WGET members
• Provide an effective tool for communication of WGET information (mandate, governing body,
mission, objectives, work plans, projects, Relevant ITU documents, etc…)
• Provide a content management solution to post Industry standards, guidelines and processes
• Increase the efficiency and effectiveness of current WGET processes
• Standardize the presentation of information through the use of template
• Provide an effective calendaring solution for all WGET activities and relevant industry forums
• Provide an effective tool for surveying / polling agency members
• Provide a registry of member contact information
The WGET Collaboration Platform
The Platform is based on Microsoft SharePoint Content Management System that enables users to work
in a web-based collaborative environment. This platform is very flexible and offer multiple applications and
services to work as teams in collaboration.
Roles
The default permission levels in a SharePoint site are as follows:
Full Control - Has full control.
Design - Can view, add, update, delete, approve, and customize.
Manage Hierarchy - Can create sites and edit pages, list items, and documents.
Approve - Can edit and approve pages, list items, and documents.
Contribute - Can view, add, update, and delete.
Read - Can view only.
Restricted Read - Can view pages and documents, but cannot view historical versions or review
user rights information.
Definition of Roles and permissions level for the WGET Collaboration Platform
Administrator (Jolera):
Administrators are responsible for monitoring and maintaining the WGET Collaboration Platform. They
have full rights over all functions. They support users of the site and create user accounts following
Content Administrator notifications. They also support the users in any technical issue and ensure that the
issues are well-addressed.
Default permission: Full control
Content Administrator (WGET Secretariat – OCHA):
The key role of the content administrator is to facilitate and disseminate accurate information in a timely
manner throughout the enterprise via the WGET Collaboration Platform.
The Content Administrator is responsible for ensuring information integrity is maintained for the WGET
Collaboration Platform. This role will be responsible for ensuring system standards and processes are
developed and maintained. The WGET Content Administrator will be responsible for ensuring content
security by maintaining access permission logs in coordination with the system administrator (Jolera).
The Content Administrator maintains the permission level for each page and person.
The Content Administrator will have a virtual reporting relationship to the WGET Technical Advisory Board
(TAB) to ensure policies and processes are respected.
The Content Administrator will be accountable for consolidating and managing the master system access
log. His/her default permission is: “Design”.
WGET Members (WGET Community):
WGET Members have a restricted access to the WGET portal. They are able to post information,
documents, and announcements and take part in discussions. Except for the pages on Discussions and
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3. personal or organizations’ information, WGET Members must submit their posting to Content
Administrators before publishing via the workflow facility.
Default permission: Contribute (with Content administrator’s approval needed)
WGET Visitors (External stakeholders interesting in WGET activity):
Visitors can only view certain pages and will never be able to contribute to the Web-sites.
Default permission: Read
NOTE: The site is by default “anonymous” and can be visited by anyone without having to login. However
to see and access restricted areas (pages, sites, web-parts), users require authorized login credentials.
The Content Administrator is responsible for giving the proper role to the requester. A user may have
multiple roles and levels of access depending on his/her involvement with the activity related to the sites.
Account
Users who wish to have an account must submit their request to the Content Administrator. The
Administrators will determine if the requestor meets the access requirements and then create the
account(s) and when notified by the Content Administrator the user will be given the appropriate role(s).
2) Content Policy
The Content Administrator is responsible for ensuring the information posted on the WGET Collaboration
Platform is well-disseminated and its integrity is maintained.
However, some users may have the right to post information, comments, and pictures (i.e. WGET
Members). If these users post information on the anonymous areas of the platform, they may be required
to go through a workflow procedure. The content is therefore filtered before being approved or rejected by
the Content Administrator. In using workflows, the content cannot be seen by anyone until approved by
the Content Administrator.
If these users are post information in sections without workflows (i.e. working group sites, discussion
boards), it is recommended they follow the policy instructions.
Please note that if the content posted does not follow the policy instructions, the Content Administrator
has the right to remove the content.
Policy Instructions for posting content on the WGET Collaboration Platform
All content to be posted on the WGET Collaboration Platform should follow respect copyright
requirements.
The Content Administrator has the right to remove all content (text, images, video, links, etc) that could be
deemed controversial, defamatory, offensive, and violent unless it has a relevant caption to clarify intent or
an appropriate disclaimer.
Technical Standards
The default maximum size to upload a single file is 50MB. For the efficient use of the Website, it is
recommended to limit the uploading of pictures.
The user shall post documents in a version that can be read by widely available software. For example,
documents posted on the WGET collaboration platform should be in a version that Pack MS 2003 and
Adobe Reader 7.0 can open.
WGET Scope
Users are to respect the WGET Scope. Information posted on the WGET Collaboration page shall be
relevant to the WGET Work and activities or a matter of interest to the group and it membership. The
WGET Collaboration site is set up to share information, expertise and work on activities related to the
group and approved by the group. The platform is a mean to achieve WGET goals and activities set up in
the WorkPlan and shall be used to collaborate and promote WGET activities.
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4. Roles of Users
All users have roles set up to collaborate in sites/web parts of the WGET Collaboration Platform. At
anytime the user can ask for advice and/or assistance of the Content Administrator regarding his role(s).
Users may have multiple roles and can ask the Content Administrator to add or remove roles as his
WGET activities evolve.
Users cannot have the Administrator or Content Administrator role without approval of the WGET
Technical Advisory Board.
Responsibility
Users are responsible for the content they post. It is the user responsibility to ensure information posted is
legal and respectful.
The Content Administrator has the right to inform the Technical Advisory Board and the WGET
membership if content is considered to be inappropriate and/or illegal. Decision to remove a user access
can be taken by the Content Administrator following consultation with the WGET membership and the
Technical Advisory Board.
Dispute
In case the user(s) and the Content Administrator disagree on information/documents posted on the
platform or the way the Sites are used, it is the right of the user(s) and the Content Administrator to ask
the WGET Technical Advisory Board to judge the situation and help finding an appropriate solution. If
solution can not be found by amicable agreement, the WGET Technical Advisory Board will make the final
decision.
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