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3. Technology Infrastructure Subcommittee Members

Technology Infrastructure Subcommittee Members

Monthly Meeting Schedule: Third Tuesday, 1:00pm - 2:00pm

Members:

Purpose

The Technology Infrastructure and Policy (“TIP”) Governance committee provides a consistent, transparent process to review and make recommendations to OIT leadership on technical infrastructure and policy business cases presented to the committee. It is an established component of Emory University's governance process and meets on an ongoing basis. The committee consists of a broad range of professionals working in information-technology related fields and selected from across the Emory University environment.

Authority

The committee reports to the OIT IT Steering Committee.

Scope

TIP is responsible for reviewing business cases that impact technical infrastructure for Emory University or that involve Enterprise-wide IT policies. In addition to reviewing submitted business cases, TIP may request additional information or revision of submitted business cases.

Function

• Assisting in the establishment of priorities for key University-wide information technical infrastructure.
• Assisting in the review and improvement of key University-wide information technology policies.
• Identifying opportunities to improve the infrastructure whether it be gaps in current infrastructure or policies and procedures that should be amended.
• Providing insight at key milestones of initiatives and strategic planning efforts.

Policies and Procedures

1. Meetings
   1. Meetings of the TIP governance committee shall be announced with adequate time for arrangements and preparation. Background material and a final agenda shall be circulated in advance.
   2. TIP governance committee meetings will nominally be scheduled for at least a 1-hour time slot on a monthly basis. The committee may change the frequency of the meetings.
   3. Recommendations will be documented and forwarded to the ITSC Governance chair(s). An action item log shall be maintained and reviewed at each meeting. Key decisions and next steps from each meeting shall be distributed to the members for comment and revision prior to becoming generally available.
2. Decision Making
   1. Consensus is a core value of the TIP governance committee. To promote consensus, the TIP governance process requires the Chair(s) to ensure that the group considers all legitimate views, proposals, objections, and endeavors to reconcile them. When unanimity is not possible, the TIP governance committee strives to make decisions that are supported by the available evidence, and then to submit the issue to vote.
   2. Agendas will specify when a vote is scheduled and supporting information will be circulated at least a week before a vote is to be taken, unless the chair approves a shorter timeframe, whether at a face-to-face meeting or by electronic means.
   3. As common practice, the committee will devote time on the agenda for discussion of a decision that will be voted on at a future meeting to ensure members have time to deliberate. In addition, materials will be posted and distributed on the committee's collaboration site for review. There may be times when urgent issues arise when the committee might not follow this practice.
   4. A simple majority vote from the group of voting members is required for a final TIP governance committee decision. The TIP governance committee may reach decisions by face-to-face meeting, teleconference, electronic communication, or any combination of the above.
   5. There must be a quorum of at least 65% of the voting members present for a vote to be taken.
3. Membership
   1. The membership of the TIP governance committee shall consist of at least 7 but not more than 15 voting members.
   2. Non-voting members can be added at the discretion of any voting member. Each voting member may select one non-voting member for inclusion on the group.
   3. Membership Changes: any member from the ITSC committees may step down from their position as an active member of the committee. We request at least a month notice, if at all possible, to ensure continuity in our discussions.
   4. Adding Members:
   5. 1. 1. Requests for membership changes should go to the ITSC Steering committee chair, through the ITSC IT Governance Coordinator, for review and discussion with appropriate leadership and ensuring that there is appropriate representation across the committees.
         2. If the ITSC Steering committee chair approves the request, the Coordinator will add the new membership request to the ITSC Steering committee for approval.
         3. If not approved, leadership will be asked for additional nominees.
         4. If approved by the ITSC Steering committee, the chair of the appropriate committee and the new member will be notified.
4. Attendance
   1. Every member must make a concerted effort to attend all meetings (face to face meetings and teleconferences). If a member consistently misses meetings, such as greater than 1/3 of meetings, the committee may vote to remove that person's membership.
   2. Each TIP governance committee member should choose an alternate that could attend meetings if the member is unable to attend. The member in question is responsible to see that the alternate is informed of the present state of the TIP governance committee's business. Attendance by an alternate does not constitute attendance by the member. Alternates cannot cast votes for members.
5. Openness and Confidentiality
   1. The TIP governance committee publishes minutes of all its meeting on the intranet. TIP governance committee meetings are open to outside attendance upon request. The Chairs may, upon informing the members, exclude invited participants, liaison, and ex-officio members from discussion due to the sensitive nature of the matter.