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.
  • 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 links to affected page 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 in terms of:
  • Members of the committee or subcommittee
  • Leadership roles they hold on the committee or subcommittee
  • University areas or units they represent on the committee or subcommittee
  • Dates they joined the committee or subcommittee.
    This facilitates the management of any term lengths associated with membership.

Conventions for the team page

If your committee or subcommittee has a number of subgroups (e.g., working groups or other entities as described in the Governance Entities Definitions), consider duplicating this page and using it for each subgroup.

The “Name” column

  • Enter the name of each member of the committee or subcommittee.
  • Include the leadership title held in the committee or subcommittee, if any, after the name.
    NOTE: Include a leadership title held in the person’s organization in the “Area or Organization Represented” column.
  • Create a link to the campus directory entry for each name in the column as follows:
    1. Go to the campus directory.
    2. Enter the member’s last and first names.
    3. Click Search.
    4. In the search results, click on the member’s name to see the details page.
    5. Copy the details page URL and paste it as the link for the member’s name in the Name column.

The “Area or Organization Represented” column

  • Enter the university areas or units represented by the members in the Name column.
  • If it’s important to know the title a member holds in an area or unit, then also enter that title in this column.
    For example, if it’s important to know that Marc Hoit is the CIO, his entry in this column could be:
    “Office of Information Technology (OIT), Chief Information Officer”
  • Before including acronyms, first specify what they mean.
    Acronyms must be made understandable to everyone on campus.

The “Date Joined” column

  • If it’s important to be more granular than month and year, then include the day as well.

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 than 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 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 creates any other entity, create a new section for that entity.
  • If you have enough documents to form a category of information under a particular subgroup, show 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:

  • “Administrative” category for documents that might be generated to help the team run more efficiently
  • “Presentations” category for presentations the committee or subcommittee may have created or presented.