ITGC

ITGC Background and Purpose

Information Technology Governance Structure Policy

Approved by the President’s Council January 14, 1998
Revised and Accepted by the ITGC July 10, 2001

1.   Statement of Purpose

The purpose of this policy is to institute a governance structure (1) to assist the President in executive level strategic management decisions involving information technologies, (2) to set directions and priorities for information technology in a timely manner, and (3) to develop policies and procedures that will be implemented by the Office of Information Technology.

2.   Overview of the Governance Structure


3.   Charge to the Information Technology Governance Committee (ITGC)

The charge to the ITGC is to assist the President in setting priorities and determining the direction for information technologies in the furtherance of the University’s instruction, research, and administrative functions.  The committee will assist in setting long-range strategic priorities, overseeing related policies, and supporting the use of information technology within the University.  The Committee reports to the President and coordinates with the President’s Council on resource issues.  Reporting to the ITGC are five standing committees: The Academic/ Instructional Technology Subcommittee; the Student Technology Fee Subcommittee; the Administrative Technology Subcommittee; the Web Steering Subcommittee and the Telecommunications / Networking Technology Subcommittee.  The Office of Information Technology will participate, ex- officio, in all ITGC and Subcommittee activities and will coordinate implementation of ITGC decisions.  An Information Technology Forum will provide quarterly opportunities for discussion of current information technology issues by all members of the ETSU community.  The ITGC should meet as required at a prearranged time.

4.   The goals of the ITGC should include (as a minimum):

  1. Review and approve a strategic plan for the use of information technology within the University, coordinated with the University strategic planning process;
  2. Review and approve annual tactical plans, work plans, timeframes, and budgets developed by the Chief Information Officer to guide implementation of the goals of the strategic plan;
  3. Review and approve appropriate administrative policies and procedures recommended by the Subcommittees;
  4. Resolve recommended information technology issues referred to the committee by its Subcommittees, and communicate such decisions to its service customers;
  5. Set priorities for information technology endeavors;
  6. Ensure an annual evaluation of the institutional effectiveness in implementing its strategic plan for information technology; and
  7. Provide guidance to the Office of Information Technology on the implementation of ITGC decisions.

5.   Membership on the ITGC will consist of:

  • The Chairperson of the Academic/Instructional Technology Subcommittee (Dr. David Currie)
  • The Chairperson of the Administrative Technology Subcommittee (Mr. Paul Hayes)
  • The Chairperson of the Telecommunications/Networking Technology Subcommittee (Ms. Celia Szarejko)
  • The Chairpersons of the Technology Access Fee Subcommittee (Drs. Steve Bader and Norma MacRae)
  • The Chairperson of the Web Steering Subcommittee (Ms. Karen King)
  • The President of the Student Government Association (Mr. Josh Shearin)
  • The Provost and Vice President for Academic Affairs (Dr. Bert Bach)
  • The Vice President for Business and Finance (Dr. David Collins)
  • The Vice President for Health Affairs or representative (Mr. Suresh Ponnappa)
  • The Vice President for Administration (Dr. Wilsie Bishop, Chair)
  • The Vice President for University Advancement (Dr. Richard Manahan)
  • The Associate Vice President and Chief Information Officer, OIT (Mr. Mark Bragg)
  • The Manager of ERP Implementation Project (Ms. Edwina Greer)
  • The Director of Facilities Management (Ms. Maria Cimilluca, ex-officio)
  • The Representative from Internal Audit (Mr. Richard Scheuch, ex-officio)

6.   Charge to the Subcommittees

The charge to each of the Subcommittees are identical for their respective functional areas of concern.  The President shall appoint the Chairperson of each Subcommittee.  It is envisioned that each Subcommittee will perform the bulk of the analysis and present their recommendations to the ITGC for integration.  The goals of the Subcommittees should include (as a minimum):

     6.1.   Recommend information technology issues and policies to the ITGC;

     6.2.   Analyze needs and identify incomplete services;

     6.3.   Recommend priorities for information technology endeavors;

     6.4.   Develop multiyear university-wide plans for information technology
          services linked to the strategic plan;

     6.5.   Communicate its input processes to its constituencies; and

     6.6.   Carry out an annual evaluation of effectiveness.

7.   Membership on the Subcommittees

     7.1.   Membership on the Academic/Instructional Technology Subcommittee
          shall consist of the following 14 voting members:

Representatives are appointed by the Dean of the Colleges of:

