Committees & Subcommittees

For each committee and subcommittee in the IT Governance at NC State structure, there are, in most cases, three operational pages:

In order to maintain a sense of cohesiveness and common voice across all documentation associated with governance, this document describes:
  • The intended use of each of the operational pages
  • Some conventions to follow when updating the operational pages

Ownership

Each committee or subcommittee is responsible for keeping its operational pages current.

Authority

  • You must be authorized to update the pages.
  • With the migration to the new OIT website, we are working out how to provide non-OIT staff with authorization to edit IT Governance committee/subcommittee pages. If updates are needed, please send the information and page links that need updating to oit_website@help.ncsu.edu.

The team page

See an example of a team page

The intent of the team page

The intent of this page is to describe the current committee or subcommittee membership in terms of:
  • Who’s on the committee or subcommittee
  • Any leadership role they might have on the committee or subcommittee
  • What area of the university they represent on the committee or subcommittee
  • The date that they joined the committee or subcommittee, which is to help facilitate the management of any term length associated with their membership on the committee or subcommittee.

Conventions for the team page

The table

  • If your committee or subcommittee has a number of subgroups (e.g., working groups, steering teams, advisory groups, or other entities as described in the Governance Entities Definitions), consider duplicating the table and having one for each subgroup.

The “Name” column

  • Include the name of each member of the committee or subcommittee in this column.
  • If the person holds a leadership position on the committee or subcommittee, include that after the name. If they don’t have a leadership position, just put their name in this column. (This is for titles of positions they hold on the committee or subcommittee, not titles (such as Director) that they hold in their organization. The titles they hold in their organization, if important to include, should go in the “Area or Organization Represented” column.
  • Create a link to the campus directory entry for each name in the column.
    • If you know their UnityID, then the link will be:
      https://www.ncsu.edu/directory/moreinfo.php?username=UnityID
    • If you don’t know their UnityID:
      • Go to the campus directory
      • Enter the person’s last name and first name and click Search
      • In the search results, click on their name to see their details
      • Copy the URL of that details page and paste it as the link for their name in the name column

The “Area or Organization Represented” column

  • Include the area or the organization the person in the Name column is representing on this team
  • In general, this column is just for the area or organization name, but if it’s important to know the person’s title in their area or organization, this is the place to add that. (The titles in the “Name” column are with regards to the team role. For example, if it’s important to know that Marc Hoit is the CIO, the column for his row in the table might be, “Office of Information Technology (OIT), Chief Information Officer”)
  • Only include acronyms after writing out what they mean first, as people from all over campus use these pages, and some acronyms are very esoteric.

The “Date Joined” column

  • If it’s important to be more granular than month and year in the date, then include the day part of the date.

The meetings page

See an example of a meetings page

The intent of the meetings page

The intent of this page is to make the committee or subcommittee’s meeting agendas and minutes available.

Conventions for the meetings page

The “Meeting” column:

  • The name of the meeting
  • Meetings should be included in chronological order, by adding a row after the header row. This is so that when the list gets long, the reader won’t have to scroll down to find the most recent information.
  • If your committee or subcommittee has several subgroups (e.g., working groups, steering teams, advisory groups, or other entities as described in the Governance Entities Definitions), consider creating a separate table for each subgroup.

The “date” column:

  • The date the meeting is scheduled for or took place.

The first “Link to” column:

  • Hopefully your meeting agendas are in a Google doc. If so, just make the word “Agenda” link to your Google doc.
  • If your agenda is in any other file format, attach the document to the page, and then make the word “Agenda” link to the URL of that attachment.

The second “Link to” column:

  • Hopefully your meeting minutes are in a Google doc. If so just make the word “Minutes” link to your Google doc.
  • If your minutes are in any other file format, attach the document to the page, and then make the word “Minutes” link to the URL of that attachment.

The documents page

See an example of a documents page

The intent of the documents page

  • The intent of this page is to have a place to store any documents generated by the committee or subcommittee. Google docs is the recommended app in which to create all sharable documents.

Conventions for the documents page

The “Charter” section:

  • Do not alter the “Charter Overview” link, which links back to the respective charter on the main IT Governance at NC State page.
  • If you have a charter document that goes into more detail that what’s in the Charter Overview for your committee or subcommittee, attach it to the page and link to it, or provide a link to it if it resides elsewhere.
  • If you have other charter-related documents, add them in this section.

Subgroup sections:

  • If your committee or subcommittee has subgroups (e.g., working groups, steering teams, advisory groups, or other entities as described in the Governance Entities Definitions), a section was created for each of them at the time the page was originally created. This is to improve scanning and retrievability of information for the readers of your page.
  • If your subcommittee forms any other subgroups, create a new section for that entity.
  • If you have enough documents to form a category of information under a particular subgroup, do that with indention. For example:
    • Online Learning Environment Working Group
      • Moodle
        • Document 1
        • Document 2
      • Distance Education
        • Document 1
        • Document 2

Subsequent sections:

  • Add sections for any general information (i.e., documentation not associated with a subgroup) that you might want to categorize.
  • For example, you might want an “Administrative” category for documents that might be generated to help the team run more efficiently, or a “Presentations” category for all presentations the committee or subcommittee may have created or presented.