ITSAB Charge and Organizational Document

ITSAB Charge and Organizational Document

The ITSAB Charge and Organizational Document Information Technology Student Advisory Board
Board Charge August 2011 (This charge may be modified at any time upon CIO approval)

Mission

To articulate student’s needs regarding information technology to key stakeholders and assess outcomes of technology initiatives from a student perspective.

Purpose

The Information Technology Student Advisory Board (ITSAB) of the University of Arizona (UA) is organized and convened under the auspices of the Chief Information Officer (CIO) to:

  • Provide advice and guidance specifically to the CIO on technology-related projects, initiatives, and activities that affect the student body including major technology projects and initiatives that may have a direct impact on the academic and research endeavors of the student community.
  • Provide similar guidance upon request or self-initiated to other UA organizations, units or groups including but not limited to University Information Technology Services (UITS), the University Library, Office of Instruction and Assessment (OIA), Residence Life, Graduate and Professional Student Council (GPSC), Associated Students of the University of Arizona (ASUA), colleges and departments.
  • Develop and conduct the annual ITSAB technology survey, posting survey questions and results on the ITSAB website.
  • Research topics of interest to students, related to using information technology to support their academic experience. This includes not only in-class experience, but also using technology in all aspects of their student life.
  • Assist in advocating to the student body on issues related to using technology to enhance their learning.
  • Assist in educating the student community about technology resources, projects and initiatives, as well as associated policies.
  • Assist the University in assessing student technology needs through the implementation of both formal and informal feedback mechanisms.

Membership

Regular Voting Members (Total 10)

  • Undergraduate Students not affiliated with ASUA (7)
  • Graduate Students not affiliated with GPSC (3)
  • The ratio of graduate to undergraduate ITSAB members was determined by agreement of the Presidents of ASUA and GPSC with the approval of the CIO.

Representative Voting Members (Total 2)

  • ASUA Representative (1)
  • GPSC Representative (1)

Non-voting Ex-Officio Members

  • Faculty (3)
  • College Liaison (1-2)
  • Libraries (1)
  • Residence Life (1)
  • Office of Instruction and Assessment (1)
  • Office of CIO Representative – Communications and Marketing (1)

CIO Liaison (1)
 

Terms

  • Voting Members (graduate and undergraduate) serve a one-year renewable term. Regular voting members from the previous year will automatically be eligible to return the following year until they graduate from their existing degree program.
  • ASUA representative - appointed by the ASUA President for a one-year term.
  • GPSC representative- appointed by the GPSC President for a one-year term.
  • Ex-Officio non-voting members are recruited for one-year renewable term.
  • The CIO Liaison is a perpetual role at the discretion of the CIO and may be removed or modified at any time by the CIO.

Member Selection and Designation

Regular Voting Members (Total 10)

  • A member recruiting and application process will be initiated each fall semester on or about the week before fall semester begins. The application process will be open for at least 2 weeks during the start of fall semester.
  • In order to continue serving, previous members will need to individually reaffirm their commitment to the board during the fall recruitment period and provide updated student member characteristic information each year.
  • New voting members will be selected from the pool of applicants received prior to the end of the recruiting and application process.
  • Selections will be made as early in the fall semester as possible and will adhere to the membership guidelines defined in this document.
  • The selection committee will include all available ex-officio members, the ASUA and GPSC representatives and the ITSAB Chair. If one or more selection committee members are not available, the member selection process will continue at the discretion of the CIO or CIO Liaison.
  • The selection committee and Board will work to achieve and maintain diversity in membership by recruiting from a variety of students across campus. When recruiting and selecting voting board members, attention should be paid to recruiting a balance of representatives from the following populations:
    • Students living on-campus
    • Students living off-campus (commuter students)
    • Students who participate in Greek Life
    • International students
    • Full-time and part-time students
    • Graduate and professional students
    • Other groups as the need arises, or as requested

      While every attempt will be made to maintain a balanced and diverse student advisory board, if the student applicants (when combined with the returning student members) do not fully meet the desired student characteristics (such as the ratio of graduate to undergraduate students), the selection committee will fill the board using the pool of applicants.

Representative Voting Members (Total 2)

  • The ASUA Representative (1) is designated by the ASUA President as early in the fall semester as possible. The CIO Liaison or CIO will request this designation.
  • GPSC Representative (1) is designated by the GPSC President as early in the fall semester as possible. The CIO Liaison or CIO will request this designation.

