MSU IT Council

Michigan State’s Information Technology Council (ITC) serves as a primary IT advisory body to senior university leaders integrating IT leadership, planning, and resource allocation to align the  decision‐making process across Michigan State University.

Read regular updates from IT Council meetings. Updates are intended to keep the MSU community informed about topics being tackled, progress made, and recommendations to MSU administration.

Purpose

The IT Council provides recommendations regarding strategies, priorities, policies, and standards for technology and campus computing to the senior leadership of the university. The intent is to align its work with the university’s information technology goals, practices, policies, and investments effectively and efficiently to serve the mission of Michigan State University.

The IT Council seeks consensus on difficult issues which arise around information technology, through the community of IT represented by its members, in order to better communicate the evolving technology needs of the broader community to senior leaders.

The IT Council will provide leadership and oversight regarding:

  • IT Strategy: Propose strategic plans, policies, and funding strategies to align with the university’s needs and objectives.
  • IT Resource Allocation: Provide analysis; identify issues, prioritization, and funding level recommendations.
  • IT Service Management: Identify a contemporary IT service catalog with recommendations for effective processes and delivery of those services, and help ensure that measurable outcomes are established, monitored, and achieved.
  • IT Community: Find ways to report back to the IT community, as well as seek new opportunities to foster a community of IT best practices at MSU.

The council will proactively cultivate relationships with academic governance committees, executive administration, technology stakeholders, and the communities of IT within the degree granting colleges and major administrative units represented by its members. If the council determines sufficient governance structures are not in place, it may recommend creation of new entities to ensure the university’s needs are met.

Structure

Membership in the IT Council is open to the primary IT leader from each of the degree‐granting colleges, core academic units, major academic support units, and other major business units. Membership shall be limited to one representative per unit unless council leadership grants an exception. No delegate representation will be permitted at meetings.

Board

A board consisting of seven people will govern the IT Council. Six individuals will be elected by the general membership, each for a three‐year term. Board positions will be staggered. The CIO for the university will be an ex‐officio member of the Board. No elected board member may serve more than two consecutive terms. Any member of the council is eligible to serve on the board.

The Board is responsible for oversight and activities of the council, including scheduling meetings, publishing agendas and meeting notes, recommending strategic planning initiatives for discussion, and establishing standing committees and working groups.

Board Leadership Positions

There will be three leadership positions on the Board: Chair, Vice‐Chair, and Secretary. With the exception of the CIO, all board members are eligible to serve in these three positions.

The Chair is responsible for soliciting agenda items from the general membership, recommending discussion leaders for agenda topics, coordinating the work of committees and groups, and representing the council to other university organizations. These responsibilities may be delegated to other members of the board as appropriate. The Chair shall communicate all actions by the Board to the members of the council in a timely fashion.

The Vice‐Chair will serve one year as Chair‐Elect, and will assume the position of Chair in the following year. The Vice‐Chair will assume the duties of the Chair when the Chair is absent and perform other duties as may be requested by the Chair or the membership.

The Secretary will coordinate meeting locations, dates and times, keep the official roll, and prepare and publish notices, agendas, and minutes of the IT Council and Board meetings. The Secretary will also manage communication channels for dissemination of information and perform other duties appropriate to the office.

Council Operation

Board Nominations

Any member of the IT Council may nominate another member of the council, or themselves, to the Board. Board positions will be elected by a simple majority of the general membership of the council. Officers will be selected annually by the Board membership.

A Nominating Committee, appointed by the Chair, will solicit nominations for the Board and conduct elections using secret ballots, utilizing technology appropriate for the broadest possible inclusion of the general membership.

If a position on the Board is vacated, the remaining officers will be responsible to appoint a Nominating Committee and conduct a special election to fill the vacancy. This appointment will be in effect for the remainder of the vacated position’s term.

Meeting Procedures

The IT Council will convene at least once each quarter. Council leadership sets the specific time and date, as well as the agenda for these meetings. A quorum comprising two‐thirds of the voting membership is required for any vote or other official business transaction. This requisite applies to the general body of the IT Council as well as the Board of Directors. The council will operate during the January‐December calendar year.

Charter Amendments

Any member of the council may propose amendments to the charter at any time. Proposals must be submitted in writing to the Chair who will communicate the proposal to the general membership. An amendment must be ratified by the quorum of the general membership with a two‐thirds majority vote.