  • Arts & Sciences (Dr. Darryl Haley)
  • Business and Technology (Dr. Tom McKee)
  • Education (Dr. Dilawar Grewal)
  • Nursing (Dr. Linda Kerley)
  • Public and Allied Health (Dr. David Currie, chair)
  • Medicine (Dr. Margaret Hougland)
  • Graduate Studies (Dr. Wes Brown)
  • Distance Education (Ms. Pat Westington)
  • One representative from an Off Campus Center appointed by the Dean of Continuing Education (Ms. Trish Stafford)
  • One representative appointed by the Faculty Senate (Dr. Amy Malkus)
  • One representative appointed by the Student Government Association (Mr. Josh Shearin)
  • The Dean of University Libraries (or designee) (Mr. Jerry Shuttle)
  • The Dean of Pharmacy School (Dr. Larry Calhoun)
  • The Director of OIT’s Academic Technology Support (Ms. Karen King, ex-officio)

Representatives should be chosen so that the instructional, research, and academic support functions are adequately represented among the members of the committee.

     7.2. Membership on the Administrative Technology Subcommittee shall consist of the following 15 voting and 2 ex-officio members:

  • Four representatives selected from the following areas served by the Student Information System: Undergraduate Admissions & Records, Financial Aid, and Graduate Admissions & Records appointed by the Provost (Mr. Paul Hayes; Ms. Sheryl Burnette; Ms. Cindy Johnson; Dr. Jeff Beck)
  • One representative from the College of Medicine selected from the areas served by the Student Information System appointed by the Vice President for Health Affairs (Ms. Carol Plummer)
  • One representative from the College of Pharmacy selected from the areas served by the Student Information System appointed by the Vice President for Health Affairs (Mr. Steve Ellis)
  • One representative from the areas served by the Financial Records System appointed by the Vice President for Finance and Administration (Dr. BJ King, chair)
  • One representative from Accounts Receivable appointed by the Vice President for Finance and Administration (Dr. Lois Sams)
  • One representative from the areas served by the Human Resources System appointed by the Vice President for Finance and Administration (Ms. Tammy Hamm)
  • One representative from the areas served by the Alumni Development System appointed by the Vice President of University Advancement (Ms. Shea Renfro)
  • One representative from Student Affairs appointed by the Provost (Dr. Sally Lee)
  • One representative from Academic Technology Support appointed by the Associate Provost (Mr. Dan Vanzant)
  • One representative from OIT’s Management Information Systems Group, appointed by the Chief Information Officer (Ms. Teresa Lawson)
  • Director of the Office of Institutional Effectiveness & Planning (or designee) (Dr. Bill Kirkwood)
  • Associate Vice President for Budget and Financial Planning (Mr. Dwight Taylor)
  • Director of Internal Audit (Ms. Becky Lewis, ex-officio)
  • Associate Vice President and Chief Information Officer, OIT (Mr. Mark Bragg, ex-officio)

     7.3.   Membership on the Telecommunications/Networking Technology
        Subcommittee shall consist of the following 13 voting members:

Representatives are appointed by the Dean, of the Colleges of:

  • Arts & Sciences (Dr. Don Luttermoser)
  • Business and Technology (Dr. Gene Bailey)
  • Business and Technology (Dr. Gary Berg)
  • Education (Dr. H. Lee Daniels)
  • Nursing (Ms. Sharon Riddle)
  • Public and Allied Health (Dr. Phil Scheuerman)
  • Library (Ms. Celia Szarejko, chair)
  • Graduate Studies (Dr. Jeff Powers-Beck)
  • Distance Education (Mr. Rob Nelson)
  • One representative from an Off-Campus Center appointed by the Dean of Continuing Education (Ms. Sue Fulmer)
  • One representative from OIT appointed by the Vice President for Administration (Mark Bragg)
  • One representative from the Office of Housing appointed by the Vice President for Administration (Mr. Richard Swearingen)
  • One representatives appointed by the Vice President for Health Affairs to represent the College of Medicine and telemedicine requirements (Mr. Suresh Ponnappa)

    Ex-officio members appointed by OIT:
  • The Manager of Networking (Ms. Beth Rutherford)
  • The Manager of Systems Support (Mr. Dwight Brown)
  • The Manager of Telecommunications

