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Information Technology Council Structure

Statement of Purpose

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

Charge to the Information Technology Council (ITC)

The charge to ITC is to assist the Chief Information Officer in setting priorities and determining the direction for information technologies in the furtherance of the University’s teaching, research, service, and administrative functions. The council will assist in setting long-range strategic priorities, overseeing related policies, and supporting the use of information technology within the University. Reporting to the ITC are eight standing committees: (1) Academic/ Instructional Technologies; (2) Security and Networking; (3) Enterprise Resource Planning; (4) Innovation Subcommittee; (5) Web Technologies; (6) Research Technologies; (7) Student Advisory Subcommittee, and (8) Data Governance. Information Technology Services will participate in all ITC and Subcommittee activities and will coordinate implementation of ITC decisions.

The goals of the ITC include:

- Review and approve a strategic plan for the use of information technology within the University, coordinated with the University strategic planning process;
- Review and approve annual operational plans, work plans, timeframes, and budgets developed by the Chief Information Officer and Senior Vice Provost to guide implementation of the goals of the strategic plan;
- Review and approve appropriate administrative policies and procedures recommended by the Subcommittees;
- Resolve recommended information technology issues referred to the Council by its Subcommittees and members, and communicate such decisions to its service customers;
- Set priorities for information technology endeavors
- Ensure an annual evaluation of the institutional effectiveness in implementing the strategic plan for information technology; and
- Provide guidance to Information Technology Services on the implementation of ITC decisions.

Charge to the Subcommittees

The charge to each of the Subcommittees is the same as the charge to ITC with their respective functional areas of concern. The CIO shall appoint the Chairperson of each Subcommittee. It is envisioned that each Subcommittee will perform the required analysis and present their recommendations to the ITC for approval and integration. The goals of the subcommittees should include:

Recommend information technology issues and policies to the ITC
Analyze needs and identify incomplete services
Recommend priorities for information technology initiatives
Develop multi-year university-wide plans for information technology services linked to the strategic plan
Communicate technology processes and policies to faculty, staff, and students
Carry out an annual evaluation of effectiveness

Subcommittee Procedures

Subcommittee Activities – Support for the activities of the subcommittee will be staffed by a person designated by the CIO. The CIO will assist the committee upon request by the subcommittee chair.
Meeting Structure – The chairperson of each subcommittee will collect agenda items and circulate those items in advance of each meeting to ensure informed discussions of scheduled topics.
Meeting frequency – at least quarterly. The subcommittee will determine the meeting scheduled based on needs related to current activities.
Documentation of proceedings – All meetings shall have notes of discussion, recommendations, and action items.

Membership on the Academic/Instructional Technology Subcommittee shall consist of the following representatives:

One representative Arts & Sciences
One representative Business and Technology
One representative Health Sciences
One representative Continuing Studies and Academic Outreach
One representative Education
One representative Faculty Senate
One representative Medicine
One representative Nursing
One representative Pharmacy
One representative Public Health
One representative Graduate School
One representative Libraries
One representative from ITS Classroom and Online Education appointed by the CIO
Chair, ACIO/Chief of Staff appointed by the CIO

Responsibilities and Decision Domains

Learning Management System
Classroom Technologies
Instructional Technologies
Accessibility of Instructional Technologies
Hardware Standards
Student Support

Membership on the Network/Security Subcommittee shall consist of the following representatives:

One representative Libraries
One representative from Student Affairs
One representative from University Housing
One representative from the Office of Institutional Effectiveness & Planning
One representative from the Office of Internal Audit
One representative appointed by the HIPAA Compliance Officer
One representative from Information Systems, ex officio
One representative Telecommunications and Networking, ex officio
One representative from Systems Administration, ex officio
Chairs, Information Security Officer and Assistant Chief Information Officer

Responsibilities and Decision Domains

Recommendations for information technology security policies
Formal process definition regarding information technology security
Development and maintenance of regulations related to FERPA and HIPAA requirements
Define processes for the implementation and maintenance of the information technology security plan
Identify and implement safeguards relative to information security and privacy
Identify methods and promote awareness of information technology security issues to the campus
Develop campus-wide standards and processes to improve information security
Communication of subcommittee decisions
Campus network infrastructure
Wireless Infrastructure
Bandwidth
Campus voice system
Prioritization of short-term and long-term infrastructure needs
Recommendations regarding on premises or cloud services

Membership on the Enterprise Resource Planning (ERP) Subcommittee shall consist of the following representatives:

Four representatives selected from the following areas served by the Student Information System: Undergraduate Admissions & Records, Financial Aid, Student Advisement, and Graduate Admissions & Records
One representative from the College of Medicine selected from the areas served by the Student Information System
One representative from the College of Pharmacy selected from the areas served by the Student Information System
One representative from the areas served by the Financial Records System
One representative from Accounts Receivable
One representative from the areas served by the Human Resources System
One representative from the areas served by the Alumni Development System
One Appointee by the Chief Information Officer, ex-officio

Responsibilities and Decision Domains

Banner Enterprise Resource Planning System
University-wide applications that integrate with Banner
Evaluation, prioritization, and recommendation of significant changes and/or additions to enterprise systems
Formal process definition around decisions regarding enterprise resource planning systems
Recommendations and prioritization of on premises and cloud services

Members of the Innovation Subcommittee shall consist of the following representatives:

One representative appointed by the Vice President for Student Affairs
One representative from ITS appointed by the CIO to represent Student
Computer Lab requirements
Two faculty members appointed by the President of the Faculty Senate
One representative appointed by the Vice President for Health Affairs
One student representative appointed by the Student Government Association
Chief Information Officer/Senior Vice Provost
Chair, Associate CIO and Chief of Staff for Information Technology Services appointed by the CIO

Responsibilities and Domain Decisions

Issue an RFP to the campus each year for innovative technology proposals including faculty, staff, and students
Review and approval of innovative projects submitted annually
Determine percentage of the technology fee to be allocated to fund innovative projects
Develop and maintain a rubric to be used for innovative project approval
Oversee the implementation of approved innovative projects

Members of the Web Steering Subcommittee shall consist of the following representatives:

One representative from Finance
One representative from Health Affairs
One representative from Student Affairs
One representative from Academic Affairs
One representative from Advancement
One representative from University Relations
Chair, Web Manager appointed by the CIO

Responsibilities and Domain Decisions

Oversight and strategic direction for the ETSU website
Appropriate policies, processes, and procedures for current and future website standards
Accessibility compliance for the website
Template compliance with university identity standards
Web design
Usability testing
Web analytics and research

Members of the Research Subcommittee shall consist of:

One representative appointed by the Vice President for Academic Affairs
One representative appointed by the Vice Provost for Research
One representative appointed by the Vice President for Health Affairs
Chair, ITS Director of Research Computing appointed by the CIO

Responsibilities and Domain Decisions

Research computing platforms
Management and storage standards for research data
Faculty support for research computing
Recommendations regarding on premises research computing and cloud research computing

Members of the Student Information Technology Advisory Subcommittee shall consist of:

Five representatives appointed by the Student Government Association
Two representatives appointed by the Graduate and Professional Student Association
One representative appointed by the Vice President for Student Affairs
Three representatives appointed by the Chief Information Officer/Senior Vice Provost Chair, Web Manager appointed by the CIO