Strategic Information Technology Committee operating guidelines

Introduction

The Strategic Information Technology Committee (SITC) is a body of representatives from across the University of Utah who help set the direction of technology across campus. The SITC is expected to make recommendations to the President’s Executive Leadership Team based on a consensus opinion of the majority of the major campus academic and administrative units, and in the best interests of the University of Utah as a whole.

Purpose

The SITC members will consider provided materials and information to help further discussion and form recommendations regarding a variety of topics and projects. The body is intended to include the viewpoints from across the university and to determine the most effective and appropriate path forward for IT projects and services. The SITC is not expected to be concerned with the individual academic or administrative units’ strategic plans or technology implementations unless those efforts affect the university’s overall technology services or delivery or otherwise meet the thresholds established by IT governance.

Membership

The dean or director of each college and identified unit will select an administrative representative, who should be a dean/director or associate dean/director. All representatives are considered full members of the committee and will receive the agendas and information for each meeting. Representatives serve at the discretion of the dean or director of his or her academic or administrative unit. There is no specified minimum requirement or maximum limit. The use of alternate representatives is discouraged. In the event a representative does not fulfill the duties as expected, the SITC chair may ask the dean or director to consider a replacement representative. Membership changes should be communicated to the governance liaison and committee chair.

Role of members

All members will receive information and materials related to current or future agenda items. Members are expected to review the materials and make an informed decision based upon his or her knowledge of the subject, input from relevant members of his or her area, and the best interests of the University of Utah as a whole. The time commitment for each member will vary based on the issues at hand, and also whether that member is asked to join additional ad hoc committees. Members are asked to help spread information about governance discussions and recommendations amongst their colleagues, and to be an active and engaged participant in the IT governance process.

Role of chair

The chair will fulfill not only the same role as other members, but also will work with other IT governance bodies to ensure the holistic IT governance process is meeting the needs of the university. The chair will approve the meeting agenda at least one week prior to each meeting, and will approve meeting minutes no later than one week after each meeting so that they may be publicly posted. The decision to allow guest speakers or presenters at SITC meetings rests fully with the committee chair. The chair also will call for a vote for recommendations, and will approve the recommendation summaries shared with other IT governance bodies.

Meetings

Meetings are held in a campus location. Representatives are provided with meeting materials and agendas in advance and are expected to come ready to discuss the topics. There may be guest speakers or presenters, approved by the chair, to offer additional insight or information. Members may ask questions or offer input freely. Meetings are considered open; however, attendance may be limited by available space.

Voting, decisions, and appeals

Recommendations require a favorable majority to be approved and passed on to another governance body. Requestors whose requests are denied may ask the chair for reconsideration at a later date. Reconsideration of both approvals and denials also may be requested by the President’s Executive Leadership Team. The committee also may opt to request further information before making a decision, or may create an ad hoc committee to explore the topic.

Ad hoc committees

The SITC may create an ad hoc committee to investigate a specific issue, technology, or solution at its discretion. Ad hoc committees may comprise any number or type of university stakeholders and are not considered standing committees. Ad hoc committees should count at least one representative of a standing governance committee among the members. The ad hoc committee may provide information to the SITC in the form of a presentation or written report, as requested by the SITC.

Information management and support

University Information Technology will provide support personnel and resources for the governance committee and process, including agenda and meeting summaries, secure document access, meeting coordination, printing or other information display needs, and other tasks as requested by the chair. A governance liaison will work with those requesting agenda items to ensure an adequate amount of information is available to the representatives before discussion of the item. This may include a business case, proposed project timeline, internal or external reviews, applicable research, or well-documented needs or problems for which a solution is sought. The liaison will also share information among committees as necessary. 

Questions or comments?

Contact Aimee Ellett.