Administrative Procedures for IT Governance

Contents

Overview

Goals

  1. To provide overall guidance for the administration of all governance committees and subgroups as defined in the Governance and Implementation Subgroups – Terminology document.
  2. To ensure consistency in operations across governance committees and subgroups and smooth leadership and membership transitions within committees and subgroups.
  3. To be ancillary to all governance committee and subgroup charters.

Authority

  1. All governance committees and subgroups must comply with the procedures outlined here, or note deviations in their individual charters.
  2. The Best Practices  section below provides guidelines that are strongly encouraged, but not required by the committees or subgroups.
  3. Responsibility for this document belongs to the Campus IT Directors Committee (CITD), with oversight by the Vice Chancellor for Information Technology (VCIT), and it will review it regularly.
  4. Any governance committee or subgroup may request a change to this document of the CITD.

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Communication mechanisms

Cross-communications

  1. The chair is responsible for effective communication within the committee or subgroup.
  2. The chair is responsible for ensuring communication with other governance committees and subgroups.

Governance website

  1. Committees and subgroups are responsible for maintaining information about the committee or subgroup, for both the charter and information on the governance website.
  2. The information should include:
    1. Members
    2. Meeting schedule and location
    3. Meeting minutes or notes
    4. Reports and other documents

Minutes and notes

  1. Each governance committee and subgroup will determine how meetings are documented—either through meeting notes or through formally approved minutes.
  2. Minutes are the formally approved record of meeting business and they must be made publicly available on the governance website.
  3. Notes are not formally approved, and they typically serve as an internal working document, so may or may not be posted on the governance website.
  4. Documents should be marked clearly as “Minutes” or “Notes.”

Documentation

  1. All printed or online documents will include:
    1. NC State University in the header
    2. Name of issuing governance committee or subgroup
    3. Effective date
    4. Name of person responsible for the contents of the document (e.g., secretary, recorder)
    5. Clearly stated recommendations and/or decisions
  2. Additional documentation guidance can be found in the Best Practices section.

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Membership

Officers

  1. The officers of the Information Technology Strategic Advisory Committee (ITSAC), which is chaired by the Vice Chancellor for Information Technology (VCIT), are selected by the committee.
  2. The officers of the Campus IT Directors (CITD) Committee will follow the procedures documented in the CITD charter.
  3. Each subgroup will follow the procedures documented in its respective charter for selecting chairs and other officers.
  4. Each subgroup will include provisions for filling officer positions should individuals leave that position before their term is expired.

Members

  1. Membership for each committee and subgroup is outlined in its respective charter.
  2. Each committee and subgroup charter will address whether attendance by proxy is allowed.
  3. Each committee and subgroup charter will address whether voting by proxy is allowed.
  4. Additional member guidance can be found in the Best Practices section.

Membership criteria and expectations

  1. Appointment approved by appropriate body
  2. Authorized by their respective home unit to make decisions
  3. Committed to committee charge
  4. Committed to regular attendance
  5. Committed to consensus building
  6. Passionate about committee topic issues
  7. Knowledgeable of committee topic issues
  8. Willing to learn and read additional materials as needed
  9. Familiar with context of constituent subgroups
  10. Keeps current with advancements in committee topics
  11. Acquainted with implications of local context within wider context of the university
  12. Ability to think outside organizational titles

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Rules for Voting

Operational definitions

  1. Motion:  A formal step to introduce a matter for consideration by a group.
  2. Recommendation:  An idea or suggestion worthy of consideration, acceptance or use that is formally recorded by the committee, and passed on to other committees or subgroups, as appropriate.

Procedure

Face-to-face recommendations requirements

  1. A clearly expressed idea
  2. A formal motion to initiate a vote
  3. A second (affirmation of formal motion)
  4. A tally of votes in favor or opposed, as well as any abstentions
  5. A record of the recommendation and the voting outcome in the meeting minutes

Online recommendations requirements

  1. A clearly expressed idea that is both emailed to all committee members and is recorded within the committee or subgroup’s official documentation
  2. An online voting option for all members that clearly provides a tally of votes in favor or opposed, as well as any abstentions
  3. A window of three (3) full business days (72 hours) to vote
  4. A record of the recommendation and the voting outcome in the meeting minutes of the next face-to-face meeting of the committee

For both face-to-face and online recommendations:

