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.

D. Review and recommend adoption of IT policies in accordance with University procedures.

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. Chief Information Officer (non-voting ex officio)

I. Information Technology Services - The Director of Academic & Client Technologies and the Chief Information Security Officer 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:

1. Preside at all meetings or designate another member to preside

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

3. Cause minutes to be prepared and distributed to the membership

4. Call special meetings when necessary

5. Appoint special committees as required

6. Disseminate information regarding action taken by the Committee

7. Invite guests to participate in discussion of matters before the Committee, when such action is deemed desirable

8. Perform the duties prescribed by these procedures and by the parliamentary authority adopted by the Committee

9. Vote in case of a tie

10. Supervise the preparation and distribution of an Annual Report of the Committee's activities.

B. Executive Officer - The Chief Information Officer will 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, administrative, and student 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, administrative, and student subcommittees does not imply that all matters of concern are mutually exclusive academic, administrative, or student 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 and research 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. Student Advisory Subcommittee – to help assess needs, make recommendations, and assist in planning for technology services provided to students. The subcommittee will consist of the two students appointed as regular members to the ITC, along with two students per major academic area. The student members shall consist of both graduate and undergraduate students, represented in a 1:5 membership ratio.

D. Strategic Planning Subcommittee - to be composed of the CIO (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

Amended November 15, 2007

Amended November 14, 2013