2022 Governance Handbook > Part 3: Academic > 3.2 Committees > 3.2.2 Information Technology Advisory Committee

3.2.2 Information Technology Advisory Committee

(Bylaws)

1. The Information Technology Advisory Committee is responsible to the University Senate.
2. The committee consists of a chair appointed by the University Senate, three members of the teaching faculty elected by the faculty, two staff members from outside of Information Technology elected by the staff, one student selected by ASWWU, and the Director of Information Technology. The Director of Information Technology may invite non-voting personnel from Information Technology as needed.
3. To qualify as chair, an individual must
   1. Be a faculty or staff member with a minimum of three years of employment at Walla Walla University
   2. Not be a current employee in Information Technology
   3. Have interest and/or expertise in the use of Information Technology
4. The term of membership is three years for faculty and staff and one year for the student member. The term of the chair is two years and may be renewed once for a total term of four consecutive years.
5. The work of the committee is to
   1. Serve as a liaison between Information Technology and all areas of the University by

      i. Regularly soliciting university-wide feedback regarding Information Technology services

      ii. Reviewing proposed changes to Information Technology policies, procedures, and/or resources that affect technology users and recommending further input when necessary

      iii. Assisting with the collection and analysis of input regarding such proposed changes

      iv. Assisting in the preparation of an annual report made by the Director of Information Technology to the University Senate

   2. Annually review and, when needed, revise, in consultation with the University Senate, the campus policies for responsible computing (see Computing Policies).
   3. Encourage the creative and effective use of information technology throughout the University by

      i. Administering grant applications from faculty and/or staff for information technology that could have broad University impact

      ii. Facilitating workshops for faculty, staff, and/or students on topics related to information technology

6. The chair calls regular meetings at least monthly throughout the academic year. In the absence of the chair, the Director of Information Services calls the meeting.

(Procedures)

1. Protocol
   1. The chair develops and sends agendas to members at least one day in advance of meetings.
   2. Actions are taken by vote or consensus.
   3. Committee workload (average in clock hours per quarter):

      i. Chair: 12 hrs.

      ii. Members: 6 hrs.

   4. The committee

      i. Maintains a set of operating principles and procedures for Information Technology. For a statement of policies currently in effect see Computing Policies.

      ii. Solicits information from all academic and administrative departments concerning their future information technology needs

      iii. Establishes special interest groups as ad hoc committees with membership open to all interested information technology users. Each group recommends its own chair, whose approval is subject to the approval of the committee. The committee refers relevant items to the groups, and the groups make recommendations to the committee.

      iv. Works with Information Technology to evaluate student concerns and to bring this information before the committee for discussion

   5. The chair

      i. Makes assignments to members as needed to carry out the work of the committee

      ii. Invites the chairs of special interest groups to meetings to represent the interests of their groups

2. Communication
   1. Minutes are recorded by the Director of Information Technology and reviewed by the committee members at the next meeting.
   2. The chair sends minutes to the President, the Vice Presidents, and the Chair of Faculty.
   3. The chair announces the availability of Information Technology grants to prospective applicants along with details of the application grant process.
   4. The committee holds open meetings and/or conducts surveys as needed to address issues related to Information Technology.
   5. An annual report is given by the Director of Information Technology to the University Senate.
3. Documentation
   1. Minutes include rationale for all actions and recommendations. Recommendations to Information Technology, to the special interest groups, or to other governance bodies also include rationale.
   2. The chair maintains a file of all committee business, which should be accessible to committee members. Minutes are sent to the President's office and the Central File.