Policy on Information Technology Governance, Revision of EM 06-084

From: Gayle E. Hutchinson, President 

Subject: Policy on Information Technology Governance, Revision of EM 06-084

Upon the recommendation of the Academic Senate and the concurrence of the Provost, I approve the Policy on Information Technology Governance, effective immediately.

Policy on Information Technology Governance, Revision of EM 06-084

Preamble

The purpose of this policy is to establish the University’s governance structure for major decisions relating to Information Technology. This multilayered governance structure is designed to actively engage representatives from all areas of the campus community in planning and implementing information technology that supports the goals of the University. The structure also provides a process for presenting high level strategic proposals to the President, who shall then make the final decisions.

Definitions

Information Technology (IT) deals with the use of all forms of computer-related equipment and software to collect, store, process, transmit, retrieve, and secure information as well as the related aspects of managing and distributing information in support of the educational and service mission of the University.

The Chief Information Office (CIO) is also the Vice Provost for Information Technology and is responsible for the effective planning, implementation, use, and promotion of information technology within the University. The CIO focuses on the vision, development, and support of a technology environment that serves students, faculty, and staff.

Representative Advisory Committee

The University Technology Advisory Committee (UTAC) is a standing committee that reports to Information Technology Executive Committee (ITEC) and provides a forum for broad-based advice and assistance in implementing CSU, Chico’s Information Technology Strategic Plan. The committee reviews project plans and assists in setting implementation priorities.

The UTAC, by majority vote, will make recommendations to ITEC on campus standards, procedures, guidelines, and supplemental policies that promote student success while ensuring University technologies are procured, secured, and managed in accordance with the Integrated CSU Administrative Manual(opens in new window) (ICSUAM) CSU system-wide policies and guidance, and other relevant state and federal policies/regulations. 

The UTAC will meet monthly during the academic year. It shall elect its own chair from among its members. The chair will normally serve a two-year term. The first meeting of each academic year will be held within the first four weeks of the fall semester. During the years in which a new chair is to be elected, the first meeting of the UTAC will be called by the CIO; otherwise, the chair will call the committee to its first meeting.

The membership of the UTAC will consist of

• One dean representative selected by the Council of Academic Deans
• One department chair selected by the Provost
• One Academic Senate representative appointed by the Academic Senate Executive Committee
• One faculty representative from each of the colleges appointed by the respective college dean and one from the library appointed by the Director of Library Services. Faculty representatives are appointed to two-year, staggered terms (thus, initially half of the terms (to be assigned by lot) will be three-year terms)
• Two Associated Students representatives appointed by the AS President
• One enrollment management representative appointed by the Associate Vice President for Enrollment Management Services
• One human resources representative appointed by the Associate Vice President for Staff Human Resources
• One business and finance representative appointed by the Vice President for Business and Finance
• One student affairs representative appointed by the Vice President for Student Affairs
• One university advancement representative appointed by the Vice President for University Advancement
• One continuing education representative appointed by the Dean of Regional and Continuing Education
• One University Communications representative appointed by the Vice President for University Advancement
• One staff member recommended by Staff Council to the President for appointment
• One University Labor Council representative to be appointed by the University Labor Council
• The Vice Provost for Information Technology (CIO)

All appointments are annual (except for the faculty representatives) with no limitations on succession.

In addition, the following will serve as non-voting staff support to the committee:

• Information Technology Directors and other IT managers as appropriate
• Information Security Officer

Executive Technology Committee

The Information Technology Executive Committee (ITEC) is an executive level steering committee reporting to the President on policies and strategic planning for campus wide information technology. The committee will review and approve annual technology goals, objectives, and action plans. Technology-related policies will be approved by this committee prior to submission to other campus approval processes.

The ITEC will also function as the campus Information Security Committee.

The Information Technology Executive Committee (ITEC) will meet quarterly during the calendar year. Meetings will be called by the Provost, who will serve as the committee’s chair.

The membership of the ITEC will consist of

• President
• Provost
• The Vice Provost for Information Technology (CIO)
• Vice President for Business and Finance
• Vice President for Student Affairs
• Vice President for University Advancement
• Chair of the Academic Senate
• Dean selected by Council of Academic Deans
• Chair of UTAC

To review a pdf version of EM 19-027. (PDF)