University Information Technology Committee
Operating Guidelines
NC State University Information Technology Committee
1. INTRODUCTION
The University Information Technology (IT) Committee is among NC State’s Administrative Advisory Committees. In addition, the committee also acts as an advisory committee for campus IT organizations.
1.1 Committee Charge (Approved by the Provost and the Vice Chancellor for Finance and Business in 2000.)
The University Information Technology Committee has been charged with facilitating the development of campus-wide strategies that will continue to improve the university’s delivery of information technology (IT) services to the campus for administrative and academic purposes. The committee reviews current implementation of information technology, recommends appropriate university-wide computing standards to maintain the currency of IT on the campus, and serves as a primary communication liaison among NC State colleges, major administrative units, and central IT service providers. University academic departments and colleges are "free to choose" the computing hardware and software that best meets their needs within the approved baseline standards.
The committee's recommendations are presented to the Provost and to the Vice Chancellor for Finance and Business, and when appropriate, to the Chancellor for final approval and implementation.
2. ORGANIZATION
2.1 Committee membership
The committee’s voting members are appointed representatives from the administration of each college, the Graduate School/Research, NCSU Libraries, Undergraduate Affairs, Student Affairs, Student Government, Faculty Senate, Staff Senate, Distance Education and Learning Technology Applications (DELTA), and the Office of Information Technology.
The appointment of voting members is made or confirmed annually by the dean, vice provost, associate vice chancellor, or executive officer of the constituent group.
Ex-officio technical advisors participate in meetings but are not voting members of the committee.
2.2 Committee co-chairs
The committee is chaired by the Vice Chancellor for Information Technology and CIO.
2.3 Subcommittees and technical groups
The University IT Committee may create task forces and subcommittees as appropriate to coordinate campus IT initiatives and activities in various functional areas, such as network infrastructure, IT security, software site licenses. These groups are expected to report regularly to the general University IT Committee.
2.4 Committee support staff
Responsibility for providing administrative support for the University IT Committee is by the Office of Information Technology's Information & News Services team.
3. MEETINGS
3.1 Regular meetings
The University IT Committee meets six times a year. Unless otherwise announced, meetings are held 9:30-11 A.M. on the second Wednesday of every other month (January, March, May, July, September, November) in the Faculty Senate Chambers, DH Hill Library. A meeting may be canceled in advance with the concurrence of the chair.
All meetings are public, and university technical staff are encouraged to attend.
3.2 Quorum
A quorum consists of a simple majority of the voting members. Meetings may be canceled if a quorum is not present.
3.3 Agenda
The chair of the committee sets the agenda for meetings. The meeting agenda will include the time and place of the meeting, the order of business, copies of substantive proposals, and subcommittee and topical reports as submitted. The agenda will be published on the committee website before the meetings.
3.4 Conduct of business
The chair, or a designate of the chair, presides over the meetings.
3.5 Proposals
University IT Committee members, subcommittees and task forces, and the university's central IT support organizations may submit recommendations and proposals to the general committee for presentation, discussion, and, when appropriate approval.
Typically, proposals for committee action will be presented at one meeting of the committee and voted on at the next meeting. When this is not possible or practical, members will be given a minimum of two weeks to review the proposals and consult with their constituencies and deans or executive officers before the proposals are formally presented to the committee for a vote.
3.6 Voting
Only voting members of the committee may vote on recommendations that are formally proposed to the committee. A simple majority of voting members must vote in favor of a proposal for it to be adopted as a recommendation of the committee.
3.7 Rules of Order
Meetings are intended to be collegial; Robert's Rules of Order (latest edition) guide meeting procedures.
3.8 Minutes
At a minimum, meeting minutes include the date, time, and place of the meeting, the chair of the meeting, agenda items, and any formal actions taken. Meeting minutes are distributed for review at least two weeks before the following meeting, during which the minutes are submitted for approval by the committee. Approved minutes are posted on the minutes page of the University IT Committee website.