Google Apps Administration Policy

Effective date of the policy and date of any revisions Purpose of the policy Philosophy Policy Statement Definitions of any key concepts or terms used in the policy Scope Scope of Permissible Exceptions Positions in the organization responsible for implementing and monitoring the policy

Purpose

1. To define the distribution and succession of Google Apps "super admin" privileges.

Philosophy

1. Access should be liberal enough to be useful, but restrictive enough to maintain security and confidentiality. The distribution of access should recognise that Bike Edmonton consists of an ever-shifting group of staff and volunteers, most of them part-time, with a variety of strengths and interests.
2. It is recognized that a larger data management policy might be desirable, however this policy is designed to be specific, limited, clear, and actionable.

Scope

1. By necessity, this policy applies to those with current super admin access, who therefore have the ability and responsibility for distributing future access.

Policy

1. The set of individuals with super admin access at any one time should consist of 1-2 staff members and 1-2 board members.
2. Individuals selected should be reliable, security-conscious, available to utilise their access when needed, and intending to stay involved with Bike Edmonton for an extended period of time.
3. The composition of this group should be changed as little as possible, i.e. it should not automatically be reassessed when there are staffing or board changes. It should be reassessed when anyone with current access leaves the organisation, wishes to stop being a super admin, or is stripped of their access.
4. Stripped of access-
5. Those with access are responsible for implementing; the board is responsible for approving...

Implementation and Monitoring

1. Each director, officer, employee and key program volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so
2. Annually each director, officer, employee and key program volunteers shall complete a disclosure form identifying any relationships, positions or circumstances in which s/he is involved that he or she believes could contribute to a Conflict of Interest. Such relationships, positions or circumstances might include service as a director of or consultant to another nonprofit organization, or ownership of a business that might provide goods or services to Bike Edmonton. Any such information regarding the business interests of a director, officer, employee or volunteer, or a Family Member thereof, shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.
3. Regular Bike Edmonton volunteers will be provided with the conflict of interest policy during their volunteer orientation but will not be required to complete annual disclosures.
4. This policy shall be reviewed annually by each member of the Board of Directors.
   1. Any changes to the policy shall be communicated to all staff and volunteers.