Non-voting Ex-Officio Members

  • Non-voting Ex-Officio Members are recruited by the CIO or CIO Liaison in collaboration with the Dean, Director or Department Head for the units to be represented as early in the fall semester as possible. Additional Ex-Officio members may be added at any time through a request to the CIO by the Board or directly by the CIO as the need arises.
  • Faculty Ex-Officio members are recruited by the CIO or CIO Liaison with input from the Chair of Faculty Senate and Ex-Officio members with awareness of interested faculty.
  • The College Liaison(s) are recruited by the CIO or CIO Liaison in collaboration with Ex-Officio members and various Deans or Department Heads.

CIO Liaison

  • The CIO Liaison is appointed by the CIO.

CIO Employees

  • Voting members (Representative or Regular) may not be employees under the CIO organization in order to avoid any perceived conflict of interest.
  • Non-voting Ex-Officio Members are not subject to this restriction.

Roles

Regular Voting Member Role
The regular voting member is responsible for attending meetings regularly, learning about student information technology needs, and campus information technology resources. Members are expected to ask questions, actively participate in all board discussions, and contribute to board projects as needed (participate in ad hoc committees, write position papers, etc.)

Representative Voting Member Role
Representative voting members are responsible for serving as liaisons or two-way conduits of information between their organizations and ITSAB. Additionally, representatives have the same responsibility as the regular voting member role. Representatives may not hold office.

Non-voting Ex-Officio Member Role
The primary role of an Ex-Officio member of ITSAB is to be a conduit of communication between the board and the department or organization he or she represents, and to facilitate communication with and greater understanding of the wider campus community.

The Ex-Officio member also contributes guidance, information or expertise to the Board based on their experience.

However, if the board is to properly serve its function, administration of the board, all deliverables and decision-making processes must rest with the voting members.

Ex-Officio members are restricted from voting, being elected to officer positions, or counting as part of a quorum.

CIO Liaison
The CIO Liaison shall serve as the conduit to and from the CIO, the CIO Office and all resources in that domain including, but not limited to, UITS and the Information Security Office. The CIO Liaison also acts in the capacity of other Ex-Officio members.
 

Officers

The officers of the Board shall consist of the Chair, Vice-Chair, Secretary, and Financial Management Liaison.

  • The Chair is responsible for scheduling, convening, and conducting the meetings. The Chair serves as the primary liaison with university administration.
  • The Vice-Chair assists the Chair in conducting Board Activities and serves as the Chair in case of the Chair’s absence. The Vice-Chair assumes the Chair position in May of each year.
  • The Secretary is responsible for recording attendance, key issues, and concerns that are discussed during Board meetings, disseminating a record of the meeting to all Board members, and publishing those records on the ITSAB website.
  • The Financial Management Liaison is responsible for working with the UITS-Financial Management Director of Business Services and Finance to gather information on IT budgets.

Elections

Board officers are elected on an annual basis in the Fall Semester, with the exception of the Chair. The Vice Chair will automatically become the Chair on May 1 of each year. This provides an opportunity for organizational continuity and startup through the summer. If a Vice-Chair is unavailable, the CIO Liaison will act as Chair, or appoint an interim Chair until an election can be held.

Meetings

The committee will meet face-to-face on a regular basis throughout the academic year. The Chair may call emergency meetings as he/she sees fit with 24 hours notice to the rest of the Board. The committee will follow open meeting laws of the State of Arizona.

Associated Students and Graduate and Professional Student Council representatives may send another member of their respective organization on their behalf as a proxy vote.

In the event that a representative voting member fails to attend two consecutive meetings in person, that representative will be considered for removal from the board. If the representative is removed, the leadership of the representative's organization will be asked to appoint a new representative immediately. In the event that a regular voting member fails to attend two consecutive meetings, that member will be considered for removal from the Board and may be replaced by another applicant appointed by the selection committee.

Quorum

A quorum of the Board shall consist of two-thirds of voting members.

Resources (including budget)

The CIO Liaison will work with the Board to identify needs and work with the CIO to meet those needs if possible. Examples include but are not limited to: budget, web space; survey design and dissemination; marketing and communications support; etc.

CIO as Sponsor

As sponsor of the Information Technology Student Advisory Board (ITSAB), in the instance by which the Officers or Board fail to fulfill the duties and responsibilities indicated in the ITSAB bylaws due to unforeseen circumstances, the authority to intervene and restore ITSAB back into a functional board rests solely with the CIO or CIO Liaison.

Statement of Non-Discrimination

This organization shall not discriminate on the basis of race, color, ethnicity, national origin, age, gender, disability or handicap, religion, sexual orientation, disabled veteran’s status or Vietnam era veteran’s status in any of its policies, procedures, and practices. This policy will include, but is not limited to recruiting, membership, organization activities, or opportunity to hold office.