IT Governance Terms and Procedures

Chairperson

A chairperson shall be elected during the first meeting of each year, serving a one-year term that begins during the September meeting. In the case of the initial implementation of the IT Governance framework, a chair shall be elected during the September meeting.

Chair Elect

A chair elect shall be elected during the first meeting of each year. The chair elect acts as the co-chair for the committee and serves a one-year term that begins during the September meeting, followed by a one-year term as the chair.

Member Terms

Each member shall serve a term of one year (unless designated for a two-year term) beginning in the month of September and ending in the month of July, for a total attendance of five meetings in addition to related events that occur during the term. The chair elect may request up to five members for a second term to ensure continuity of experience in the committee.

Ex-Officio Members

Technology Services Associate or Assistant Vice Presidents shall serve as ex-officio members.

Meeting Frequency

IT Governance Committees meet every September, November, February, April, and June. The committee will determine modifications to the meeting schedule as needed based on current activities.

Time Commitment

In addition to the scheduled meetings, members can expect to spend 4-6 hours between the meetings via correspondence methods reviewing related material and handling more routine matters via electronic methods utilized for decision-making.

Meeting Structure

The Office of the CIO will collect and confirm agenda items with the co-chairs and circulate agendas in advance of each meeting to ensure informed discussion of scheduled topics. Staff will be available to aid in the facilitation and documentation of the meetings. Robert’s Rules of Order will be the parliamentary authority.

Reporting

The Office of the CIO will report on decisions and maintain electronic communication mediums for distributing university-wide information for each committee.

Documentation of Proceedings

All meetings will have minutes of discussions, decisions, and action items that are published within two weeks of the proceeding.

Voting

Each member shall have one vote counting toward a decision/vote, where a quorum is half of the permanent attending members. The chairperson shall have authority in deciding tied or failed votes/decisions.

Research and Supplemental Input Mechanisms

The committee may establish, at its discretion, operational groups, task forces, communities of practice or standing subcommittees as needed.

Committee Support

The Office of the CIO will provide administrative support.

Questions about IT Governance can be submitted to: itgovernance@tamu.edu