  1. Greater than 50% of the total membership of the committee or subgroup must vote affirmatively for a recommendation to pass (e.g., if a committee has 12 voting members, seven of the voting members must participate in a vote and vote yes in order for a recommendation to pass)
  2. Ideally, committee chairs should aim to include at least 70-75% of the total membership in a vote (e.g., if a committee has 12 voting members, committee chairs are encouraged to have at least eight or nine of the voting members available for a vote)
  3. Committee chairs are also encouraged to combine online voting with face-to-face voting to invite more participation when at least 70 – 75% of the voting membership is not present at a meeting (e.g., if a face-to-face vote occurs in a meeting, those votes could be tallied and then added with any online votes later)
  4. If a combination of online and face-to-face voting is used, the online voting timeline must still be followed
  5. If voting by proxy is okay, members are encouraged to send their proxy to meetings they cannot attend (notifying the chairs prior to the meeting)
  6. The committee or subgroup should revisit recommendations in the case of a tie

Non-unanimous decisions

  1. In cases where recommendations are not unanimous, a record of the concerns that resulted in a non-unanimous decision should be acknowledged in the meeting minutes.

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Best Practices

Overview

  1. This section contains general guidelines for those on governance committees or subgroups to follow in order to achieve their goals in a transparent and collaborative manner.
  2. These guidelines should be reviewed on a regular basis.

Logistics/Operations for Committees & Task Forces

Meetings

  1. Committee or subgroup chairs, with the support of their members, are responsible for adhering to the charge given to the committee or subgroup, and to agreed processes in the overall governance structure.
  2. Committees or subgroups should have regularly scheduled meetings.
  3. All meeting materials (agendas, minutes, supplementary documents) should be posted in a timely fashion.
  4. Committee or subgroup members are responsible for notifying the chair in advance if they are unable to attend a meeting, carefully reviewing the minutes from the meeting missed, and establishing in advance with the committee or subgroup chair if a proxy is allowed.

Agendas

  1. Committee and subgroup chairs should call for agenda items and/or establish agendas at least one week in advance.
  2. Committee and subgroup chairs should post the final agenda at least two business days in advance in order to allow adequate time for participants to review and reflect.
  3. Committee and subgroup members should share any documents to be reviewed at meetings with all committee or subgroup members at least two business days in advance.

Minutes

  1. Committee and subgroup minutes should:
    1. Include major areas discussed
    2. Clearly document any decisions made, along with any voting results
    3. Summarize action items and committee member responsibility for each
    4. Use a standard format to ensure readability
  2. Committee and subgroup chairs, in conjunction with the recorder of the minutes, should disseminate minutes in a timely manner, usually within one week, to the committee or subgroup for feedback.
  3. Committee and subgroup chairs, in conjunction with the recorder of the minutes, should disseminate minutes publicly in a timely manner—as soon as minutes are approved, or earlier, if draft meeting notes are appropriate.

Reports

  1. Committee and subgroup reports should be reviewed and discussed by all members prior to reports becoming final and public.
  2. Committee and subgroup reports should be representative of the depth and breadth of the committee’s work:
    1. Include discussions in one report; avoid multiple reports from one committee or subgroup
    2. Include expressed concerns along with the recommendations in the report.
  3. Committee or subgroup chairs should communicate to senior leadership the need for additional time based on committee workflow needs.

Participation

  1. Committee and subgroup chairs are responsible for facilitating meetings in a manner that engages the widest audience possible in the conversation.
  2. Committee and subgroup members are responsible for engaging in the conversation; social loafing is not allowed.
  3. Committee and subgroup members are responsible for bringing input from, and taking output back to, their constituencies, beyond representing one’s own opinion.
  4. Committees and subgroups should establish, and regularly review, voting rules, including consideration of proxy votes.

Consensus-building

  1. Committee and subgroup chairs and members should work towards consensus agreements. A consensus agreement may not be the first choice of all members, but it is one which members indicate they will accept and support.
  2. Committee and subgroup members must be willing to both discuss and compromise in order to reach consensus.
  3. Committee and subgroup chairs should ensure that any dissenting opinions are fairly considered and represented within the context of any committee documents.

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Professional Demeanor

Be a positive communicator.

  1. Argue with ideas, and not with people or organizations.
  2. Be aware of your communication about the committee in both professional and non-professional venues (e.g., official meetings, coffee shop conversations, both official university and personal social media venues).
  3. Publicly support committee decisions.

Be inclusive.

  1. Communicate with the entire committee when discussing the concerns of the committee–not just those people who agree with you.
  2. Seek input from the constituency you represent.
  3. Collaborate with all – not just select people on the side.

Be a consensus-builder.

  1. Be willing to re-evaluate your ideas in terms of the bigger picture, while still serving your constituency.

Above all, be civil.

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