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Information Technology Committee |
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Minutes
Procedures
I. Name:
Information Technology Committee (ITC) of Tennessee
Technological University.
II. Purpose:
The Information Technology Committee of Tennessee Technological
University has the following responsibilities:
| A. |
Monitor the administrative, academic and research
information technology needs at the University. |
| B. |
Plan for and recommend the implementation of
changes in information technology equipment, software and services to meet the information
technology needs of the University. |
| C. |
Develop operating procedures for the distribution
of information technology services and facilities among the various potential
administrative, academic and research users. |
III. Members:
The Information Technology Committee shall consist
of those with interest and willingness selected from the following areas, appointed by the
University President in accordance with approved procedures:
| A. |
Academic Affairs -
Two (2) administrators selected from the Office of Academic Affairs and/or those units
outside the academic colleges and schools reporting to the Vice President for Academic
Affairs. |
| B. |
Business Affairs - Two
(2) administrators selected from the Office of Business Affairs and/or those units
reporting to the Vice President for Business and Fiscal Affairs. |
| C. |
Student Services - One
(1) administrator selected from the Office of Student Services and/or those units
reporting to the Vice President for Student Services. |
| D. |
University Advancement -
One (1) administrator selected from the University Advancement Office and/or those units
reporting to the Vice President for University Advancement. |
| E. |
Academic Deans - Two (2)
academic deans selected from the academic schools and colleges. |
| F. |
Faculty - Eight (8)
faculty members, selected from various disciplines. Faculty members include departmental
chairpersons and directors of academic units. |
| G. |
Students - Two (2)
student members, selected from the list of names submitted by the President of the Student
Government Association. |
| H. |
Associate Vice President for Information
Technology (non-voting ex officio) |
| I. |
Information Technology Services
- The Academic Computing Support Manager and the Administrative Systems Manager shall
serve as non-voting ex officio members. |
IV. Terms of Office:
All members, except students, shall serve three (3)
year terms, with privilege of reappointment at the President's discretion. Student members
shall serve for a one-year term. All appointments shall be effective at the start of the
Fall Semester.
V. Attendance at Meetings:
If a member of the Committee will be absent from
a meeting, the member shall inform the Chairperson; and the member may, with the
concurrence of the Chairperson, appoint a representative to serve in the member's place at
the meeting, with all the rights and privileges of a regular member.
VI. Officers:
| A. |
Chairperson
- The chairperson shall be elected annually from the Committee membership at the last
Spring semester meeting and shall assume office immediately following election. The
Chairperson shall: |
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1. |
Preside at all meetings or
designate another member to preside |
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2. |
Prepare a tentative agenda
for each meeting, to be distributed to each member at least three working days prior to
regular meetings and one day prior to special meetings |
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3. |
Cause minutes to be
prepared and distributed to the membership |
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4. |
Call special meetings when
necessary |
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5. |
Appoint special committees
as required |
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6. |
Disseminate information
regarding action taken by the Committee |
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7. |
Invite guests to
participate in discussion of matters before the Committee, when such action is deemed
desirable |
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8. |
Perform the duties
prescribed by these procedures and by the parliamentary authority adopted by the Committee |
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9. |
Vote in case of a tie |
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| 10. |
Supervise the preparation and
distribution of an Annual Report of the Committee's activities. |
| B. |
Executive
Officer - The President will appoint a staff member to serve as
executive officer and resource person and to provide staff support services. |
VII. Meetings:
| A. |
At least two (2) regular meetings shall be
held during each semester of the academic year (excluding summer term). The date and time
for such meetings shall be included in the administrative calendar. The date and time for
regular meetings may be changed by the Chairperson if there is sufficient reason to
warrant such an action. |
| B. |
Any member may submit items to the
Chairperson for inclusion on the agenda. These items shall be circulated by the member to
all other members not later than one week prior to the meeting. |
| C. |
The agenda shall be adopted at the
beginning of each meeting by a majority of those present. |
| D. |
The Chairperson may call a special
meeting when he/she deems such action desirable. |
| E. |
A majority of the voting members of the
Committee or their authorized representatives shall constitute a quorum. |
VIII. Subcommittees:
While appointment to the ITC is made by the
President, the committee chairperson shall, at the first meeting of the academic year,
establish the academic and administrative subcommittees and appoint subcommittee
chairpersons. The ITC chairperson shall establish the Strategic Planning Subcommittee
membership subject to approval by vote of the ITC membership. The establishment of the
academic and administrative subcommittees does not imply that all matters of concern are
mutually exclusive academic or administrative issues, but such subcommittees will enable
the ITC to more efficiently and effectively fulfill its charge.
Ad hoc subcommittees may be appointed by the
Chairperson as he/she shall from time to time deem necessary, or as shall be deemed
necessary by the Committee, to carry on specific items of the work of the committee.
The following standing subcommittees shall be
appointed:
| A. |
Academic Affairs Subcommittee
- to help assess needs, define and/or consider operating procedures, make resource
allocation recommendations, and assist in short-term planning for academic-related
information technology matters. |
| B. |
Administrative Affairs
Subcommittee - to help assess needs, define and/or consider operating
procedures, make resource allocation recommendations, and assist in short-term planning
for administrative-related information technology matters. |
| C. |
Strategic Planning Subcommittee
- to be composed of the Associate Vice President for Information Technology (who
shall serve as chairperson of the subcommittee), two members from the Academic Affairs
Subcommittee and two members from the Administrative Affairs Subcommittee. The
subcommittee will address the strategic needs and direction of information technology
infusion at the university, the planning process necessary, and will prepare annually A
Strategic Plan for Information Technology for the university, to be presented to the
full ITC for approval, and subsequently to the appropriate administrative units of the
university. |
IX. Parliamentary Authority:
The rules contained in the current edition of
Robert's Rules of Order Newly Revised shall govern the committee in all cases in which
they are applicable and in which they are not inconsistent with these procedures.
X. Amendment of Procedures:
These procedures can be amended at any regular
meeting of the Committee by majority of the membership voting for the amendment, provided
the amendment has been submitted, in writing, to each member at least two weeks prior to
the meeting. Amendment to Procedures are subject to final approval by the Administrative
Council.
XI. Committee Action and Review:
Actions of the Committee are subject to review
by the University Assembly and approval by the President.
Approved March 29, 1995
Revisions Approved November 15, 2007
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