Organizational Guidelines

Information Technology Management Council

The University of Wisconsin Information Technology Management Council (ITMC) is established to consider information technology matters of common interest among University of Wisconsin institutions, and to address such issues as may be directed to them by UW System Administration.

The purposes of the ITMC shall be to:

  • facilitate sharing of experience and ideas to improve the effective utilization of information technology throughout the UW System;
  • encourage cooperation to ensure the most effective and responsible use of UW System information technology resources;
  • advise the University on all matters relating to information technology, including, but not limited to, instructional, research, library, administrative, and other uses of computing, telecommunications, and related technologies;
  • identify emerging technologies, national initiatives, and significant trends in information technology and communicate them to institutional leaders; and
  • recommend to the University policies related to information technology.

Membership

The membership of the ITMC consists of:

  • The directors of institution-wide information technology service organizations at each comprehensive and doctoral university and of UW-Colleges/Extension, and UW System Administration;
  • the chief information technology officer (if one exits) of each comprehensive and doctoral university and of UW-Colleges/Extension, UW-Hospitals, and UW System Administration;
  • the UW Vice-Presidents for Academic Affairs, Business and Finance, Physical Planning and Development, and University Relations, and/or their designees; and
  • one representative from the Council of University of Wisconsin Libraries chosen by, and from, that group.

Voting shall be based on one vote per institution.

 

Officers and Executive Committee

Officers

The officers of the organization shall consist of a Chair, Chair- elect, Chair-past and Secretary. The responsibilities of each officer are as follows:

  • Chair
    • Preside at general meetings and Executive Committee meetings.
    • Establish, with appropriate consultation, agenda for general and executive meetings.
    • Represent the ITMC at appropriate meetings.
    • Appoint ITMC committees as directed.
  • Chair Elect
    • Preside at general meetings and ExecutiveCommittee meetings in the absence of the Chair.
    • Represent the ITMC in the Chair’s absence.
    • Assume the position of Chair if that office becomes vacant.
    • Arrange the mechanics of each ITMC meeting, including setting the agenda and coordinating it with the local host.
    • Assume the role of Chair for the following year.
  • Secretary
    • Prepare minutes of regular meetings and Executive Committee meetings.
    • Transmit minutes of general meetings to members within two weeks after the date of the meetings.
    • Coordinate events
    • Communicate out to ITMC membership

Executive Committee

The executive committee will provide a small working group to represent varying interests of participating institutions. It shall consist of seven members: the Chair, Chair-elect, Secretary, past Chair, and three at- large members elected from the general membership. Its duties are:

  • Recommend the establishment of committees from among ITMC members or others as appropriate.
  • Recommend appropriate policies and procedures for decisions by the ITMC.
  • Recommend agenda items for general ITMC meetings.
  • Recommend positions on important issues for decision by the ITMC.

Elections

  • The Executive Committee at-large members will be elected at the first meeting in a calendar year with each serving a one-year term starting at the end of that meeting. A nominating committee shall present a slate of candidates, with further nominations accepted from the floor.
  • An officer may not serve more than two consecutive terms in the same office.
  • Elections shall be by a majority vote of the quorum.
  • Unforseen vacancies in the positions of Chair-elect, Secretary, and at-large member of the Executive Committee shall be filled by appointment by the Executive Committee until the next scheduled election.

Meetings

  • Two regular meetings should be held each year, usually in the fall and spring. Special meetings may be called by the Executive Committee or the Chair. An agenda will be provided to all members at least five days in advance of any meeting.
  • A quorum of the Executive Committee shall be four members. A quorum of the ITMC shall be ten voting institutions.
  • When deemed necessary by the Chair, issues may be presented to the membership for a vote in the absence of a meeting; in that case, voting by electronic means is permitted.
  • Parliamentary rules as set forth in Robert’s Rule of Order shall govern the conduct of the meetings of the ITMC.

Amendments to Organizational Guidelines

Amendments may be made by a 2/3 vote of the quorum at any regular or special meeting if a 45-day notice of the proposed changes has been provided to each member.