     7.4.   Members of the Student Technology Fee Subcommittee shall consist of
        the following 14 voting members:

  • The Senior Associate Vice President and Dean of Students (Dr. Steve Bader, Co-Chair)
  • The Vice Provost for Public Service and Dean of Continuing Studies (Dr. Norma MacRae, Co-Chair)
  • The Assistant Dean for Distance Education (Dr. Gary Walters)
  • Two representatives appointed by the Vice President for Administration to represent students with disabilities and students housed on campus (Ms. Linda Gibson and Dr. Bonnie Burchett)
  • Two representatives appointed by the Provost to represent student advisement and registration & records (Dr. Ramona Williams and Mr. Paul Hayes)
  • One representative from OIT appointed by the Vice President for Administration to represent Student Computer Lab requirements (Ms. Kim Thompson)
  • One representative appointed by the Dean of University Libraries (Ms. Kelly Hensley)
  • Two faculty members appointed by the President of the Faculty Senate (Dr. Steve Cockerham and Dr. Doug Burgess)
  • Two staff members appointed by the President of the Staff Senate (Ms. Sharon Riddle and Ms. Kathy Smith)
  • A faculty or staff member from the College of Medicine appointed by the Vice President for Health Affairs (Dr. Margaret Hougland)

Four students, to include:

  • Two undergraduates appointed by the SGA President (Mr. J. R. Husmillo and Mr. Josh Shearin)
  • One graduate student appointed by the Chair of Graduate and Professional Student Association (Mr. Justin Freeman)
  • One enrolled primarily at off-campus site or center appointed by the Assoc. Vice President for Continuing Studies (Ms. Lisa Ferrell)

Ex-officio members include:

  • A faculty ex-officio member from the College of Medicine appointed by the Vice President for Health Affairs (Mr. Suresh Ponnappa)
  • Director of Client Support, OIT (Mr. Mark Bragg, ex-officio member)
  • Director of Academic Technology (Ms. Karen King, ex-officio member)

     7.5 The name of the Web Steering Subcommittee changed to the Web Steering
       Committee on August 13, 2002, and the charge broadened to include:

  1. Identify and review policy related to the use of the web
  2. Draft new policies as needed
  3. Develop a web strategic plan as outlined in the IT strategic plan, and
  4. Work with the Web Development Committee to promote the efforts of that group/committee.

It is further recommended that the membership be limited to ten members with an appointment to be made by each vice president and the remaining membership appointed by the Chair of the ITGC.

Members of the subcommittee are:

Karen King , chair
Dan Brown
Jennifer Hill
D.J. Jessee
B.J. King
Radek Kulesza
Suresh Ponnappa
John Schweitzer
Joe Smith
Gary Walters
Tony Warner


ITGC Background and Purpose

Information Technology Governance Structure Policy

In early 1998, East Tennessee State University's President Committee approved the formation of an information technology governance process. The purpose of this process is to:

1) Assist the President in executive-level strategic management decisions
    regarding information technologies

2) Set directions and priorities for information technology in a timely manner

3) Develop policies and procedures that will be implemented by the Office
    of Information Technology (OIT)

Reporting directly to the President, an Information Technology Governance Committee (ITGC) was created in order to implement this process. Chaired by the Provost, this committee includes all Vice Presidents, the Chairs of the Faculty and Staff Senates, the President of the SGA, and the Chairs of several ITGC subcommittees. The Chief Information Officer is an ex officio member.

Currently the ITGC subcommittees and Chairs are:

  • Academic / Instructional Technologies (Dr. Russell Mays)

  • Administrative Technologies (Dr. David Collins)

  • Telecommunications / Networking Technologies (Ms. Celia Szarejko)

  • Web Policy (Dr. Margaret Hougland)

  • Technology Access Fee (Drs. Steve Bader & Norma MacRae)

The charges to each of the subcommittees are identical for their respective functional areas of concern. The President appoints the Chairperson of each subcommittee. It is envisioned that each subcommittee will perform the bulk of the analysis and present their recommendations to the ITGC for integration. The goals of the subcommittees should include (as a minimum):

  • Recommend information technology issues and policies to the ITGC

  • Analyze needs and identify incomplete services

  • Recommend priorities for information technology endeavors

  • Develop multi-year university-wide plans for information technology services linked to the strategic plan

  • Communicate its input processes to its constituencies

  • Carry out an annual evaluation of effectiveness

Membership on these subcommittees is inclusive of many university constituencies. The topics they consider and recommendations they make to the ITGC are considerable and varied. All members of the University community are urged to participate in the process. The Chair of the appropriate subcommittee should be contacted in order to discuss placing an item on the monthly meeting agenda.