Charter

Mission Statement

The UNC Information Technology Executive Council (ITEC) is comprised of senior-level administrators who bear primary responsibility for information technology-related support and infrastructure within their given schools or units. The ITEC serves four primary purposes to support the University’s mission of teaching, research and public service:

  • Works collaboratively to maximize the impact and ensure the success of all IT functions across campus
  • Strives to create a mutually supportive learning community that promotes and shares technology and business best practices
  • Advises the CIO and other senior ITS leaders on technology issues of campus-wide importance
  • Influence the campus-wide discussion of information technology issues

Governance Structure

Chair and Vice Chair– Members of ITEC elected by majority vote to serve a six (6) month term with Vice Chair automatically taking the Chair position after his/her term.  Thus, only a Vice Chair will be elected every six (6) months.  The Chair is the primary contact for all outside groups.  Both Chair and Vice Chair bear primary responsibility for the following:

  • Organizing monthly meeting agenda
  • Inviting guests and coordinating logistics
  • Facilitating group discussions
  • Calling votes in or outside of meetings
  • Organizing informal social events
  • Providing follow-up feedback to presenters, when appropriate

Only ITEC as a whole has the ability to make decisions.  The Chair and Vice Chair facilitate that process.

CIO Advisory Committee– A three-person group, confirmed by the membership, which meets monthly with the CIO to discuss issues covered during ITEC meetings and other matters of mutual concern. The Chair and Vice Chair may not serve on this committee during their terms.  Committee members report back to ITEC on CIO’s top priorities at next regularly scheduled ITEC meeting.

CISO Advisory Committee – A three-person group, confirmed by the membership, which meets monthly with the Chief Information Security Officer (CISO) on information security matters on behalf of ITEC.  The Chair and Vice Chair may not serve on this committee during their terms.  Committee members report back to ITEC on CISO’s top priorities at next regularly scheduled ITEC meeting.

Membership

UNC employees are eligible for membership in ITEC if they are the senior-most IT position in the organization,* which generally means a director or higher-level position.  There is only one ITEC member per organization, so if there are multiple, disparate IT groups within an organization, the senior-most administrative leader in that organization will need to determine who is the most appropriate designee for ITEC membership.   In addition, research centers reporting to the Vice-Chancellor of Research can be represented by up to four individuals as appointed by the Vice-Chancellor of Research in accordance with the above guidelines.

Special membership can be granted to a representative of the Information Technology Services organization who reports to the UNC-CH CIO.   The group wants to include central IT membership while focusing on decentralized IT collaboration.  Also, it is assumed the ITS representative will already have - as a factor of his/her position - an advisory role to the UNC-Chapel Hill CIO. Therefore, ITS membership to ITEC has several provisions:

The ITS representative will be a 12-month, renewable term.

  • The ITS representative will not serve as Chair or Vice Chair within ITEC.
  • The ITS representative will not represent ITEC on committees.

Additionally, UNC-CH CIO is welcome to attend any meeting at his or her discretion.

*Organization for ITEC purposes is defined as a School, Division or Department headed by a Dean or Vice-Chancellor.

Membership Process

  1. If a person feels s/he is eligible for membership, s/he can petition the current Chair of ITEC.   Once a petition has been reviewed and it is shown that the person meets the above criteria, the petition for membership is made available to the current membership for discussion.   If desired,  ITEC candidates may come to the next available meeting and make a short presentation to the membership about their organization.  If no contradictory evidence is presented by membership and the current membership confirms the addition, the ITEC Chair will notify the person of their membership.
  2. Membership can be revoked if a person or organization no longer fits the above criteria.   This is done by a >75% vote of the current membership.
  3. Membership is granted to the position within the organization and membership automatically transfers to the new person in that position should there be a change.
  4. A full member can be voted into any leadership role within ITEC after six months of membership to ITEC.

Meeting Attendance

  1. No delegates should be sent as substitutes for the named members to regular monthly meetings.  Delegates can be sent to special project groups.
  2. A replacement can be proposed by his or her dean or director if the individual leaves the position or is not able to serve.
  3. It is expected that all members will attend the meetings regularly and if unable to attend, notify the Chair and Vice Chair that the meeting will be missed.

Communications for Members

  1. To foster open communications between ITEC members, discussions at regular monthly meetings should be considered sensitive.  Technical and factual information relevant to operations can be shared freely with the organizations members represent.
  2. Typically, meeting minutes will not be recorded but agendas will be distributed prior to meetings and can be shared as needed.  Notes may be made to document what action steps need to be taken.
  3. A distribution list will be maintained that includes only current members of ITEC.  Chair and Vice Chair will serve as co-administrators of the list.
  4. ITEC Members with Liaison Roles

Those individuals with liaison roles have a responsibility to communicate to the ITEC issues any concerns raised by the organizations with which they have a liaison role and to share pertinent information raised by the ITEC with those organizations.

Representing ITEC on Campus Committees

  1. Serving as an ITEC representative on any campus committee, requires pre-approval of ITEC.  In an effort to clarify roles on non-ITEC committees, ITEC members should be clear who they are representing.   If representation is needed from ITEC, the request should go to the current Chair.
  2. The ITEC representatives will report as needed.  Representatives are encouraged to communicate updates via email but time will be reserved on the agenda if appropriate.  ITEC representation on campus committees will be reviewed annually.

Voting

There will be times when it is appropriate for the membership to vote on topics such as charter changes.  

  1. For those votes not concerning membership, a >50% vote is needed to pass.  
  2. For those votes concerning membership, a >75% vote is needed to pass.  
  3. If any members are not present at the time of vote and the vote is dependent on their votes for a final determination, the chair will request they vote by email to the chair.
  4. If a vote is anticipated, the chair will notify the membership via email prior to the meeting.   However, a vote can be called at anytime by the membership without prior written notice.

Meeting schedule

When:  monthly on the first Thursday, 9:00 - 11:30 AM, except in the month of July

Where:  rotating locations so members can learn more about each other’s settings/operations

Informal social events: held on an occasional basis at off-campus locations, over breakfast, lunch, or dinner, intended to reinforce group dynamics and foster less structured conversations about work issues

Meeting Agendas

The purpose of the monthly ITEC meetings is to initiate proactive discussions and collaboration. The following are proposed components for each monthly meeting.  The inclusion of all items and the order in which they occur will be left to the discretion of the co-chairs.   This is a guideline for meeting agendas and will vary based on pressing issues.

Host of meeting: a sign-up “sheet” will be circulated at least six months in advance.  All members are expected to host every two years.  Meeting location does not need to be at the presenting organization. 

  • Up to 25-minute presentation by hosting unit describing its operations and five minute Q&A (optional)
  • Action items, updates, and follow up from the prior ITEC meeting; updates from the CIO Advisory committee, the CISO committee and the CTC Liaison
  • Topic discussion with possible guest presentation – topic decided by ITEC and ITS input
  • Roundtable (e.g. speed round) discussion – topic oriented or not
  • Consensus on what information is communicated to CIO and what the priorities are for the next meeting