Enterprise Web Advisory Council operating guidelines - University Information Technology

Introduction

The University Enterprise Web Advisory Council (EWAC) is a body of representatives from across the University of Utah who help set the direction of University web properties serving our web visitors. The EWAC 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. The EWAC will coordinate recommendations with other oversight committees, such as the Senate Advisory Committee on IT, Strategic IT Committee, Architecture and New Technology Committee, etc.

Purpose

The EWAC members will consider provided materials and information to help further discussion and form recommendations regarding a variety of web topics and projects. The council is intended to include the viewpoints from across the University and to determine the most effective and appropriate path forward for web projects and services. The EWAC 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 governance. The EWAC will coordinate recommendations with other oversight committees, such as the Senate Advisory Committee on IT, Strategic IT Committee, Architecture and New Technology Committee, etc.

Membership

The Deputy Chief Information Officer (DCIO) and Chief Marketing Communication Officer (CMCO) will invite members to serve on the council, representing the various functional and system perspectives, such as content, marketing, public relations, communications, tools, infrastructure, architecture, web managers, cyber security, Web accessibility, visitors and consumers of Web content (students, faculty, staff), etc. Representatives will be the associate dean or senior director with strategic responsibilities for the unit’s web sites, funding and marketing and communication strategies. The council will also include a member from the Senate Advisory Committee on IT and the Communication Council.

All members will be expected to consult with other colleges and departments to represent a broad view of their perspectives in council discussions and decisions. There is no minimum or maximum term limit. In the event a representative does not fulfill the duties as expected, the EWAC chair may ask the sponsors to consider a replacement representative.

A council chair and executive committee will be appointed by the CIO and CMCO to serve at least two years. After the original appointment, the executive committee will elect a chair every two years and recommend individuals to fill empty positions on the council as needed.

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. Individuals who have an interest but are not council members may attend meetings in person, and may speak to the broader group at the discretion of the chair. 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 EWAC meetings rests fully with the council chair. The chair also will call for a vote for recommendations, and will approve the recommendation summaries shared with other IT governance bodies.

Role of the executive committee

The executive committee will meet monthly to consider agendas items and ensure appropriate background and materials are ready for council review. They will elect a chair, make recommendations for member appointments and help prioritize the work of the council. The executive committee will ensure that other relevant committees are included as needed to make recommendations for the good of the University.

Meetings

Meetings are held online or on campus. Representatives and guests 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 open.

Voting, decisions and appeals

When the chair calls for a vote, members are to vote representing his or her constituency or function. 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 council 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 EWAC 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 council among the members. The ad hoc committee may provide information to the EWAC in the form of a presentation or written report, as requested by the EWAC.

Information management and support

University Information Technology provides support personnel and resources for the governance committee and process, including agendaa, secure document access, meeting coordination, printing or other information display needs, and other tasks as requested by the chair. UIT’s support liaison works with the executive committee and 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 documented needs or problems for which a solution is sought. The liaison will also share information among committees as necessary.

Communications

Agendas are prepared by a UIT governance liaison and posted on the Chief Information Officer’s website.

Questions or comments?

Contact Aimee Ellett.