Academic and Administrative Services IT Committee

Terms of Reference

Authority 

The Academic and Administrative Services IT Committee is a subcommittee of the IT Governance and Collaboration Council.  

Mandate 

The Academic and Administrative Services IT Committee discusses priorities and requirements for systems used in teaching, learning and university operations. Responsibilities include: 

  • Develop and maintain an inventory of IT solutions and services used for the academic and administration needs of the university 
  • Propose IT policies, standards, guidelines, and procedures related to academic and administrative support 
  • Foster communication and share expertise on IT solutions, issues and practices 

Membership 

Facilitator: A committee facilitator shall be appointed by the CIO.

Committee:

  • Up to three representatives selected by Deans’ Council* 
  • One senior representative (e.g. director and above) from each: 
    • Office of the CIO 
    • Information Access and Privacy
    • Office of the Registrar 
    • Student Life 
    • Student Residences and Ancillary Operations 
    • Centre for Innovation in Teaching and Learning 
    • Faculty of Medicine 
    • Grenfell Campus (administrative)
    • Grenfell Campus (academic) 
    • Marine Institute (administrative) 
    • Marine Institute (academic) 
    • Memorial Libraries 
    • Office of the Vice-President Finance and Administration
    • Office of the Vice-President Academic and Provost 
    • Associate Vice-President (Students) 
    • Office of the President 
    • Marketing & Communications
    • Office of Public Engagement
    • Office of Development
    • Human Resources
    • Finance and Administration
    • Facilities Management
    • Centre for Institutional Analysis
    • Budget Office
    • Department of Technical Services
    • School of Graduate Studies 

* Representatives are selected by Deans’ Council after consultation about objectives and requirements.  

If members are sending a delegate to a meeting, it is important to ensure consistency in terms of the individual selected to attend as a delegate and the use of delegates should be kept to a minimum to ensure continuity. Permission should be sought from the committee facilitator in advance of sending delegates to a meeting. 

Alternative representation can be sought by the committee facilitator if a member misses three consecutive meetings without sending regrets.  

Term: The CIO and the units from which members are appointed, will appoint committee members who are representing units for an initial two-year term, with the potential to be renewed. Members may also be re-appointed, replaced or staggered to ensure continuity.  

Support: The committee facilitator provides administrative support to the committee and serves as custodian of the committee’s records.  

Meetings

Agenda Setting: Agendas shall be developed by the facilitator, in collaboration with the CIO. Members may propose agenda items to be discussed in meetings. Agenda items may also be suggested by anyone in the university community (e.g. non-committee members) by directly contacting the committee facilitator or the Office of the CIO. Agendas shall be circulated to members prior to meetings.

Frequency of Meetings: Bi-monthly, or upon the call of the committee facilitator or the CIO. 

Decision Making: Formal decisions are determined by consensus. For critical decisions on which consensus cannot be reached, decisions will be made by a majority vote. A majority of the committee is required for a quorum.    

Reporting: The committee will report through the committee facilitator to the CIO after each meeting.