Terms of Reference

Authority

The Research IT Committee is a subcommittee of the IT Governance and Collaboration Council.

Mandate

The Research IT Committee focuses on the varied needs of researchers at Memorial including, but not limited to research data centres, high performance computing services, support systems, tools, and data storage and backup. Responsibilities include:

• Develop and maintain an inventory of IT solutions and services used for research
• Propose IT policies, standards, guidelines, and procedures related to research
• Foster communication and share expertise on IT solutions, issues and practices

Membership

Chair: The Chair shall be appointed by the CIO. The Chair shall serve a two-year term with the potential to be renewed.

Committee:

• Up to six representatives selected by Deans’ Council*
• Up to two representatives selected by Senate Committee on Research
• One representative from each:
• Research Initiatives and Services
• Centre for Analytics and Informatics in Research
• Memorial Libraries
• Marine Institute
• Grenfell Campus
• Faculty of Medicine
• Office of the CIO
• ACENET

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

If members are sending a delegate to meetings, 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 Chair in advance of sending delegates to a meeting.

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

Term: The Chair, in consultation with the CIO and the units from which members are appointed, will appoint Committee members 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: An Office of the CIO staff member provides administrative support to the Committee by serving as Secretary and custodian of the Committee’s records.

Operations

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

Frequency of Meetings: The Committee shall meet bi-monthly or upon the call of the Chair.

Decision Making: Formal decisions will be 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 to the CIO after each meeting.